The Do’s and Don’ts of Webcasting

In today’s globalized business world, webcasting has become a strategic way to disseminate information to many external and internal stakeholders at one time. Some of the most common uses for webcasts range from hosting regional or global executive town halls with hundreds of employees, to conducting investor relations (IR) webcasts with thousands of stakeholders around the world. As useful as a webcast can be for distributing time-sensitive and valuable information, unfortunately, these virtual events are often not utilized to their full potential. This may stem from not fully understanding the scope and capabilities of webcasting options available today.

With 25 years of communication and collaboration experience, PGi knows what it takes to deliver a high-end webcasting solution that is intuitive, professional and easy to manage for the presenter while being easy to use and access for the participants. With more than 30,000 webcasts hosted worldwide, we know a thing or two about webcasting and have compiled some Do’s and Don’ts of managing a successful webcast.

Do: Make It Simple to Connect to the Webcast

This is the first step to hosting any successful webcast, but often the most overlooked. If entering the webcast is difficult and not efficient, your meeting may be delayed and potentially start off on the wrong foot. Start with a platform that has an easy to use registration and log-in page that provides added bonuses that prompt your attendees to join via email or calendar reminder.

Don’t: Waste Time

Like with any virtual event, there may be people who join later within the webcast. It’s important to be courteous to those who have joined early or on time and start your meeting promptly. Although, you may be waiting on more people to join your webcast, the quicker you get started the more you can accomplish. Time is money on large webcasts, and it is estimated that over $37 billion is lost each year on unproductive meetings. As a best practice, we recommend recording your webcasts so that you can easily send it out to participants and invitees afterwards. This will help those who were unable to join or running late, as well as anyone who wants to go back and review the information discussed.

Do: Include Branding & Professional Visuals

Appearance draws in the viewer. Research shows that visuals are processed 60,000 times faster in the brain than text. Getting your point across via engaging images, presentation slides or video may increase the speed and quality of the message delivered. Your webcast participants have a higher chance of retaining information if visuals are used. Another study about active learning, showed that only 10-20 percent of spoken word is recalled during meetings, compared to visuals, which exceeded over 50 percent of the information retained. With iMeetLive, you receive full control and flexibility of branding and visuals.

Don’t: Forget to Collect Data Pre, Live and Post Event

One of the most important keys to any successful webcast is the data and analytics you collect pre, live and post event. Collecting information can start as soon as you build a registration page for the webcast, where you can gain a better understanding of where your traffic is coming from and tailor your content to specific audience groups.

Next, collecting information during the presentation is a critical component to any webcast. A recent study showed that adding Q&A and polling increases user engagement by over 50 percent. If your current webcasting solution doesn’t have these features, then you may need to rethink which platform you’re using.

Finally, when looking for a webcasting solution, you should ensure that the data you collect post-event can seamlessly integrate with your existing CRM system, which will allow you to follow up on leads or questions asked through the presentation.

Do: Consider Leveraging a Professional Operator to Assist with Your Webcast

Operator-assisted capabilities mean that you can have a webcast event that is monitored and managed by a live operator. For large events, an operator can enhance control and productivity. Adding operator-assisted functionality will take your presentation to the next level and leave you more time to build content rather than manage logistics. These operators are specifically trained to understand your company or product and are there to bring a professional, white-glove service to your webcasts. For example, PGi leverages our network of world-class operators to ensure our guests receive that personalized event experience every time. They are professionals who are there pre, live and post event and handle anything from introductions and speaker transitions to security and fielding questions.

And last but certainly not least:

Don’t: Be Boring

An amazing presentation, with top content and visuals, can be subdued if the speaker is lethargic and boring.

In a recent Forbes article, author Nick Morgan states, “We don’t fully trust people until we’ve seen them get emotional — angry, sad, ecstatic — because these moments allow us to take the measure of their values.”

For webcasting, this means that passion you bring to your presentation gives the audience an understanding of who you are and the passion you have for your company. Be energetic and prepared to add color commentary to the points on your presentation.


Every year, webcasts become more and more prevalent in business communications. They are a valuable tool for engaging internal and external audiences and disseminating important company news. By following these simple Do’s and Don’ts, you’ll be well on your way to hosting an amazing webcast.  Global organizations rely on PGi to meet their unique needs with consistent global service delivery, including streamlined account management, universal pricing and billing, transcription translations, 160+ worldwide access numbers, internal toll-free service, multi-lingual operators and our first-class 24/7 global customer service and support. Learn more about iMeetLive and PGi’s webcasting services.

About Luke M.

Luke focuses on all things content creation and writing for PGi. He authors in-depth guides and product updates to teach users and readers about productivity and collaboration. In his spare time, Luke brags about being from North Carolina and loves referring to himself in third person.