Tips for a Successful Webinar

Transcription

1 Tips for a Successful Webinar

2 Choose Your Topic Good webinar topics are: Educational HFMA Webinars must be purely educational, with clear learning objectives. Content must: Expand participants knowledge Increase individual and organizational competencies Avoid promoting the specific business line or solution of the sponsor + Collaborative The best-rated : Include a healthcare provider, physician, or payer as co-presenter Feature a case study or subject matter expert based on the provider s experience For examples, contact Angela Thomas on HFMA s Education Team, athomas@hfma.org or (708)

3 Schedule The Date HFMA must receive your completed description no later than 12 business days prior to HFMA s first monthly Webinars calendar promo . This allows our team enough time to review your description, set up registration, and effectively promote your program within two HFMA monthly promo s. Included below is the timeline illustrating key deadlines. This sample schedule refers to business days and excludes weekends and holidays: Deadlines Responsibilities 12 days before 1st promo Completed description due to HFMA Education for review/approval Nine days before 1st promo Six days before 1st promo Five days before 1st promo Four days before 1st promo Three days before 1st promo Two days before 1st promo One day before 1st promo [1st Promo Date Here] [2nd Promo Date Here] One day before Live Webinar Date [Live Webinar Date Here] HFMA Education sends feedback to Webinar participant for review/approval Description approval/input sent to HFMA Education by Webinar participant Finalize Webinar registration set-up by Member Services Center (MSC) Webinar content posted on hfma.org by HFMA Webinars promo finalized by HFMA Marketing Webinars promo reviewed and tested by HFMA Education and MSC Webinars promo and target audience finalized by HFMA Research First Webinars promo sent by HFMA Marketing Second Webinars promo sent by HFMA Marketing Reminder with instructions sent to Webinar registrants by HFMA Webinar takes place at 2:00 p.m. (CT) 6

4 Choose Your Format Formats that work well and resonate with audiences include: Case Studies Best Practices Panel Discussions Maximum of four provider participants Updates on Regulatory Issues or Industry Trends HFMA can assist with providing content You have the option to combine any of the above formats. 7

5 Think Through Your Timing HFMA is a registered sponsor with the National Association of State Boards of Accountancy (NASBA). Continuing professional education credits (CPEs) are awarded to all Webinar attendees. HFMA awards CPEs based on the final length of time it takes to complete the actual Webinar. As a result, it s important to determine the appropriate Webinar length when developing your Program Description and presentation slides. That way, registrants have clear expectations regarding the amount of CPEs awarded after attending. 60 minutes (1 CPE awarded) 90 minutes (1.5 CPEs awarded) 2-5 Minutes Introduce speakers and instructions Minutes Presentation Minutes Q&A 2-5 Minutes Introduce speakers and instructions 75 Minutes Presentation Minutes Q&A 8

6 Sign The Speaker Agreement Before proceeding further, complete and submit the Standard Speaker Agreement (see Tools section). 9

7 Draft Program Description Follow the guidelines in the Program Description Template (see the Tools section). Sample program description from hfma.org For assistance, contact Angela Thomas on HFMA s Education Team, athomas@hfma.org or (708)

8 Draft Your Presentation See the Tools section for the PowerPoint template and other required elements. Some best practices/requirements include the following: Graphics, Images, Logos Do not include embedded background graphics Keep background colors light (presentations are printed in black and white) Only include your logo on first and last slides Organization Background Can include brief background on your organization References to the sponsor can only be in general terms, visually and verbally Polling Questions (required by NASBA to award CPE): Include 3 multiplechoice questions for a 60-minute webinar Include 5 multiplechoice questions for a 90-minute webinar HFMA can help develop these questions Q&A Last minutes of your webinar Draft seed questions to get Q&A started if necessary Practice your presentation and timing prior to the live Webinar date. Final presentation must be sent to Angela Thomas, athomas@hfma.org, 10 days prior to scheduled live Webinar date. Contact Angela for more information on polling questions: (708)

9 Prepare Your Handouts Amplify the educational value of your Webinar with online handouts for participants to download. Provide practical materials participants can use to apply what they have learned Examples: outlines, checklists, articles, charts, graphs, forms, reading lists Use HFMA template (see Tools section for required elements) Secure reprint permission from original authors (see Tools Section) Be sure handouts are legible and print-friendly (no elaborate art, exhibits, or diagrams) Final presentation must be sent to Angela Thomas, 10 days prior to scheduled live webinar date. 12

10 Request Permissions If your Webinar or handouts use material from other sources that you did not create, follow the directions in the Speaker s Guide to Permissions (see the Tools section) to secure permission to use the material. R Textual Material R Artwork R R Fair Use Doctrine Public Domain R R R R Obtaining Permission Acknowledging Permission Potential Fees Additional Resources 13

11 Get Ready Two days before the Webinar: 1 Review login instructions and pre-registration list sent to speakers and sponsor. If you haven t received the materials, contact Angela Thomas, athomas@hfma.org or (708) Test your connection: common/help/en/support/meeting_test.htm 2 1 webinar 3 Review technical requirements and terms of use: 14

12 Webinar Day Expectations 1 Speakers and sponsor must call in 30 minutes prior to the scheduled live Webinar, using instructions provided, to discuss Webinar flow and logistics. The HFMA Webinars team can arrange a walk-through in advance, if requested. Contact Angela Thomas, athomas@hfma.org or (708) After the Webinar, the speakers and sponsor should stay on the phone for a 2-3 minute debrief with HFMA s Webinars Team. 15

13 Post-Webinar Timeline HFMA sends the following information: Post-Registration / Attendee List (within 48 hours) Sponsors may use the list three times for communications with attendees (HFMA seeded on each list to monitor misuse) Questions Captured During Q&A (within 48 hours if applicable) Summary of Polling Results (within 48 hours) On-Demand Webinar Recording Link (within 5-7 days after the live Webinar) Evaluation Summary (approximately 2-3 weeks after the live Webinar) Live Webinar Date 48 Hours Later 1 Week Later 2 Weeks Later 3 Weeks Later 16

14 Thank You!