INTERNAL - Webcasts - How do I schedule a webcast?
To schedule a Blue Ocean Brain launch or educational webcast, follow the steps provided below.
How do I schedule an Educational Webcast?
How do I schedule a Launch Webcast?
How do I schedule an educational webcast?
To schedule an educational webcast, follow these directions.
Step 1: Check Calendar availability for the webcast. Before offering any dates to the Customer, please check the Outlook Client Calendar, Claire Herring’s Outlook calendar, and the Educational & Launch Webcast Presenter Prep spreadsheet (Upcoming Webcasts tab).
Notes:
- DO NOT schedule Claire for more than 3 webcasts per week. Those weeks will be highlighted in red in the document. Claire is available for webcasts Tuesday-Thursday.
- DO NOT schedule webcasts back-to-back. Please allow for at least 15 minutes between the first webcast's end time and the next session's beginning prep session time.
Step 2: Determine who will host the webcast and on what platform. Blue Ocean Brain prefers to host webcasts on our MS Teams platform for best results. If the Customer prefers to host, they will need to run polls on their platform and monitor the chat and Q&A. They will also be required to record the webcast. Blue Ocean Brain will then take the recording and edit it and send the finished product back to them.
If Customer prefers to host (MS Teams, Webex, Zoom, etc): Best Practices for Client Hosted Webcasts
Step 3a: For confirmed dates and times, add the webcast date(s) to the webcast SharePoint Doc and create calendar invites. Create calendar invites on the Client Calendar for the 30 minute Prep and for the 60 minute Session and add the Presenter (Claire Herring) and Webcast Support (Hayden Workman) to the calendar invites. The Webcast Scheduler will add the moderator.
Important Note: DO NOT ADD THE CUSTOMER TO THE INVITE. The invite is for internal purposes only and will be updated by the Scheduler with all pertinent internal documents.
Use the following naming conventions as the headers when scheduling the webcast and the prep session:
- WEBCAST Webcast Title, Company
- PREP Webcast Title, Company
Step 3b: For unconfirmed dates and times, add the webcast date(s) HOLDs to the webcast SharePoint Doc and create calendar invites. Create calendar invites on the Client Calendar for the 30 minute Prep and for the 60 minute Session and add the Presenter (Claire Herring) and Webcast Support (Hayden Workman) to the calendar invites. The Webcast Scheduler will add the moderator (if needed).
Use the following naming conventions as the headers when scheduling the webcast and the prep session:
- HOLD WEBCAST Webcast Title, Company
- HOLD PREP Webcast Title, Company
Step 4: Complete the Content Request Form in Monday.com.
Fill in the answer to every question before submitting. The Webcast Scheduler will receive the completed form and assign all relevant tasks and will assign a Moderator and add them to calendar invites.
How do I schedule a Launch Webcast?
To schedule a Launch webcast, follow these directions.
Step 1: Check Calendar availability for the webcast. Before offering any dates to the Customer, please check the Outlook Client Calendar, Jennifer Robertson’s Outlook calendar, and the Educational & Launch Webcast Presenter Prep spreadsheet (Upcoming Webcasts tab).
Note: Jennifer R. is the primary Launch webcast presenter. If Jennifer R. is unavailable and the webcast day and time cannot be changed, check Kelly Lukschander's Outlook calendar as a backup.
Step 2: Determine who will host the webcast and on what platform. Blue Ocean Brain prefers to host webcasts on our MS Teams platform for best results. If the Customer prefers to host, they will need to run polls on their platform and monitor the chat and Q&A. They will also be required to record the webcast. Blue Ocean Brain will then take the recording and edit it and send the finished product back to them.
If Customer prefers to host (MS Teams, Webex, Zoom, etc): Best Practices for Client Hosted WebcastsStep 3a: For confirmed dates and times, add the webcast date(s) to the webcast SharePoint Doc and create calendar invites. Create calendar invites on the Client Calendar for the 30 minute Prep and for the 60 minute Session and add the Presenter (Jennifer R.) and Webcast Support (Hayden Workman) to the calendar invites. The Webcast Scheduler will add the moderator.
Important Note: DO NOT ADD THE CUSTOMER TO THE INVITE. The invite is for internal purposes only and will be updated by the Scheduler with all pertinent internal documents.
CSMs should send their own invites (TWO INVITES: one for Prep and one for Webcast) to the panelist. One invite should be labeled Panelist Prep: HSI BOB Launch Webcast Company - 15 minutes BEFORE session start time and the second for actual start time labeled Company HSI Blue Ocean Brain Launch Webcast.
The Customer is responsible for sending webcast invite to their organization - please be make sure customer sends MS Teams attendee link and NOT the MS Teams panelist link that is unique to them.
Use the following naming conventions as the headers when scheduling the webcast and the prep session:
- LAUNCH WEBCAST Company
- PREP: LAUNCH WEBCAST Company
Step 3b: For unconfirmed dates and times, add the webcast date(s) HOLDs to the webcast SharePoint Doc and create calendar invites. Create calendar invites on the Client Calendar for the 30 minute Prep and for the 60 minute Session and add the Presenter (Jennifer R.) and Webcast Support (Hayden Workman) to the calendar invites.
Use the following naming conventions as the headers when scheduling the webcast and the prep session:
- HOLD LAUNCH WEBCAST Company
- HOLD PREP: LAUNCH WEBCAST Company
Step 4: Create a "GO LIVE" calendar event on the Client Calendar. Name this event: "GO LIVE - COMPANY NAME - # OF LEARNERS TO ADD" and invite the CSC in charge of launch. This event will indicate to the CSC when to add learners to the platform and send welcome emails for launch.
Step 5: Complete the Content Request Form in Monday.com.
Fill in the answer to every question before submitting. The Webcast Scheduler will receive the completed form and assign all relevant tasks and will assign a Moderator and add them to calendar invites.
Note: One of the CSM tasks for the Launch webcasts is to Update and Upload the webcast deck to the folder in Sharepoint. Folders are in Webcasts/Webcasts Final 2024. The folder will have the date and the name of the company (e.g. 240701 FedEx Launch). Please name the deck in the same format and save there.
The folder with all the documents will be placed into the Outlook calendar invite before the webcast by the Scheduler so that all documents will be available to all internal folks.