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Dealing with technical problems during a webinar can be a very frustrating experience. Sometimes technical problems can be prevented by your or your team. However, very often factors out of your control can cause technical issues that can be difficult to deal with. In any situation, it is important to properly deal with technical problems in a webinar. After all, if you don’t get the issues sorted quickly you could lose your audience.

Unfortunately, even with the best planning, some things can go wrong. The article gives you the 5 best tips how to deal with technical problems during your webinar.

 

1. Stay Calm, Don’t Panic

Sometimes what seems to be a major technical problem during the webinar may just be a minor hiccup. So don’t panic because panicking will probably just make the technical problems even worse. Sometimes it is best just to take a deep breath and think rationally about the cause of the problem.

It is also important to communicate well with your audience. So, let them know you’re having some technical difficulties.

More likely than not, if only a handful of attendees are facing the problem, it is an issue with their computer, internet connection.

 

2. Use an Assistant

Assistants are invaluable when it comes to sorting out technical problems during a webinar. It doesn’t matter if you don’t have an experienced assistant in your company because it is fairly cheap to outsource this job.

If technical issues come up during the webinar the assistant can communicate with the attendees or with the webinar software helpline. This means that, if possible, you can continue to present your material while your assistant deals with the problem.

Even if you have had to pause the presentation for a short while, the fact that your assistant dealt with the technical problem means that you will be more focused when you continue.

 

3. Have a Contingency Plan

One of the most important areas of planning a webinar is to have a secure contingency plan for every eventuality. This plan will help you know exactly what to do in the event of a problem.

 

For example, what should you do if:

  • the audio goes down
  • the internet goes down
  • your computer crashes
  • a guest speaker can’t connect

 

A loss of audio is usually caused by someone hitting the mute button by mistake. So, if your audience can’t hear you, make sure that youĂ­re your microphone isn’t on mute or that the other person has switched off the sound. Sometimes, audio problems can be caused by a poor internet connection, so you or the attendee may have to switch to a better internet connection.

If there is no audio at all, you can try using the chat system until the situation gets resolved.

Part of your contingency plan could be to have a relaxing picture to show while you take some time out to resolve the technical problem. Once the issue is resolved, make sure that everyone is back before resuming the presentation.

 

4. Internet Problems During the Webinar

One of the most common reasons for technical problems during your webinar is internet connection issues. This can cause problems with slides not moving, audio breaking up, or complete loss of the connection. How can you resolve problems with an internet connection during your webinar?

Always make sure that your computer is connected to the internet via an Ethernet cable. This provides a much more stable connection and is faster than a Wi-Fi connection. If you lose the connection, your assistant should contact your company’s IT department to see if it is a problem on your side. If not, then check with the webinar software helpline to ask them to investigate if everything is ok with their server.

Most smartphones have a data connection that can connect to a 3G or 4G network. So, you can turn your phone into a mobile hotspot and use that connection. Your webinar software may allow for you to connect to a telephone landline. However, you should know beforehand exactly how to do that.

 

5. Computer Problems

Computers have the unfortunate habit of crashing at the very worst possible time. To avoid this, always have a backup computer which can be brought online in case your main computer freezes or crashes.

If for some reason you can’t get slides to work properly, it helps if you have a printout of all your slides. That way you can continue your presentation without any break.

If some of your audience can’t see any of the presentation, ask them to try watching the webinar in another internet browser.

 

In Conclusion

Usually, once the problem is sorted out, it’s enough to apologize and move on. Depending on the disruption caused, you could offer some sort of compensation or you can send a link to the recording of the complete webinar.

To avoid having to deal with technical problems during your webinar, also have a practice run beforehand and try dealing with mock technical problems so that you know exactly what to do in your presentation.

Posted by Jarek Wasielewski

Jarek is the Content Manager at ClickMeeting. He is responsible for providing educational contents for current and prospective users.