How to Budget Time and Resources for Your Webcasts
No matter where you fall in your webcasting experience, it can be challenging to budget time to plan your webcasts, create your event and complete your post-streaming tasks (video editing, attendee follow-up, etc.). Regardless of any roadblocks or unexpected hindrances that pop up, you can proactively plan on how to allocate time and resources for your webcasts.
Have an “On Deck” Team
One of the most common delays in webcasts is if one or more people from the webcasting team cannot meet the deadlines for the webcast. This can happen if they become unavailable at the last minute or if they run into issues that prevent them from meeting webcast planning deadlines. This is why it is good for you to have an “on deck” team.
Establish a team that is not always directly involved but can fill in when and if they are needed. For example, allocate a person to facilitate the webcast in the event that your presenter can’t attend. Make sure you have additional marketing resources available to promote your event and reach out to registrants. If you edit or stream video in-house, make sure you have other people at your disposal that know the software and video equipment in case you need the extra help.
Make a Timeline List
When managing this project, there are several steps involved. Each step takes considerable time and resources. It is useful to make a list of each step and to record the estimated time it will take.
For example, how long will it take your team to plan out the scope of the event? After that is decided, how much time does marketing need to spend on promoting the event? Will that give your presenter enough time to create content and rehearse the event? Make a list of timelines for each team so that you have a general idea of the individual and total time they will need.
Give Yourself a Buffer at Every Point
When deciding how much time it will take from beginning to end, it is best practice to add in a buffer.
For example, if your marketing team needs two weeks to promote and your presenter needs three weeks to prepare, give them what they need but with overlap. Tell your marketing team they can promote for two weeks, but in your overall plan allocate time for up to three weeks. For your presenter, give them more lead time to prepare so they don’t feel rushed – in this case, four weeks can give them the extra time they need.
If you expect the unexpected, your teams will have more flexibility and your resources will be less strained as you plan for your webcast events. Better yet, you will be more likely to meet your initial webcast goals and deadlines.