Webinar protocols

Planning and preparing a webinar requires careful organization to ensure a high-quality and interactive session. The first step is to define the objectives and the target audience: it is important to clearly define what the participants need to learn or achieve and what topics we will cover. This is followed by the selection of the platform (eg Zoom, Teams , BigBlueButton, Jitsi Meet) that best suits the technical and pedagogical needs. It is necessary to determine the date and time of the webinar, taking into account the class schedule, that is, the activities that students have besides the webinar in question.

The next phase involves creating the program and structure. The moderator prepares the introduction, the lecturers prepare the content, and the technical support plans any surveys, screen sharing, or group work. It is advisable to inform the participants in advance, via email or bulletin board, and send them basic instructions for accessing and using the tools. Materials (presentations, links, scripts) are uploaded to the system in advance or shared via prepared channels. If it is necessary to share links to external sources (or those to materials located in the HEI LMS), it is necessary to prepare these links as well as a short description that is then pasted into the chat along with the link, e.g. "Instructions for using the BigBlueButton activity for recording lectures can be found here: https://cpeu.ffzg.unizg.hr/?page_id=2486" because this additionally helps students who join later or watch the webinar recording.

Special attention should be paid to interactive elements, i.e. planning moments for questions, discussion or short activities. It is a good idea to set a time in advance for each phase of the webinar, from the introduction to the conclusion. If recording is planned, the participants should be informed about it in advance.

Finally, it is recommended to prepare a backup plan in case of technical difficulties (e.g., an alternative link, a phone number to connect to, or technical support). Good preparation ensures a smooth webinar and a professional impression from the presenter and the HEI, even if (or rather - when) difficulties arise.