How to Create a Webinar: Best Practices and 10 Steps

How to Create the Best Webinar 10 steps

Should You Create a Webinar?

During the pandemic years of 2020-2024 and now 2025, webinars became a valuable tool for maintaining connections while adhering to social distancing guidelines. However, it’s important to note that webinars have become a popular choice among many businesses and entrepreneurs. This increased competition means audiences are now selective about where they invest their time and attention. To ensure your webinar stands out, consider these three questions:

Does the content offer value to my audience?

To attract attendees, your webinar needs to address a relevant issue or provide a meaningful benefit. Your marketing strategy should emphasize the value of your webinar from the outset, ensuring that potential participants understand what they stand to gain.

Will the webinar help me achieve my goals and KPIs?

Determine if the webinar aligns with your objectives, whether it’s launching a new product, offering useful tips to enhance customer experience, or establishing your expertise in a particular area. Clearly defining your goals and KPIs will guide the development of your webinar and ensure it serves its intended purpose.

Is there a more appropriate content format?

Consider the nature of your content and the most effective way to present it. For minor updates or less interactive topics, a webinar might be excessive; alternative formats like an email update or an in-app notification could be more suitable. If your content doesn’t lend itself well to interactive elements, other formats like blog posts or newsletter entries might be more effective.

How to create great webinars step-by-step

In today’s digital age, there are countless ways to share your expertise with your audience, all from the comfort of your home. Whether you opt to build a website, start a podcast, or maintain a blog, numerous platforms and strategies are available to you.

Feeling unsure about how to begin? Let’s break down the process of creating a webinar.

Step 1: Select a Specific Topic

Your webinar can cover a wide range of subjects, but it’s crucial to focus on a single, relevant topic that your audience will find valuable. For instance, if your target audience is interested in e-commerce marketing, you might choose to focus specifically on e-commerce SEO.

To determine what will resonate most with your audience, consider these approaches:

  • Examine Your Social Media: Review your posts and images with the highest engagement. These insights can help you identify topics that could be well-suited for a webinar.
  • Check Your FAQs: Identify common questions from customers and prospects. Addressing these frequent inquiries in your webinar can fill knowledge gaps.
  • Analyze Customer Queries: Use tools like AnswerThePublic to discover what people are asking about. Choose the questions that your webinar can effectively address.

Once you understand your audience’s interests, finalize your topic. Ensure it aligns with your expertise to deliver valuable content.

Step 2: Decide on Your Format

After researching your topic and competitors, the next step is to determine the format of your webinar. Consider the nature of your topic and the number of speakers you plan to include to guide your decision.

Here are four common webinar formats:

  • Panel Discussion: A moderator leads a conversation with multiple panelists. This format is excellent for exploring different viewpoints on a topic and encourages a more dynamic, conversational approach.
  • Single Speaker: Ideal for smaller audiences, this format features one presenter who handles the entire webinar, including Q&A sessions.
  • Live Q&A: Although typically a segment of a webinar, you could structure your entire session around answering questions from the audience. Notify attendees in advance so they can prepare their questions, and be ready with additional questions to keep the conversation flowing smoothly.
  • Interviews: Conducting interviews can make your webinar more engaging by fostering a conversational tone. An interviewer asks pre-arranged questions, and you might allow audience questions if time permits.

Step 3: Assemble Your Team

While it’s possible to create a webinar solo, working with a team can enhance the experience for both you and your audience. For larger webinars, consider including roles such as an organizer, host/presenter, technical assistant, panelists/guest speakers, and designers.

The size of your team and task delegation will depend on the scope of your webinar. For instance, the organizer will manage the project, promote the webinar, and develop content. Designers will handle visual elements, branding, and studio setup. The host/presenter will focus on the presentation and Q&A, while the technical assistant will ensure all equipment functions correctly and address any technical issues during the event.

Step 4: Set a Date and Time for Your Webinar

Consider where your target audience is located, especially regarding time zones. For example, a 9:00 a.m. session on the East Coast might be too early for participants on the West Coast.

Research by GoToWebinar shows that the best times for webinars are Thursdays at 11:00 a.m., with Thursdays at 12:00 p.m. PST / 3:00 p.m. EST being optimal for a broader, multi-time-zone audience.

Step 5: Organize Your Space and Equipment

Choose a quiet room to minimize interruptions and external noise. Inform your household that you need uninterrupted time for the webinar, and silence all your devices to avoid disruptions.

Although you don’t need a lot of equipment, ensure you have the essentials:

  • Camera: Test your computer’s built-in camera first, and consider your smartphone’s camera if necessary. An external HD webcam is a great investment if needed.
  • Microphone: Built-in microphones often lack quality. Invest in a reliable external microphone, such as a Blue Yeti or Samson, which are easy to set up via USB.
  • Lighting: If the lighting in your space is poor, consider a ring light, box light, or accent lighting to enhance visibility and improve video quality.

Webinar

Step 6: Develop Your Content

With your tools in place, start creating your webinar content. Follow these guidelines for a compelling presentation:

  • Script: Draft a script to keep your presentation organized. It’s okay if you don’t follow it verbatim; use it as a framework and allow for flexibility and spontaneous insights.
  • Slides: Use tools like Microsoft PowerPoint, Keynote, or Google Slides to create your slides. Avoid overloading them with text; use visuals like charts and graphs to support your message and engage your audience.

Step 7: Choose a Webinar Platform

Select a platform that aligns with your webinar’s needs. For an all-in-one solution, consider Wix Video for live streaming directly from your site. Paid platforms like Demio, GoToWebinar, or Zoom offer robust features. Evaluate the platform based on audience size, budget, and necessary tools, including support for multiple speakers and Q&A sessions.

Step 8: Set Up Your Registration Page

After selecting a platform, create a registration page to capture attendee sign-ups. Include key details about the webinar, such as the agenda, host credentials, and a registration form with a clear call to action.

If your platform doesn’t offer registration page features, use tools like Leadpages for customizable templates or JotForm, which is free for up to five forms and a hundred registrations.

Step 9: Promote Your Webinar

Effective promotion is crucial for attendance. Note that only about 36% of registrants will attend, with 35% signing up during the week of the event and 29% on the day itself. Here’s how to boost your promotion:

  • Website Promotion: Add a pop-up on your site with webinar details, a countdown, and a call to action. Supplement this with banners and blog posts, and mention it in newsletters.
  • Social Media and Ads: Use social media to spread the word, create a hashtag, and engage your audience through contests. Set up an event page on Facebook or LinkedIn and consider running paid ads to extend your reach.
  • Email Campaigns: Email remains highly effective for webinar promotion. Send an invitation two weeks prior and a reminder a day or two before the event. Keep emails concise and straightforward to drive registrations.

Step 10: Host Your Webinar

On the day of your webinar, log in early to ensure everything is set up and start on time. Engage your audience by asking questions and encouraging participation to maintain their interest. Lastly, remember to record the session for future use or for those who couldn’t attend live.

Share

Do you want to
write on our blog?

Just mail to us, wherever you are, whenever you do. Our only question is, are you interested?

Related Post

What is SEO? Search Engine Optimization Explained in 2025
10 Best Webinar Platforms for Every Business in 2025
What is a Webinars? A Complete Guide to Conduct Webinars Effectively in 2025

Do you want to
write on our blog?

Just mail to us, wherever you are, whenever you do. Our only question is, are you interested?

Scroll to Top