Webinar platform migration made easy: a step-by-step guide

When it comes to webinars and virtual events, the decision of which platform to use is not just a technical choice – it’s a strategic decision that can make or break your event’s success. As you’re the one to plan in detail, curate content, invite speakers, and sometimes even host or moderate these events, ask yourself: did you choose your current platform, or was it chosen for you? More importantly, does it align with your marketing strategy?

Legacy technology

Our companies often leave us legacy platforms that have been in use for many years. Decision-makers tend to stick with the familiar until someone points out its limitations. But here’s the twist: you, the event organizers and marketers, are the real experts. You understand evolving organizational needs, are up to date with cutting-edge market innovations, and know the value of a platform that minimizes manual effort. Your insights and judgments in choosing a video platform are invaluable.

The journey to switch platforms varies for each organization. It could be a fast and straightforward shift, or a months-long process involving thorough comparisons, analyses, and stakeholders who need to decide together. Don’t let potential complexity discourage you. Your leadership will soon notice the positive changes a new platform will bring, transforming and optimizing your entire event strategy.

Key considerations when choosing a webinar platform

We recommend considering the following 5 aspects when evaluating which webinar platform to adopt for your organization:

1. 1. Branding and customization

Your webinar is an extension of your brand, and the platform you choose should reflect that. Opt for a platform that lets you infuse your brand’s essence into every aspect of the event. The goal is to host your audience in YOUR space. White-label platforms are critical for this.

1. 2. Experience

Ensure a seamless experience for both your audience and speakers. The last thing you want is for any webinar participants to spend valuable time trying to enter a webinar session, or for any speakers or moderators to struggle with operating the content, presentations, and audience communication. The interface should be intuitive and user-friendly.

1. 3. An all-in-one platform

Choose a platform that consolidates all aspects of your webinar – from landing page and registration to session moderation, recording, and data analytics – in one place. This integration saves time and provides a clearer overview of leads and engagement metrics. Collecting data from different platforms – for example, from a landing page you created separately, from the session itself, and from an independent recording page – can waste precious time on a manual task.

1. 4. Engagement tools

Engagement is the heartbeat of webinars. Your platform should offer diverse interaction tools like chat, polls, and reactions, making the audience feel valued and involved. These tools not only enhance the attendee experience but also enrich the quality of your leads.

1. 5. Data and analytics

The core of any successful virtual event is its ability to generate actionable data. The ratio of attendees to registrants is simply not enough. Look for platforms that provide real-time analytics alongside post-event reports. Detailed insights into attendee behavior, session engagement, and content effectiveness are invaluable for strategic planning and improvement.

3 steps to a smooth transition between webinar platforms

Having selected the best webinar platform for your needs, you still have some work to do before your webinar platform is up and running. To ensure a smooth transition, follow these steps:

Showcase the business value

Ultimately, the key to convincing your company’s leadership lies in demonstrating business value. The good news is that no one understands the costs and benefits, as well as the gaps between your current needs and what you have, better than you. Present an analysis comparing the existing platform with the desired platform and support your arguments with data and examples.

Plan the transition

Carefully plan the data migration and identify any potential technical challenges to ensure a smooth transition. If necessary, utilize your Customer Success Manager (CSM) or the new platform support services. Don’t forget about the new platform’s integration capabilities with existing systems, such as CRM and marketing automation tools. Ensure that your new platform integrates with your current lead structure.

Onboard the team

The onboarding process is crucial to ensure each team member feels confident and competent using the new platform. You can either conduct the training yourself or ask the new platform’s company to assist in the learning process. Provide resources such as how-to videos and articles to complement the training. Ensure that the sessions are practical and interactive, allowing team members to gain hands-on experience.

Conclusion

Remember, for those of us orchestrating webinars, a profound understanding of these processes is crucial in selecting a platform and convincing the company to adapt it. With the right choice, your entire organization will be empowered, and your webinar experience will be elevated.