How to use Live Events efficiently in Microsoft Teams

Using Live Events efficiently in Microsoft Teams

Microsoft Teams meetings are great for a few people to meet, but for a larger scale online webinar, the option of a Live event will be more efficient. This blog discusses how to use Live Events efficiently in Microsoft Teams. The organisers can line up content for a more seamless experience, changing smoothly from one presenter to another. Communicate with each other behind the scenes before the event goes live to discuss any last-minute changes to the line-up or update the presentations being used. Add to this the opportunity to have up to 10,000 attendees at each event and for it to last for up to 4 hours and you have a brilliant webinar option in Microsoft Teams. Depending on your setup, there may be the option to have more attendees for a longer duration.

How to use Live Events efficiently in Microsoft Teams
Teams Meeting
Creating a live event

Live events can only be set up from Microsoft Teams, not from Outlook.

  1. Choose calendar from the left pane
  2. From the drop down alongside New Meeting, select Live Event
  3. Add the information about the live event
  4. Choose who to invite as presenters to the event. These the people running and presenting the webinar. Each person invited can be set to be a presenter or a producer. Their roles are different and are detailed at the end of this blog
  5. Set the live event permissions to either People and groups, Organisation-wide or Public
  6. Choose how the live event will be produced including whether a recording will be available after the event for the attendees, whether an attendee engagement report will be produced to monitor who attended and whether attendees will be able to pop their questions in a Q&A
  7. Click on Schedule to schedule the meeting
  8. Invite attendees by clicking on Get Attendee Link and sharing or sending it
  9. Click on Close
Joining the webinar as a producer or presenter

Shortly before the webinar is due to take place, the producers and presenters will join the live event to ensure everything is working correctly. They can join the event from the calendar event in either Teams or Outlook.

  1. Double-click on the calendar event to open it
  2. Click on Join live event or Join depending on whether you are in a Teams or Outlook meeting
  3. Do not forward on the invite as only invites sent directly from the meeting organiser that will work
  4. Click on Join Now
  5. A producer will come straight into the meeting while a presenter may be required to wait in the lobby.
  6. The event is currently pre-live. This means that none of the attendees can see or hear what is happening. This gives the producers and presenters the time to organise the event
  7. All the producers and presenters will be listed at the bottom of the screen. If wish to add them to the queue, simply click on them
  8. Send live adds this to the right screen too. At this point the event is still not live
Ready, Steady, Go Live!
  1. Click Start to start the live event
  2. Click Continue if you are sure you want to start the live event
  3. There is a 10 to 20 second delay between the presentation and what the attendees see.
  4. While someone is presenting, the producer can line up the next presenter ready to go live
  5. Click End to end the live meeting for participants. It can’t be restarted
  6. Click End live event to confirm the event is over
  7. The producers and presenters are still in the meeting at this time and can discuss the event
  8. Click Leave to close the event completely

NOTE: Some of these options will only be applicable to the producers.

Joining the webinar as an attendee

The attendees will have received a meeting invite from the meeting organiser.

  1. Click on Join live event if opening the invite from Outlook or Join if joining from Teams
  2. If the live event has not started, the holding screen will appear
  3. If the event has started, the attendee will enter the meeting

Attendees can only communicate via the Q&A window if this has been enabled.

Attendees can access the recording of the live event later by returning to the original invite if this has been enabled.

People involved with a live event

Let’s summarise the four user roles involved in a Teams Live Event

  • The organiser does not need to be in the event unless they are also a producer or presenter. They do all the event setup, invite attendees, configure event options and generate any reports after the event.
  • The producer facilitates the event, lining people up to go live, starting and stopping the event and may also keep an eye on the Q&A and relay questions back to the presenter.  They can also present part of the webinar.

If you are planning on running an event like this I would suggest a dry run, making sure everyone knows what their responsibilities are, particularly while the event is live.  There are lots of benefits for larger events using this rather than a standard team meeting.  It’s all about using the right tools for the job.

This, then, explained how to use Live Events efficiently in Microsoft Teams

5 Quick Ways to get a Response to Emails

Why won’t you answer?

So many time’s we send emails praying to get a quick response. Far too often that one reply necessary to move forward on our work doesn’t materialise. So, what are the secrets to getting that quick response? In this article we will try and shift the power back into your corner. Here are 5 Quick Ways to get a Response to Emails.

Social proof can be a catalyst for action.

We have heard from the rest of your team; we are just waiting for your department to confirm?

It is hard for someone to realise they are holding up a process, or worse, that others are watching them.

5 Quick Ways to get a Response to Emails

Too often we ask for things that are centred on our needs. We forget who we are asking, and how important they feel our needs are.

Take some time and consider who is receiving your plea for help. Do they really care? This can be one of the biggest reasons for someone not responding. The secret is to provide a reason why, try using the word because. ‘Hi John, just really need that final figure from the weekend’s results. Accounts are waiting to move forward.’ Psychologists from Harvard proved that 93% of people will respond when the word ‘because’ is used.

And then there is the implication of a friendship by using their name more than once.

Something that can stir anyone into action is to feel that they are helping a friend. ‘Hi John, need that report pretty urgently. John, if you can get it to me by close of play, I can really get some traction on this deal and help us both out.’ Most people like the idea of a close working relationship, so why not make it so?

The next point is also in the last statement to John. What’s-in-it-for-them.

Most people are focused on their own responsibilities, and few will find favour having requests that mean nothing to them, so try placing the request with a ‘what’s-in-it-for-them’. ‘Hi John, think I can help you save a bucket load of time. John, if you could send over the report today, we will catch the deadline and avoid two months of headaches for you.’ As long as there is accuracy in your statements, all will go well. Remember that trust is the most valuable commodity that you can exchange.

And finally, the opportunity to use that powerful sense of humour you are just busting a valve to show-off – throw in a frog.

John gets an email begging him for his help and you will be so grateful, you will chuck in a pet frog. Humour can be the best medicine, and once the net is cast, can be utilised to further build the relationship. The requests may never end. ‘Where’s my pet frog you promised me a couple of weeks ago?

At the end of the day, some emails are simply not worth responding too, but these 5 quick ways to get a response to emails will help yours get answered, fast.