Teams Webinar Workflow – Weekly Learning Series

Purpose

This Standard Operating Procedure (SOP) provides a step-by-step guide for creating and managing weekly learning webinars using Microsoft Teams. It ensures consistency, accuracy, and efficiency while coordinating with presenters and marketing teams, and helps maintain a smooth attendee experience from scheduling to publishing recordings.

Creation date: April 30, 2025
Creation by: Wan Nur Qistina

1. Open the Calendar in Microsoft Teams

Open Microsoft Teams and click on the "Calendar" tab in the left navigation pane

2. Create a New Webinar Event

Click "New Event" dropdown and select "Webinar"

3. Add the Webinar Title

Enter the webinar title in the 'Title' field (required). The title should match the Events Calendar or use the one provided by the presenter.

4. Set the Start Date and Time

Click on the date field to select from the calendar and adjust the time based on the schedule confirmed by the presenter.

5. Set the End Date and Time

6. Add Learning Outcomes to Description

Enter the weekly learning outcomes in the description box. Coordinate with the marketing team for support with the brochure, banner, or uploading materials.

7. Assign Co-Organizers

Set the presenter, marketing team and Kelli as co-organizers in the weekly learning webinars for meeting management support.

8. Add Presenters from Your Organization

Click 'Presenters from your org' to search and select a presenter from your organization. If the presenter is external, enter their email address manually.

9. Configure Attendee Experience Settings

Click "Configuration" in the setup menu to adjust attendee permissions—typically disabling microphone and camera access for webinars. For additional options such as lobby settings, recording, and Q&A, click "Edit more options."

10. Edit the Presenter Bio Section

11. Add Detailed Presenter Bios

Update presenter bios with relevant expertise and credentials to boost credibility and engage attendees. You can source this information directly from the speakers or request it from the marketing team to ensure accuracy and consistency.

12. Customize Webinar Theme and Branding

Include the company logo in presentations. If desired, match the banner color to the presenter’s theme (e.g., light blue for Kelli, orange for Debbie) to add a personalized touch.

Marketing typically already has the logo and banner materials prepared, so feel free to reach out to them for assistance or to request a customized version.

13. Set Up Webinar Registration Fields

• In the left sidebar, under the "Registration" section, click on "Configuration" to open the registration fields setup.

• At the bottom of the registration fields list, click the "+ Add field" button to create a new custom field.(Notes: Just click the organisation and country/region only, as Kelli usually prefers.)

• After adding and configuring your new field, click the "Save" button at the top of the page to apply your changes.

14. Track and Share Attendee Status

Use the attendance status feature to monitor participants of the weekly learning sessions. The organizer or co-organizer must either download the attendance report as a CSV file or capture a screenshot, then share it with the presenter via Teams chat.

Note: Please also send the attendance list to Kama Afiqah for KC company record-keeping purposes.

15. Manage Recording Access and Compliance

Webinar recordings must be shared post-event via Teams chat or email, with access restricted to authorized personnel. Always announce recording alerts for transparency

Key Notes:

• Only organizers/presenters can start recordings.
• Attendees see a notification when recording begins (privacy compliance).
• Stored in OneDrive/SharePoint (for scheduled webinars) or Stream (if enabled).

16. Publish the Webinar and Verify Permissions

Use the Publish site to share approved webinar recordings with attendees via a secure link. Always verify permissions before publishing externally.

Note: Ensure all settings—such as access permissions, expiry dates, and metadata—are properly configured before publishing the site. This helps prevent unauthorized access or errors.