Today’s webcasting services are designed to capture and stream professional, high-definition audio and video. With just a few clicks, they can provide your company with its own webcast portal, that enables your company to securely share audio or video, both publicly and privately.

Event streaming is no longer a cool new way to interact with audiences—it’s an expectation. Live streaming accounts for 65% of internet traffic and is expected to jump to 82% by 2020.

Breaking news is 56% of the type of live video content most often watched, with conferences and concerts tied in second place with 43%.

Whether you are pitching the company story to existing stakeholders or recruiting new capital our high quality content outputs and beautifully designed digital roadshow portal will deliver a high-end, professional result for your audience.

Shorten your pitch cycle and focus your efforts on putting the right people in the room. Directly engage with your investors and make your company’s voice heard by participating in Boardroom.Media’s new LiveInvestorConnect series.

Webcasting is perfect for longer or detailed presentations that have large, scattered audiences – think results announcements, client seminars, investor days and internal updates.

Stream in video or audio to anyone with an Internet connection, and give your presentation some extra pizzaz by adding a slide deck and speaker bios, customising our webcast player to match your organisation’s branding, and using the Q&A and live polling functions for extra audience interaction.

Here’s how a webcasting service can help you take your live earnings webcasts to the next level while keeping the critical Q&A portion of the traditional earning call format.

Show More Than A PowerPoint
A number of webcasting services make it easy to live stream not only your slides but also multiple video feeds of the presenters. It’s a simple yet compelling update to the current earnings call format, and will enable your leaders to show off new processes and products, introduce new locations and team members, and dive deep into any information they choose to share.

Keep Earnings Webcasts Interactive
The Q&A portion of earnings calls may be half or more of the typical length of the call. And for good reason: your Q&A session provides investors the opportunity to interact with your leadership team, question or clarify talking points, and dig deeper to make informed predictions about the direction of the company.

Much like a chat feature, viewers can send in questions in the interactive webcast. Viewers simply submit questions through the chat box and can present them to the presenter best-suited to respond. These discussions and comments can even be preserved in an on-demand recording of the presentation, so anyone who couldn’t watch the live webcast can still get the full experience when viewing later.

Effortlessly Share An On-Demand Recording Of Your Webcast
Rarely are today’s earnings webcasts immediately made available for replay. Boardroom.Media’s webcast service can record your webcast as it’s streaming. Then as soon as you stop broadcasting, the recording is uploaded to Boardroom.Media’s webcast service to convert and optimise your live stream for on-demand playback on any device, index it for keyword search, and share it in accordance with your privacy settings. You can share the link on our website and share it.

Earnings season is approaching!

Throughout earnings season, all eyes are on the latest company announcements that will move the market. But IR professionals know there’s a lot more going on behind the scenes to make sure their company’s earnings day goes off without a hitch.

One of the most important elements of earnings day reporting is preparing the release, or official announcement. The earnings release, at a high level, allows IR teams to share their company’s earnings story with the world. It also allows IR teams to set the stage and introduce a narrative for the earnings call to follow.

Like all elements of earnings season preparation, research plays a vital role in ensuring your announcement is communicated with a sense of consistency, relevancy, and transparency to the public, investors, and the press.

The earnings release is a chance for IR teams to distill and complement the lengthy, often complex quantitative legalese of the 10Q and regulatory reporting data with qualitative insights to drive company narrative and maintain control of messaging.

Here are some of Alpha’s research tips for putting together a release that stands out from the crowd;

Make it accessible

Analysts and investors move quickly during earnings season. Some may have email alerts set up to track particular companies or keywords so that they’re instantly notified whenever new information is released.

Along with financial results, IR teams might highlight other company news that may not otherwise have warranted a standalone release. This could be a change in leadership, product announcement, or outlook on industry trends. Regardless, it’s important to make sure you’re capturing already short attention spans with the right information early on.

Optimising for mobile readability, and using charts or graphics can also make release data more accessible. With smart search tools like AlphaSense, analysts, journalists, and internal teams can quickly export tables to add to their own reports, making data collection easier for all parties.

Remain consistent

Consistency in layout, design, imagery, and messaging makes the information easier to find for analysts and investors. Maintaining continuity within your earnings narrative also helps build trust for analysts who may be looking for shifts in company position, nuance changes in language, or granular insights buried in your release data.

Maintaining consistency in messaging means putting a microscope on the language you’ve used in prior earnings releases. When going through historical data, consider these questions:

What terms or keywords have you used before when describing company developments?

What broader trends have you or your competitors discussed before, and how are you approaching those topics now?

Stay authentic

Like all companies know, not all news is good news when it comes to earnings. Just like having a consistent narrative, it’s important to maintain transparency when breaking bad news.

Look at historical examples of quarters where you may have underperformed. How have you responded in the past? How have your major competitors responded when they’ve missed their earnings targets? Use these insights to shape strategic quotes from company leadership to include in your release.

Conclusion

Earnings announcements can be a strategic way for companies to set the stage for earnings calls. By tapping into the right historical data, IR teams can build an announcement that is accessible to readers, and portrays their company in an authentic way.

Boardroom.Media has been partnering with public companies for over a decade, and in that time we’ve helped companies effectively deliver information and insights as part of the ever-changing world of investor relations and the capital markets.

Having supported investor relations initiatives for many years, I wanted to share my view of the best practices to engage in when it comes to your investor relations strategy.

1. Cover both the good and the bad
It is easy to highlight the positive news and trends impacting your company and to gloss over the negatives. The best companies do a great job providing balanced information.

2. Stay visible
After reporting a mixed quarter, it is important to maintain a dialog with your shareholders. Investors want to be reassured that senior management is on top of managing the company.

3. Adapt
Recognise that the metrics you provide need to evolve to best demonstrate the health of your business and to allow the investment community to gauge your progress.

4. Don’t wing it
Prepare thoroughly for your earnings calls. What you say and how you say it is really important on quarterly calls and during investor meetings. Practice your delivery and make sure your team is prepared to answer any and all follow-up questions.

5. Target the correct accounts
When setting up a marketing trip, be thoughtful about whom you want to target. Balance existing and potential shareholders and don’t exclude hedge funds. Hedge funds have significant assets and can be valuable, long-term shareholders.

6. Treat analysts and portfolio managers as equals
In the investment process, analysts and portfolio managers should be seen as equals, and senior management should strive to meet with both.

7. Ignore the stock rating
Ratings are temporary and change over time. Just because an analyst has a “hold” rating on your company doesn’t mean management should cut off communication.

8. Mix up management
As you plan your marketing trips, ensure that you occasionally bring along members of senior management other than the CEO and CFO. This can include a division head, your chief medical officer, or your chief scientific officer. This showcases the depth of your management team and allows investors to get a different and broader perspective on your business.

9. Be quick to respond
The best companies quickly assess the potential impact of any bad news and proactively communicate it to their shareholders.

10. Provide guidance
The best companies recognise that increased transparency is key to attaining a premium valuation.

Webcasts typically incorporate slides and an audio or video component. These tools can be used to present a range of information, including market updates, shareholder meetings and internal announcements. Although webcasts are usually reserved for simple presentation-style events, the power and potential of webcasting is far greater.

Capture audiences and breathe new life into your next webcast with these strategies…

Create a trailer
Trailers aren’t just for the movies. Get people talking about your event before it even happens by creating a short video that hints at what’s to come in the webcast. It’s a simple (and shareable) way to get your audience excited about the event and can help to increase registrations and attendance.

Offer another point of view
An organisation’s executives will usually present financial updates, details about strategy and the like, but think broadly about how other information can be shared and who can share it.

Short videos are an effective way to break up a lengthy presentation, and can easily be played in between slides.

If there has been a new internal HR initiative, create a video of staff members discussing the impact of the program. If your company is launching a new product or service, let the product development team introduce it via a pre-recorded video.

Draw on your archive
If the webcast includes an update on your organisation’s progress towards meeting particular targets, consider repackaging clips from an old webcast to create a short video recapping previous years’ goals. It’s an effective way to highlight the progress that has been made and a simple means of breaking up a lengthy presentation.

Go on location
Webcasts are typically recorded in office meeting rooms or hotel function spaces, but it doesn’t have to be this way, especially if the event will not have an in-room audience. Liven things up by filming in a trendy warehouse space or in another unusual venue. If there is an exciting location that’s tied to the work of your company, consider recording the webcast there. It’s amazing what a different location can do to the energy and mood of a presentation.

Start a conversation
Social media is great for promoting webcast registration and for sharing the on-demand webcast after the event, but it is also an ideal way to encourage discussion of the event as it unfolds. Share your company’s Twitter handle and an event hashtag at registration, and appoint a team member to live-tweet the event and engage with other viewers.

Alternatively, use webcast polling features to gauge reactions to company announcements.

Avoid death by PowerPoint
Nobody loves a lengthy slide presentation so limit your slide deck to the essential information. Get your design team to give your slide templates a makeover ahead of the event so the presentation looks as good as it possibly can.

Spread the word
Gone are the days when a webstream can only appear on a webcast platform. Apps, websites and social media can all take video streams so consider the other places you can share your event and grow your audience.

Transform from rookie to radio star by following these simple steps…

How to prepare
Writing a short list of dot points that you’d like to cover is the best way to prepare. Having a script might feel comforting, but something that reads well on paper doesn’t always flow as nicely when you try to read it aloud, and you’ll likely get flustered if you lose your place in your script.

Beware of background noise
Background sounds are frequently picked up in audio recordings, so before the interview starts, close the door of the office or meeting room and put your mobile phone and computer on silent. If you can, avoid having other people in the room during the interview to reduce shuffling sounds in the background of the recording.

When you’re doing a phone interview, it can be very tempting to multitask, but typing and mouse clicking sounds are easily picked up on the recording.

Avoid using speakerphone
Interviews recorded when the phone is on loudspeaker can sound faint or have an echo sound to them. If you’re the only one being interviewed, use the handset or a headset. If you must use the speakerphone, make sure that you sit close to the phone.

Relax!
Participating in a recording can be a nerve-wracking experience, but it’s important to try and relax.

Because of nerves, many interviewees have a tendency to speak quickly. Slow down your talking speed by sitting up straight and focusing on your breathing. If that doesn’t work, standing up during the recording can help you to feel more confident.

Keep it interesting
Your expression plays a vital role in keeping listeners engaged. If the recording sounds like a dense, monotone lecture, the audience will likely tune out. Remember to speak clearly and avoid long sentences, uncommon words and unnecessary jargon.

Aim for a conversational style, focus on your intonation and don’t be afraid to talk about the subject in an animated way. When a presenter shows a passion for their subject, that enthusiasm can really rub off onto audiences.

Be succinct
Keep it short, sharp and to the point. It can be tempting to provide a lengthy and very comprehensive answer to a question, but attention spans online are typically shorter, so restrict your answers to the most recent and interesting points. Where possible, try to illustrate your responses with interesting examples to keep listeners engaged.

Don’t panic if you make a mistake
It’s common to mix up or stumble over your words a little bit in everyday conversations, so don’t worry if this happens in the recording. Try to move on and focus on answering the next questions – chances are that it’s not nearly as noticeable as you think it was.

If you really do hate something that you’ve said and the audio is not being streamed live, simply ask the interviewer if you can re-record that particular answer.

Webcasting is already being used by companies of all sizes to expand the reach and impact of key events, meetings and messages. For employees, investors and customers spread geographically, webcasting allows you to cost-effectively reach wider audiences with your message.

The success of a webcast partly rests on the promotion done prior to the event. Here is a list of just some of the things you can do to maximise the visibility of your webcast…

1. Notify the ASX
One of the best ways to increase knowledge and exposure of your webcast is to lodge an announcement with the ASX that includes the webcast link. Analysts and shareholders who monitor the ASX announcement feeds to access company news will see the announcement and webcast link, and will be able to pre-register for your webcast.

2. Utilise your email distribution list
Email is perhaps the most effective owned content distribution channel you have. Don’t hesitate to share your webcasts with your subscribers – what better way to make use of your list than to promote content that’s truly useful to your audience?

Promote the webcast in your organisation’s newsletter or send out a special webcast campaign just to encourage registration for the event.

3. Share and re-share on social media
Before, during and after your event, it is important to spread the word as much as possible, and social media can be a very effective way to increase your online exposure. Share and re-share your webcast URL on Facebook, LinkedIn, Twitter and your website or blog.

If members of your company’s leadership team regularly post about your organisation or industry, don’t be afraid to ask those colleagues to share the webcast too.

4. Interact with your audience during the live webcast
People want to speak their minds and weigh in on subjects they feel passionately about, so engaging your webcast viewers is a great way to start a conversation around the event.

Create a poll or quiz/survey to be completed during your webcast, and encourage viewers to ask questions via the webcast question box. Additionally, you can integrate a robust moderated chat forum through third-party solutions.

5. Don’t neglect post-event promo
Post-event marketing of your webcast shouldn’t be an afterthought, but rather a crucial part of your plan to promote the webcast. When the on-demand version of the webcast is available, consider sharing it:

  • On your organisation’s website and social media profiles
  • With people who registered for the live webcast but didn’t end up watching the live event
  • With media contacts covering the event so that they can embed the link in their coverage or refer back to the recording to fact check their reporting

A video interview can be daunting, especially if you’ve never been on camera before. Here are some tips to help you wow audiences on your debut…

1. Do you really need a script?
It can be comforting to prepare and then study a script of what you want to say on camera, but this can actually lead to more stress as you try to memorise it word-for-word, and if you haven’t completely absorbed it, your presentation can come across as a bit robotic.

Instead, we recommend writing down a list of points that you want to cover. This is easier to remember and if you do take notes into the interview you’ll be less tempted to look down and read from the page.

2. Dressing for the camera
A neat appearance is essential when appearing on camera. Make sure your hair is combed, your outfit ironed, etc. But there’s even more to it than that – certain fabrics and colours look better on camera than others. Read our article on dressing for the camera for more.

3. Ring, ring!
A phone call or message during the interview can interfere with the microphones and will distract you from what you were saying. Make sure you switch your phone to flight mode before the cameras start rolling.

4. Focus, focus, focus
Attention spans online are short so it’s critical that you keep your responses to the point. Focus your comments on the latest developments or the most interesting aspects of the topic, rather than spending valuable airtime discussing points that are already known to your audience.

5. Speak up!
Speak clearly and avoid mumbling – this is for the sake of both the audience and the microphones recording the audio.

Approach the interview like you would a conversation with the interviewer – vary your tone and don’t be afraid to get a bit animated! A speaker who is obviously passionate and enthusiastic about a topic always has a greater impact on their audience than someone who mumbles through the presentation in monotone.

6. Consider your body language
The basics are probably obvious: sit up straight, don’t sway, and if you’re sitting on a swivel chair, try to resist the temptation to turn from side to side! Gesturing with your hands can be a helpful way to emphasise a point, but be careful not to overdo it.

Avoid movements like jiggling your leg or tapping your fingers, even if this is out of the camera frame.

Most importantly, smile and try to relax!

7. Don’t freak out if you make a mistake
Easier said than done, but simply correct the error and carry on with the rest of your presentation. If it’s not a live broadcast, simply ask to do a re-take of the section where you made an error.

Whether it’s a results announcement, an AGM or EGM, an investor roadshow, a client seminar or internal announcement, webcasting is an ideal way to reach your audience – no matter where they are.

1. Know your options
Webcasts can be streamed live or pre-recorded for on-demand viewing. Both types of webcast can be timed with slides or overlaid with special graphics. Frequently organisations will opt for a live webcast, as well as an on-demand version that can be watched by those who missed the live event.

A live webcast is recommended for events where your organisation will be making a major announcement, or where stakeholders are actively engaged and will likely want to be able to ask questions.

Another factor to consider when planning a webcast is whether you would like to make it a public or private event. Private events are ideal for internal announcements or other webcasts intended for a closed user group.

Registration pages can be added to both public and private events, allowing you to capture viewer details for post-event marketing and to analyse how viewers interacted with the webcast.

2. Prepare your presenters
There’s no substitute for good preparation, so be sure to spend time with presenters ahead of the webcast to ensure that they know what to expect in terms of how the day will run, who will change the slides and how questions will be submitted. Block out some time for presenters to practice their speeches, or if your presenters are using a teleprompter, ensure that they have the opportunity to practice using the prompter.

Presenters who have had the opportunity to practice will be more confident in their delivery of the webcast, and more confident presenters offer a more engaging experience for viewers.

3. Promote it
To maximize the impact of the webcast, spend the weeks before the event promoting it via your organisation’s website, social media and mailing lists to encourage people to register. Be sure to also include webcast details and the registration link in all announcements about the event.

Share reminders in the lead up, and don’t forget to email a reminder to registrants on the morning of the webcast.

4. Organise AV
To succeed, a webcast requires good planning and testing of AV requirements, especially if it is being live streamed. Contact your webcast provider and any other AV suppliers that you’ve engaged as early as possible to confirm the technical requirements and if necessary, set up a venue test to ensure that everything runs smoothly on the day.

5. Customise it
Take some time to consider the look and feel of your webcast and customise it to incorporate your organisation’s branding. Our webcasting platform allows you to customise your webcast to include a custom background, logos, speaker biographies and pictures, and additional company information. You can even add a company commercial or about us video to play before the webcast commences.

6. Avoid interruptions
Have presenters and audience members switch their phones and other devices to silent to avoid interruptions.

7. Maintain viewers’ attention
It’s easier for a bored viewer to turn off a webcast than it is for an in-room audience member to stand up and walk out, so it’s critical that your presentation captures their attention at the start and keeps it. Keep the presentation short and sharp; ensure that the content is interesting, and that the key points aren’t buried.

8. Make the most of question time
Our webcasting platform allows viewers to submit questions during a live presentation, which a person in the room can deliver to the presenter for response.

If your webcast will also have an in-room audience, work out how you’re going to take questions in the room and from online viewers. One approach could be to invite all attendees/viewers to submit questions in advance, which can be checked and collated in advance. This approach also helps to avoid the awkward shuffling in the room when no one wants to be the first one ask a question.

9. Don’t neglect post-event promo
Post-event marketing of your webcast shouldn’t be an afterthought, but rather a crucial part of your plan to promote the webcast. When the on-demand version of the webcast is available, consider sharing it:

  • On your organisation’s website and social media profiles
  • With people who registered for the live webcast but didn’t end up watching it
  • With media contacts covering the event so that they can embed the link in their coverage or refer back to the recording to fact check their coverage

Here’s some sartorial assistance to help you steal the scene on screen…

1. Pattern problems
Clothing with a fine pattern like stripes, checks or herringbone can be distorted on camera, creating an effect where it looks like the pattern is moving on your outfit. Pattern problems are most common on shirts and blouses, although bold pinstriped suits and corduroy pants can have a similar effect.

Patterns where the elements aren’t so close together are a safer bet, although large patterns can be distracting for viewers. Similarly, avoid shiny fabrics like satin, as it can look strange under the lighting.

This doesn’t mean that you can’t wear anything that has a pattern, but it is best to limit it to smaller items of clothing like ties and scarves.

2. Colour on camera
Given patterns are frequently distorted by the camera, choosing clothing in solid colours is a good idea.

Medium-coloured suits and dresses are typically better than outfits in a stark black can make the presenter look washed out on camera.

Be careful when selecting red or pink jackets or shirts, as these can make the presenter look red. When it comes to selecting a shirt, blue shirts are a safe bet – white shirts may also make the presenter look washed out, unless worn under a jacket to help break it up.

If you know what background you will be appearing in front of, choose an outfit that won’t blend into it.

3. Bringing the bling
Avoid chunky jewellery as the clinking sounds of necklaces, bracelets, bangles or dangling earrings can be picked up by the microphone.

4. Do a last-minute check:

  • Comb your hair and brush it back from your face
  • Check for food caught in between your teeth
  • Touch up your makeup
  • Check that your collar and/or tie is sitting properly
  • Unbutton your suit jacket if you’ll be sitting down during the filming

Most companies will, at some stage, consider the value of using webcasting. What is it? Why is it important? And is a live webcast really necessary for my audience? Let’s run through some of these questions, starting with the fundamentals…

1. What is a webcast?
When referring to the AGM, a webcast is usually either:

  • A live broadcast version of your presentation – which is made available to your stakeholders and streamed in real time, or
  • A video-recorded version of your presentation, which is made available to people after the AGM has concluded – we call this an On Demand webcast.

Both kinds of webcast can be timed with slides or overlaid with special graphics. Both are made available to investors via a link (lodged as an ASX announcement) which they click on to watch the webcast.

2. What goes into planning for the webcast?
Of course you want your webcast to run as smoothly as possible. Prior to the event date, Boardroom.Media will work with you and / or your Investor Relations person or agency to ensure we understand your brief. We will ask you about:

  • Date, time, venue, speaker/s and what kind of webcast (live, on demand, video or audio only) you need, also who we can speak with at the venue to ensure we bring the correct setup along with us
  • Whether you’d like a registration page so that you know who is watching the webcast (BRR would always recommend this)
  • How you want the webcasting player window to look – we can customise it to look like your corporate site, annual report or other assets
  • Whether there are any special images or overlays that we need to integrate into the presentation while it’s in progress
  • If you want your presentation timed to slides, we’ll discuss cues with you to ensure we get them right, and will request a copy of your presentation to load up on the day

3. Company communications – how do we make best use of our webcast?
In the lead up to the AGM, we’d recommend companies promote the webcast. Here are some ideas on how to do that:

FOR LIVE WEBCASTS

In the documentation that goes out with your Notice of Meeting:
Let your investors know that they will be able to watch the AGM via a live webcast, and provide the registration link.

Two to four weeks ahead of the AGM:
It is important to promote your Annual General Meeting in the lead up to the event. We recommend companies complete the following steps at between two to four weeks ahead of your AGM date:

Lodge an ASX announcement which notes the time, date and registration page for the webcast

Use your corporate website to reinforce the message – load a button onto your home page, investor centre landing page or AGM page, promoting the date and time of the AGM and pointing people to the registration page

Send an email alert (using something like IRM’s Newsroom product) with the details of the event

On the day of the AGM:
Send a reminder to all those who have registered to remind them that your webcast will commence at the specified time later that day

After the AGM is wrapped up:
BRR will provide clients with a link to an On Demand version of the webcast that investors can use to watch the presentation if they missed it live. We recommend:

Lodging this link along with your AGM wrap-up materials

Changing the buttons on your website to reflect the update that investors can now download the On Demand version

FOR ON DEMAND WEBCASTS

In the documentation that goes out with your Notice of Meeting:
Let your investors know that they will be able to watch the AGM via an On Demand webcast, and provide the registration link.

Two to four weeks ahead of the AGM:
Use your corporate website to remind people that an On Demand version of the webcast will be available after the AGM. Load a button onto your home page, investor centre landing page or AGM page pointing people to the registration page

After the event
BRR will work with the client to ensure the webcast is edited appropriately, then provide clients with a link to an On Demand version of the webcast that investors can use to watch the presentation if they missed it live.
We recommend:

Lodging this link along with your AGM wrap-up materials
Including buttons on your website to promote that investors can now download the On Demand version
Pushing out the link via your social media channels

4. How do I know whether I need a live webcast or will an On Demand version suffice?
While live webcasting is the best practice approach, due to the infrastructure and resourcing required to deliver the live webcast, it is more expensive, and also brings an additional element of pressure to the speaker. It won’t be relevant in all cases for all companies.

We find that as a general rule of thumb, most of the ASX100 companies want to webcast live. They have (for the most part) large share registers and often actively engaged investors, who want a seat at the meeting, so a live webcast is a good idea.

For any company that is considering announcing something material at a meeting, a live webcast or conference call, to which the link has been provided prior, is crucial.

The On Demand webcast will suit those companies which want to enable shareholders to watch the AGM proceedings, but don’t need the timeliness of a live version.

5. Can my shareholders ask questions during a webcast?
You make the decision as to whether to allow shareholders to ask questions during the webcast. There are a couple of ways to do this:

  1. You can allow people to submit questions in advance of the event – either during the registration portal, or via an email address that you promote via your market communications, which you can collate and then respond to on the day, or
  2. The Boardroom.Media webcasting platform can accept questions, live, during the presentation. You would then have someone in the room who can deliver the questions to the presenter for response

GET IN TOUCH

Boardroom.Media
Suite 4, Level 17 227 Elizabeth Street
Sydney NSW 2000

Tel: +61 2 9339 6555
info@boardroom.media