Hosting webinars can provide a digital avenue for advisors and their firms to connect with audiences, build trust, and demonstrate expertise. But what sets a memorable, meaningful webinar apart from one that falls flat? Here’s a look at best practices to flawlessly execute a webinar that delivers real value.
1. Begin With the End in Mind
Before planning any webinar, ask yourself: What key takeaways do I want my audience to walk away with?
Whether you’re covering tax-saving strategies or retirement planning, having a clear and specific topic is essential to keeping your audience engaged. A title like “Top 5 Retirement Savings Mistakes to Avoid in 2025” will resonate far more than a vague, generic session like “Retirement Planning.”
Think in terms of formula hooks — proven templates from copywriting and content strategy that create instant interest. This could be a thought-provoking question (like “What’s your biggest money fear?”), a clear solution to a common problem, or a message tailored to a specific type of client you serve.
Lead with relevance, and your audience will follow.
2. Know Your Audience
Who are you hoping to reach with your message? Understanding your audience should guide your efforts. For example, are you targeting young professionals just starting their investment journeys, retirees looking to maintain wealth, or small business owners concerned about tax implications? Each group will want to take in information that’s relevant to their needs. Before you flesh out your presentation, it might be helpful to conduct a survey to determine pain points and areas you should address.
3. Promote Your Webinar Effectively
You could have the best presentation in the world — but if no one shows up, it’s fruitless. Promoting your webinar early is key. It’s best practice to start outreach 3–4 weeks in advance to drive signups, using channels like your email list, social media, and paid ads.
But here’s a big tip: don’t skip the day-of webinar email. We’ve consistently seen that people are more likely to decide on attending the day of when their schedule becomes clearer. A timely reminder that morning (or even an hour before) can significantly boost attendance.
And as you market your event, make sure you’re not just promoting the date — promote the value. Be specific about the problem you’re solving and the transformation your audience can expect. That’s what turns a click into a committed attendee.
4. Engage Your Audience Throughout
With waning attention spans and packed schedules, people want to feel like their time on a webinar is well spent. To keep engagement high, aim to show, not just tell. Instead of talking at your audience, bring them into the experience.
Incorporate Q&As, live polls, interactive visuals, and even guest speakers to keep things dynamic. Having another voice — whether it’s a client, partner, or subject matter expert — adds energy and fresh perspective. Walk attendees through real-life scenarios. Share your screen and demonstrate a process instead of simply describing it. Show a chart, a form, or even a mistake they might be making — and how to fix it.
No one wants to sit through a monotonous monologue. By making the session interactive and visually engaging, you’ll not only hold attention — you’ll also uncover meaningful insights into how your audience thinks, what they care about, and how best to reach them moving forward.
5. Highlight Your Expertise, but Keep It Relatable
You may be the expert, but that doesn’t mean you need to sound like one. Avoid overwhelming your audience with jargon or too many technical details. Break complex concepts down into simple, relatable terms, and try to keep your focus to one clear takeaway per webinar. Staying approachable and down-to-earth builds trust — prospects are far more likely to engage with someone who’s knowledgeable and relatable, rather than someone who feels out of touch.
But here’s the key: don’t stop at educating.
You can give your audience all the information in the world about how to open a specific account or take a next step, but you are the expert. You know what can go wrong when someone tries to DIY financial decisions based on a half-understood idea. You’re not just a presenter — you’re a professional with a fiduciary duty. It’s your role to make sure what you’re teaching is actually implemented on their behalf, the right way.
So always — always — include a clear call to action. And don’t be shy about repeating it. Whether it’s booking a call, downloading a resource, or moving forward with a service, the next step should be obvious. Your audience will appreciate the clarity, and your business will benefit from the momentum.
6. Share Actionable Takeaways
You should approach your webinar with the goal of going beyond surface level by providing tangible value. This isn’t the time to offer canned and stale tips. Instead, provide concrete, actionable advice that participants can implement right away. For example, you could share a guide to maximizing the benefits of planned giving.
7. Follow Up
Your job doesn’t end when the webinar does. Post-webinar interactions are a boon to client engagement and can lead to deeper client relationships or referrals. Follow up with an email thanking attendees for their time, share relevant resources, and remind them how they can get in touch. Also, don’t neglect those who registered but couldn’t attend. Share a recording of the webinar and let them know you’re available if they have questions or concerns.
Also, evaluate your success by analyzing attendance rates, engagement metrics, and attendee feedback. This will guide you in your efforts to curate engaging, informative sessions that will create inroads between attendees and your firm.
On the note of trust, Docupace is the authority on digital transformation and beyond. Our industry-leading solutions streamline back-office tasks to help firms operate more smoothly while staying secure, compliant, and on top of growth opportunities. Click here to learn more and schedule a free discovery session.
