Unleash the Power of Microsoft Teams Webinars: Small Business Edition

Jon Manderville
July 26, 2023

In the bustling digital communication landscape a staggering amount of tools are vying for our attention - each offering unique ways to connect, share, and grow. Amid this myriad of options, Microsoft Teams has emerged as a formidable contender, evolving far beyond its initial scope.

This article will share with you some key reasons why - as a business owner - Teams might be the tool you choose to reach for in your communication arsenal from now on.

Before we do, a bit of background. Since its conception, Microsoft Teams has seen exponential development, spurred by a competitive drive and a commitment to innovation. This journey has transformed Teams from being just another communication tool in 2021 to a fully-fledged, dynamic hub for collaboration, today.


Microsoft Teams now offers an impressive line-up of features, standing tall among similar platforms. The secret to Teams' prowess lies in its integration and expansion capabilities. It's no longer just about chat, video calls, or file sharing - Teams now integrates seamlessly with many third-party applications and Microsoft's own Office and Productivity Suites.

Microsoft Teams gives anyone licenced to use it, with the right setup, access to shared calendars, task assignments, advanced project management tools, AI-powered insights, and even immersive mixed reality experiences - a suite of features far surpassing its prior iterations.

Microsoft's focus on security, customization, and user experience has made Teams more adaptable and efficient, paving the way for better communication and collaboration.

A shining example of this evolution is its enriched capacity for hosting webinars and broadcasting live events - tools that have been radically improved over the past two years.

So, if it's been a while since you last considered Microsoft Teams, now might be the perfect time to revisit. 



The enhancements and upgrades could be game-changers for your professional interactions.

This blog post will delve deeper into the potential of Microsoft Teams webinars, particularly tailored for small businesses, to hopefully inspire you and illuminate new options you can exploit.

Why Do Webinars Work?

In the highly competitive business world, keeping your customers engaged and informed is paramount, and webinars are an increasingly popular tool to achieve just that.

Why might a small business owner like you want to consider hosting a webinar in the first place?

Webinars have the unique power to bring together a geographically diverse audience in a virtual room, providing an opportunity to connect and engage on a level few other marketing strategies can match. They allow you to demonstrate your expertise, showcase your products or services, and provide valuable information, creating a personal connection with your customers and potential clients.

Beyond just the connection, webinars are a great tool for lead generation. You have an opportunity to collect contact information from interested attendees, who you can then nurture into loyal customers.

Additionally, the interactive nature of webinars - with features like Q&A sessions, polls, and live chat - means you can receive real-time feedback and gauge your audience's interests and concerns, helping you tailor your future products, services and marketing efforts more effectively.


Now, let's introduce Microsoft Teams into the equation. Given its powerful and expansive feature set, Microsoft Teams has become an increasingly favoured platform for hosting webinars.

It offers a suite of user-friendly tools tailored for this very purpose, from setting up your event and inviting attendees to manage the entire webinar and analyzing the engagement afterwards. Whether you are a novice or an experienced webinar host, Microsoft Teams provides a comprehensive, secure, and professional setup to deliver high-quality, impactful webinars. The best part, it you have a Microsoft 365 licence, you are ready to get set up. 

Planning a Successful Small Business Webinar 

The first and most crucial step before you begin is planning. Planning sets the foundation for a successful webinar that achieves your desired outcomes.

To embark on this process, start by:

  • Defining your webinar goals and objectives. 
  • Take a moment to reflect on what you hope to achieve through your webinar and how it aligns with your broader business objectives.
  • Decide if your goal is to generate leads, educate your audience, or establish thought leadership, having a clear understanding of your objectives will guide your decision-making throughout the planning process.
  • Decide if you want interaction or just to share. Within Teams, this will help define a LOT of your initial setup. 

Once you have defined your goals, you can begin to explore the features in Teams that now offer the most flexible and powerful tool on offer right now. 

Understanding Microsoft Teams Webinars

Planning is not a one-size-fits-all approach. Every small business has its unique characteristics and target audience. Each time you research and analyze your specific industry landscape and competition, you will identify needs that set your particular what sets your webinar apart. 

You may initially establish a regular audience on a topic that aligns with your business. Once you have done this, you can get creative and incorporate innovative ideas and interactive elements into your plan, such as polls, surveys, or live demonstrations, to make your webinar stand out and leave a lasting impression on your audience.

This is where the features of Microsoft Teams help. 

As an option, the Teams Webinar is only one of 4 major ways to engage using Teams:

  1. Virtual Appointments. As a new feature in Teams, these are direct 1:1 or 1:many conversations that you can issue to anyone. They don't even need a Teams account and you can control the onboarding look and feel with a welcome page and a lobby. 
  2. Scheduled or Ad-Hoc Meetings. You can invite people to a conversation, a demo or an interactive session. Now you can do this for internal and external partners in your organization
  3. Teams Webinars. They are the focus of this blog because, unlike all the other options, they allow you to create a unique  scalable 'onboarding' experience that can set your business apart from others from the first click AND will enable you to control the experience for attendees. This goes down to whether you will allow them to speak or interact in chat whilst the event takes place.
  4. Teams Live Events. These exist at the 'broadcast' end of the spectrum and enable sharing of knowledge, control of the production and live streaming in a much more controlled manner than the other options.

New to Teams - in preview at the time of writing - is even more flexibility to broadcast your event outside your Microsoft tenant. You can now use the Customized Streaming app in all of the above scenarios to publish your event to YouTube, Twitch or any other streaming platform. With some straightforward steps, you can quickly broaden your reach using Teams.

Webinar production

Getting Started with Microsoft Teams Webinars

To begin hosting webinars on Microsoft Teams, you must set up your account and configure the necessary settings. Microsoft Teams provides a user-friendly interface that streamlines the process of getting started. Begin by creating an account or logging into your existing Microsoft Teams account. If you don't have an account, it's easy to set one up by following the step-by-step instructions provided on the Microsoft Teams website.

Once you have access to your account, take the time to familiarize yourself with the webinar hosting options and features available in Microsoft Teams. Explore the various settings and functionalities that allow you to customize and optimize your webinar experience. For example, you can manage attendees efficiently by utilizing features like registration forms, allowing participants to sign up in advance and providing you with important information about your audience.

In addition, familiarize yourself with the audio and video controls available during webinars. Microsoft Teams offers the flexibility to manage audio and video settings for hosts and participants. You can control who can share audio and video, ensuring a smooth and professional webinar experience. Understanding these options allows you to create a structured and engaging webinar that aligns with your desired format and audience interaction.

Another essential feature of Microsoft Teams for webinars is screen sharing. Take the time to explore the different screen-sharing capabilities available, as they enable you to present slides, demonstrate software applications, and share other visual content with your participants. Mastering screen sharing ensures that your webinar content is effectively delivered, enhancing audience engagement and comprehension.


By familiarizing yourself with these essential functionalities and settings in Microsoft Teams, you position yourself to leverage the platform's full potential for your webinars. Take the time to explore and experiment with these options, allowing you to confidently host webinars that captivate your audience, foster meaningful connections, and drive your small business towards success.

5 Audience Engagement Tips

Engagement is key to a successful webinar. Explore tips for creating compelling webinar presentations that captivate your audience such as: 

  1. Use visual aids via screen share
  2. Use zooming features to highlight areas on your screenshare (ALT+ windowskey on a Windows device loads up Maginfier)
  3. Use storytelling techniques to keep participants engaged throughout the session. 
  4. Leverage the interactive features in Microsoft Teams, such as polls and invite people to use reactions like hearts and thumbs up
  5. Use Q&A to capture and record answers to questions

Teams has a lot of new features to explore which encourage active participation and foster a sense of community at your Webinar.

Promoting Your Webinar


To ensure a strong turnout, effective promotion is crucial. Implement strategies for promoting your webinars to reach your target audience. Leverage social media platforms, email marketing, and your existing networks to spread the word about your upcoming webinar. Create enticing and informative promotional materials that highlight the value participants will gain by attending.

With Webinars, you can also create compelling and enticing registration pages. Not only does it create a great first impression, you can also control the information you ask for in advance of your webinar. 

Best Practices and Tips for Small Business Webinars

  1. Prepare and testing your equipment and software - You'll create a smooth webinar experience.
  2. Familiarize yourself with the technical aspects of hosting a webinar on Microsoft Teams.
  3. Test your audio and video setup - sound is the single most crucial element. If it's fuzzy, too quiet or crackly, people will turn off. It's worth investing in a quality microphone for such an event.
  4. Check your internet connection, and run through a rehearsal to iron out any potential issues.
  5. During the webinar, have someone dedicated to the management of the technical aspects proactively. Address participant queries, and troubleshoot any challenges that may arise.
  6. After your event, take time to analyze the performance. The analytics and reporting features in Microsoft Teams allow you to gather data on attendee participation, engagement, and feedback. This can give you crucial actionable insights into what worked well and areas for improvement.
  7. Set up a feedback form using Microsoft forms. This gives your attendees a voice and you can use their feedback to refine your future webinar strategies and enhance participant satisfaction.

Are You Ready?

Microsoft Teams webinars offer small businesses an incredible opportunity to engage with their audience, share knowledge, and drive business growth. By planning strategically, leveraging interactive features, promoting effectively, any small business can benefit very cheaply. 

The key as ever is being prepared and experimenting. If you need help or any advice with your setup, just get in touch with one of our team via [email protected]. We have a lot of experience in this area and would be happy to help. 

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