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Neftaly Human Capital Webiner Management Procedure NeftalyP583

Written by

Clifford Lesiba Legodi

in

Document Code: NeftalyP583
Approved By: Chief Executive Officer (CEO)

Date Approved: 03 November2025

Review Date: 02 December 2026 

Policy Owner: Neftaly Chief Human Human Capital, NeftalyCHCR

NeftalyP583-1 Purpose

NeftalyP583-1-1 The Neftaly Human Capital Webinar Management Procedure (NeftalyP583) provides a structured framework for the planning, organization, facilitation, and evaluation of webinars conducted by or in partnership with Neftaly.
NeftalyP583-1-2 This procedure ensures that all webinars align with Neftaly’s strategic goals, promote knowledge sharing, enhance learning, and maintain professional standards of communication and engagement across the organization and with external stakeholders.

NeftalyP583-2 Scope

This procedure applies to:

  • NeftalyP583-2-1 All Neftaly Human Capital divisions and departments organizing or participating in webinars.
  • NeftalyP583-2-2 Internal webinars for staff development and training.
  • NeftalyP583-2-3 External webinars for stakeholders, partners, clients, and the public.
  • NeftalyP583-2-4 Webinars hosted using Neftaly-approved digital platforms.

NeftalyP583-3 Definitions

  • NeftalyP583-3-1 Webinar: A live or recorded virtual seminar, presentation, or discussion conducted over the internet.
  • NeftalyP583-3-2 Facilitator: The designated Neftaly Officer or external expert responsible for hosting the webinar.
  • NeftalyP583-3-3 Moderator: An individual responsible for managing participation, questions, and technical flow.
  • NeftalyP583-3-4 Participant: Any registered individual attending a Neftaly webinar.
  • NeftalyP583-3-5 Recording: The official digital copy of the webinar for documentation and training purposes.

NeftalyP583-4 Objectives

  • NeftalyP583-4-1 To ensure consistency and professionalism in all webinars organized under Neftaly Human Capital.
  • NeftalyP583-4-2 To support organizational learning and public engagement through accessible virtual platforms.
  • NeftalyP583-4-3 To promote inclusion, innovation, and collaboration through well-structured online sessions.
  • NeftalyP583-4-4 To capture, store, and share knowledge efficiently using Neftaly’s information systems.

NeftalyP583-5 Roles and Responsibilities

RoleResponsibilities
CEOProvides oversight and final approval for major or strategic webinars.
CHCOOversees webinar planning, ensures policy compliance, and approves facilitators.
Webinar Coordinator (Officer)Plans, schedules, and executes the webinar, ensuring logistical readiness.
ModeratorManages technical setup, introductions, and Q&A interactions.
Facilitator/PresenterPrepares and delivers webinar content in alignment with Neftaly objectives.
IT Support OfficerProvides technical assistance and ensures smooth platform operation.
ParticipantsEngage respectfully, comply with event protocols, and provide feedback post-session.

NeftalyP583-6 Procedure

NeftalyP583-6-1 Webinar Planning

NeftalyP583-6-1-1 Complete the Webinar Proposal Form (NeftalyF583-01) with topic details, objectives, target audience, and expected outcomes.

NeftalyP583-6-1-2 Obtain approval from the CHCO and, where required, the CEO for strategic sessions.

NeftalyP583-6-1-3 Schedule the webinar in Neftaly’s official calendar and select the hosting platform (e.g., Zoom, Teams, Google Meet).

NeftalyP583-6-1-4 Develop a communication plan to promote the event internally and externally.

    NeftalyP583-6-2 Webinar Preparation

    • NeftalyP583-6-2-1 Create the webinar Agenda and Presentation Pack (NeftalyD583-01).
    • NeftalyP583-6-2-2 Confirm speakers, moderators, and IT support roles.
    • NeftalyP583-6-2-3 Send invitations and registration links to targeted participants.
    • NeftalyP583-6-2-4 Conduct a technical rehearsal at least 24 hours before the event.
    • NeftalyP583-6-2-5 Ensure accessibility measures (e.g., captions, recordings, transcripts).

    NeftalyP583-6-3 Webinar Delivery

    • NeftalyP583-6-3-1 Start with an official introduction by the Moderator or CHCO.
    • NeftalyP583-6-3-2 Follow the approved agenda and keep to the scheduled duration.
    • NeftalyP583-6-3 -3 Encourage interaction through Q&A sessions and polls.
    • NeftalyP583-6-3-4 Maintain professionalism, inclusivity, and alignment with Neftaly values.
    • NeftalyP583-6-3 -5 Record the webinar for documentation and future training use.

    NeftalyP583-6-4 Post-Webinar Actions

    • NeftalyP583-6-4-1 Prepare a Webinar Summary Report (NeftalyD583-02) capturing attendance, key discussion points, and feedback.
    • NeftalyP583-6-4-2 Share the recording, slides, and resource materials through Neftaly’s Learning Portal.
    • NeftalyP583-6-4-3 Collect participant feedback via the Webinar Evaluation Form (NeftalyF583-02).
    • NeftalyP583-6-4-4 Review the feedback and lessons learned for continuous improvement.

    NeftalyP583-7 Processes

    StageActionResponsible PersonOutput Document
    PlanningSubmit webinar proposal and seek approvalOfficer / CHCONeftalyF583-01
    PreparationDevelop agenda and logisticsWebinar CoordinatorNeftalyD583-01
    DeliveryConduct webinarFacilitator / ModeratorWebinar Recording
    ReportingSummarize results and feedbackOfficer / CHCONeftalyD583-02
    EvaluationReview outcomes for improvementGovernance CommitteeEvaluation Report

    NeftalyP583-8 Templates, Documents, and Forms

    CodeNamePurpose
    NeftalyF583-01Webinar Proposal FormUsed to request approval for a webinar.
    NeftalyD583-01Webinar Agenda and Presentation PackGuides content and schedule.
    NeftalyD583-02Webinar Summary ReportRecords outcomes and feedback.
    NeftalyF583-02Webinar Evaluation FormCollects participant and facilitator feedback.

    NeftalyP583-9 Compliance and Confidentiality

    • NeftalyP583-9-1 All webinar content must comply with Neftaly’s Human Capital policies, intellectual property rights, and data protection laws.
    • NeftalyP583-9-2 External speakers must sign a Neftaly Non-Disclosure Agreement (NeftalyF321-01) before participation.
    • NeftalyP583-9-3 Unauthorized sharing or editing of webinar materials is prohibited.
    • NeftalyP583-9-4 Non-compliance may result in disciplinary action or revocation of webinar privileges.

    NeftalyP583-10 Monitoring and Review

    NeftalyP583-10-1 The CHCO is responsible for monitoring webinar implementation, ensuring adherence to this procedure, and conducting annual reviews.
    Feedback reports will be compiled quarterly and submitted to the CEO and Governance Committee for strategic evaluation.

    NeftalyP583-11 Approval

    Policy Owner:
    Chief Human Capital Officer (CHCO)

    Approved By:
    Neftaly Malatjie
    Chief Executive Officer

    Post Date

    Modified Date

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