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connecting communities with opportunities through technology

Web Conferencing:
Running Effective Online Trainings & Meetings
Facilitated by Lindsay Bealko
If you haven’t, please join the audio portion* of the conference: Press the 6 key on your phone h to mute your line. Press again to un-mute.

Phone: 1 (888) 617-3400 Passcode: 101 0541
*If you have difficulty connecting, send a question via the Question & Answers window in the lower right portion of your screen.

We’ll begin at 10am. Thank you for coming!

connecting communities with opportunities through technology

Running Effective Online Trainings & Meetings
Lindsay Bealko
Toolkit Consulting For NPower Seattle

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What is CCN?
A statewide coalition of public & private organizations collaborating to build the capacity of community technology providers in WA gy p Lead partners:

connecting communities with opportunities through technology

Why are we here today? Learning Objectives
By the end of this workshop you will be able to…

1. 2. 3.

State your primary goals and objectives for leading online trainings or meetings Identify your high priority web conferencing features Use features, key questions, and available resources to compare web conferencing providers List the key steps in preparing for an online training or meeting Choose two to three techniques you will use to make your next webinar more engaging and interactive

4. 5.

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Workshop Agenda
• • • • • • Lay of the Land: How tech is transforming training Getting Started with Web Conferencing Planning a Seamless Online Training/Meeting Tips for Delivering an Engaging Online Training/Meeting Action Planning Q & A and Wrap-up Wrap up

What’s your experience with webinars?

I’m a Rookie - this is the 1st online presentation I've attended:

I’m Comfortable - I've attended a few online meetings or presentations

I’m a Regular – “Webinar” is my middle name!

Directions: Using the white board tools on the upper right of your screen, place a stamp in the box that most closely defines your experience and comfort level with webinars.

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LiveMeeting: A 3-Minute Tour
Minimize, restore, close

Attendee list

Seating Chart Q & A Box

Anything else you’d like me to know about today’s workshop?
My hopes for the session: My concerns for the session:

Directions: Using the white board tools on the upper right of your screen, select the text tool shown, click in the boxes above, and begin typing your hopes & concerns for the session.

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Workshop Agenda
• • • • • • Lay of the Land: How tech is transforming training Getting Started with Web Conferencing Planning a Seamless Online Training/Meeting Tips for Delivering an Engaging Online Training/Meeting Action Planning Q & A and Wrap-up Wrap up

The World of e-Learning

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What’s In It For Me? The Promise of e-Learning Tools
Support different learning styles Expand reach Can be cost effective Consistency & quality of training delivered Convenient and flexible for learners Learning happens on the job instead of “separately” Rich interactive content t h concepts d Ri h i t ti t t teach t dynamically i ll

What to Watch Out For The Reality of e-Learning Tools:
A lot of tools to sort through Poorly used, can subtract value used Dependent on tech-comfort of your participants Managing costs and time to use tools Not a quick fix or silver bullet More self-accountability in hands of learner (i.e. to pay ) attention)

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Making Sense of the Options

Asynchronous AKA: “recorded” “on“on-demand” “self“self-paced” •Screencasting or webcasting (“tutorials”) •“Staged,” recorded webinars

•Discussion boards •Collaboration tools/spaces •Recorded “Live” webinars

y Synchronous AKA “Live” •Webinars •Video conferencing •Remote PC sharing •Chat or “IM” Ch t

Learning Management Systems help you manage multiple modalities

Today’s Focus: Web Conferencing Web Conferencing: AKA virtual classrooms; e-meetings, webinars, web conferences, etc.

+

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Think About It
How might you use web conferencing?
Indicate your response below:

To lead meetings between remote participants To lead software skill workshops for our constituents To lead "soft-skills" or concept-based classes for our constituents Other (write in):

Real World Applications of Web Conferencing
• Teach software skills don t re teach • Recordings so you don’t have to re-teach the most popular courses • Volunteer or program orientations • Meetings with board or coalition members from across the state • Build a virtual collaboration community between remote peers or colleagues

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Workshop Agenda
Lay of the Land: How tech is transforming training • • • • • Getting Started with Web Conferencing Planning a Seamless Online Training/Meeting Tips for Delivering an Engaging Online Training/Meeting Action Planning Q & A and Wrap-up Wrap up

First Things First: Set your target
1. What are your goals for a web conference?
• Education • Collaboration • E ll Enrollment/Outreach t/O t h

2. Who is your audience and what is their level of tech comfort? 3. What do they need to learn? 4. What is your training approach?
• One time or ongoing?

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Choosing a Web Conferencing Provider
Features/Requirements to look for Common features:
• Sharing slideshows • Chat • Q & A forum • Raise hand/provide feedback • Application sharing • Recording • Scheduling meetings; inviting participants

Possible features:
• Polling • Whiteboarding/Annotation • Synchronous web surfing • Sharing control w/ attendees • Phone control panel • Streaming video • Handles registration • Custom branding

Prioritize Features You Need
Before searching for a web conferencing vendor, determine your priority features. NEED TO HAVE HAVE: NICE TO HAVE HAVE: “FLUFF” “FLUFF”:

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A Snapshot of the Players • There are many providers ranging from free to moderate to expensive • Thi market h a l t of comings and goings This k t has lot f i d i

The Freebies: You get what you pay for WebHuddle:
• Open Source tool in Beta form • Completely free • Not as “shiny,” but good functionality, including application sharing

SaveOnConferences:
• N bells & whistles No b ll hi l • “Free” w/ paid audio conference at $0.085/min • No application sharing available

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Temperature Check
How is the webinar going so far?

Too slow! Let’s dive in to more content ASAP!

Just right! Keep doing what you’re doing.

Too fast! Let’s take the time to ti e review before moving on!

Middle of the Road ReadyTalk:
• Highly-functioning tool • Available on TechSoup Stock for nonprofit discount but complex pricing model could get spendy w/ more than 3 participants • Has most/all key features

Adobe Connect:
• “Personal” version of this tool from Adobe is affordable & functional • $395/yr. gets you unlimited conferencing for 15 people • Not able to record, however

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Pricey but Powerful LiveMeeting:
• Expensive but “feature-ful” and flexible • Not part of MS donation program • May not be a good value unless you have constant online conferencing needs

GoToWebinar:
• Flat-fee, predictable pricing model w/ ,p p g / impressive functionality • More affordable tool for those w/ considerable web conferencing needs • Great canned reporting, dashboard & registration features

Choosing a Web Conferencing Provider
Additional considerations when choosing a provider: • How long have they been in business? • How is their tech support/customer service? • What documentation & training materials are available? • Is it technically compatible w/ your systems and those of your target audience? (i.e. downloads required) • Pricing structure • # of seats in each conference Always insist on a demo or trial-period with a system before making a big investment. It is the best way to evaluate it.

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Resources to Learn More Want to learn more about various systems available? • Visit the CCN Wiki for a spreadsheet comparing some of the most common tools: http://communitiesconnect.wikispaces.com/ • Check out the articles and links on the Resources for Further Learning handout

Workshop Agenda
Lay of the Land: How tech is transforming training Getting Started with Web Conferencing • • • • Planning a Seamless Online Training/Meeting Tips for Delivering an Engaging Online Training/Meeting Action Planning Q & A and Wrap-up Wrap up

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Four P’s to Planning a Seamless Training
1) Practice

Know your web conferencing system

2) Plan Ahead

Proactive planning will pay off come conference day

3) Prepare Participants

Give attendees the information they need to participate d h f h d

4) Prepare Yourself

Being prepared will let you focus on engaging attendees on the day of

Step 1: Practice
Know your web conferencing system

• Practice and test key features from both the presenter and attendee perspective
Scheduling meetings & inviting participants Uploading slides & navigating through them Recording Application sharing Question & Answer manager

• Know your phone system
“Chairperson” features Mute functions Operator assists
Know your web conferencing system

1) Practice

2) Plan Ahead
Proactive planning will pay off come conference day

3) Prepare Participants
Give attendees the information they need to participate

4) Prepare Yourself
Being prepared will let you focus on engaging attendees on the day of

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Step 2: Plan Ahead
Proactive planning will pay off come conference day

• • • •

Consider best meeting days and times for your audience Time frame for advertising/outreach Use of extra staff to help handle questions and technical issues Consider use of registration to collect key information about participants • Prep teaching materials for use in online format • Reserve a quiet room from which to run your call
Know your web conferencing system

1) Practice

Refer to the handout Workplan for Leading a Web Conference for a checklist of pre-conference tasks

2) Plan Ahead
Proactive planning will pay off come conference day

3) Prepare Participants
Give attendees the information they need to participate

4) Prepare Yourself
Being prepared will let you focus on engaging attendees on the day of

Step 3: Prepare Your Participants
Give attendees the information they need to participate

• Send confirmation email with clear directions about joining j g phone & web portion
• Ask participants to test browser compatibility ahead of time

• Have an alternate way for participants to get slides/handouts • Encourage people to join the conference at least 5-10 minutes early in case they have difficulty joining

Know your web conferencing system

1) Practice

Consider sharing a tips sheet like Making the Most of Online Training to prepare your participants.

2) Plan Ahead
Proactive planning will pay off come conference day

3) Prepare Participants
Give attendees the information they need to participate

4) Prepare Yourself
Being prepared will let you focus on engaging attendees on the day of

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Step 4: Prepare Yourself
Being prepared lets you focus on engaging attendees on the day of

• • • • • •

Post a picture Post dial-in information on first slide for convenience Attend to your basic needs Go hands-free Consider setting up a second computer in “Attendee view” Be prepared for the vacuum
1) Practice

Know your web conferencing system

2) Plan Ahead
Proactive planning will pay off come conference day

3) Prepare Participants
Give attendees the information they need to participate

4) Prepare Yourself
Being prepared will let you focus on engaging attendees on the day of

Workshop Agenda
Lay of the Land: How tech is transforming training Getting Started with Web Conferencing Planning a Seamless Online Training/Meeting • • • Tips for Delivering an Engaging Online Training/Meeting Action Planning Q & A and Wrap-up Wrap up

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Tips for Delivering an Engaging Training
You’ve got the basics down, but your webinar could still be Boring.

Techniques for Engaging Participants
• Are you out there? Checking in at key points • Play along: Engaging participants along the way

Best Practices for Online Training

Best Practices for In-Person Training

Techniques for Engaging Participants
1) Check in at Key Points • Ask folks to use the seating chart or handraising features as responses to Yes/No comprehension checks

• Use polling slides as opinion polls or comprehension checks/ quizzes

• Use graphics and “spectrums” to assess your audience and do temperature checks

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Techniques for Engaging Participants, cont. 2) Let Them Play Along • Use application sharing to give attendees control • Chat questions or key points to all students • Use web slides to let students explore key resources • Let participants “brainstorm” with white boarding

Best Practices for Leading Online Trainings • Use discretion with student introductions • Carefully choose your Q&A approach • Orient students to key tools in the system • Nip noisy callers in the bud • Call on people directly (by name) • Show and tell • About every 4th slide, have interaction

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Best Practices from the Classroom Still Apply

• Stay focused; asides bomb in online environment • Speak clearly and with inflection • Use graphics on slides
Text alone is extra-challenging in this format

• Address questions throughout session • Request feedback and learn from it

Your Turn to Share Do you have any ideas from leading or attending online training that have made them more engaging?
Our Tips:

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Workshop Agenda
Lay of the Land: How tech is transforming training Getting Started with Web Conferencing Planning a Seamless Online Training/Meeting Tips for Delivering an Engaging Online Training/Meeting • • Action Planning Q & A and Wrap-up Wrap up

Action Planning Which 2 - 3 engagement techniques will you try to use in your next online meeting or training?

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Action Planning What 3 steps will you take to explore or expand your use of web conferencing in the next 30 days?

Workshop Agenda
Lay of the Land: How tech is transforming training Getting Started with Web Conferencing Planning a Seamless Online Training/Meeting Tips for Delivering an Engaging Online Training/Meeting Action Planning • Q & A and Wrap-up Wrap-

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Questions & Answers?

• You can ask questions over the phone by pressing 6 to un-mute your phones • You can submit questions via the Q&A manager on the bottom right corner of your screen

Did we hit the mark? Learning Objectives
By the end of this workshop you will be able to…

1. . 2. 3.

State your primary goals and objectives for leading online trainings or meetings Identify your high priority web conferencing features Use features, key questions, and available resources to compare web conferencing providers List the key steps in preparing for an online training or meeting Choose two to three techniques you will use to make your next webinar more engaging and interactive

4. 5.

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Resources for Further Learning • CCN Community Site:
• Workshop page for resources and discussion, software comparison spreadsheet, timeline/work plan guide copy of spreadsheet guide, today’s slides: http://communitiesconnect.wikispaces.com/

• More FREE CCN training:
www.communitiesconnect.org/about-ccn/event-calendar

• More about available web conferencing tools: g
http://www.thinkofit.com/webconf/realtime.htm

• Tips for engaging your audience online:
http://www.insynctraining.com/a101tips/index.htm

Thank you for coming!

Please fill out an evaluation
For further information about the CCN program, please visit our site at: www.communitiesconnect.org

If you h have questions or are i i interested i d in learning more, contact Peg Giffels at: pegg@npowerseattle.org

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