This project has been funded with support from European Commission under the Lifelong Learning Programme.

This publication reflects the views only of the author, and the Commission cannot be held responsible for any use which may be made of the information contained therein.

Video conference use for adult learning

Project consortium:

This Trainers Manual ver. 2 has been prepared as part of the Webinar 2 Learn video conference use for adult learning project, co-financed by the Leonardo da Vinci Lifelong Learning Programme. The research carried out for this project provides guidance on the preparation, promotion and substantiation of online teaching methodology using webinar software. Using this software, a trainer can deliver entertaining learning experiences over a computer network using facilities such as VOIP, presentations, audio and video. This Trainers Manual is an exemplified extension of the practical knowledge contained in the Webinar Methodology ver. 2 developed by this project. It is designed to facilitate the work of trainers, with its main aims being to support them in the process of organising awebinar training session and provide them with an explanation of all available tools. The publication has been expanded by findings and recommendations collected during the pilot phase carried out in Poland, Slovakia and Bulgaria in the first half of 2013. The consortium implementing this project consists of: Management Observatory Foundation (FOZ) HIC Slovakia s.r.o. (HIC) EUROPROJECT (EP) Nowoczesna Firma S.A. (NF) Analysis, consulting, interdisciplinary research (abif) Authors: Krzysztof Zieliski (FOZ) Anna Jaruga (FOZ) Reinhold Hofmann (HIC) Sabri Mahdaoui (EP) Karolina Sikorska (NF) Monira Kerler (abif) In cooperation with: Helen Reichl Piotr Maczuga

Warsaw 2013 Webinar 2 Learn video conference use for adult learning webinar2learn.eu

Table of contents
1 | Introduction 1.1 Interaction 1.2 The impact of technology on the learning process 2 | Start with webinars 2.1 Choose the right software 2.2 Organise your workplace 2.3 Sound requirements 2.4 Video settings 3 | Before the training 3.1 Plan the webinar 3.2 Communication model 3.3 Roles inside the Training Team 4 | During the training 4.1 Keeping up with time 4.2 Software Tools 4.3 Questions & Answers 5 | After the training 5.1 Recording 5.2 Automatic reporting 5.3 Follow up 5.4 Lessons learned 6 | Appendix 6.1 Checklist for the trainer before the webinar 6.2 Scenario of the webinar 6.3 Examples of questions for the trainees
4 5 5 6 6 8 8 9 11 11 16 18 20 20 21 26 27 27 27 28 28 29 29 30 34

1 | Introduction
So you decided to start your adventure with webinars? Great idea! We are here to support you in this decision and help you to go through the whole process with success! This Trainers Manual ver. 2 (TM) was designed to facilitate your work and to help you use webinars within the training scenario. The aim of using webinars in education is to simulate the dynamics of traditional face-to-face training in a virtual environment. Webinars try to simulate an experience that is very similar to a face-to-face meeting with a trainer. This allows a common virtual space to be created for interaction (accessible in different geographical locations simultaneously). Trainees and trainers can be in different, often distant places, and still interact face-to-face. This document is written using webinar and workshop terminology. Webinars tend to be designed around the number of participants. Webinar interactions are inversely related to the number of participants, so webinars with up to 6 participants will be more similar to a workshop. In the first part of this study, Start with webinars we give you tips on how to get prepared for your first webinar. You will find hints on how to choose the best webinar software and properly organise your working space from hardware and software to the surrounding space. Before the training part teaches you how to prepare yourself for a webinar, the most important things to remember and to communicate to your participants up-front. Its very important to pay attention to this part it will help you feel more comfortable during the webinar and lead it in a more confident way. In the second part During the training we present the most important elements of the webinar session, rules concerning time management, software tools and its possible use and the training team responsibilities. After the training it is very important to sum up the webinar and helps you to manage all questions. We suggest how to do it and what may support you in this process(1).

(1) More information regarding the whole process as well as a methodical approach may be found in the Webinar Methodology ver. 2.

1 | Introduction

1.1 INTERACTION A webinar session is characterised by different types of interaction available for use with the trainees, like video, chat, questionnaires, quizzes, white board, screen and file sharing, as well as resources available on the internet. These tools will be described in chapter 4. Each tool will be accompanied by an explanation and possible scenarios. When talking about interaction in the context of a webinar, it is very important to provide the participants with such a possibility. The trainers very often feel lost when they do not have eye contact with the trainees and are unable to use body language. In face-to-face training sessions, very often such activities support them when they want to provoke adiscussion or engage people more into the training. In the webinar training, interaction is something that may replace such activities and give back the confidence to the trainer. All you need to know is which tools will be suitable for you and how to use them. 1.2 THE IMPACT OF TECHNOLOGY ON THE LEARNING PROCESS A webinar generates a number of interesting educational effects which significantly influence the direction and efficiency of the training. Dispersion and virtualisation of the trainees raise their sense of anonymity. Webinar participants are often more eager to ask questions and express their critical opinions than during a traditional meeting. However, as some trainees use this newfound anonymity to be more confident and open, the opposite effect can also take place as easily distracted trainees find it easier to disengage from the group altogether. Webinar software also allows for the archiving of the participants input by recording text, audio, and video conducted using the above tools; enabling the students to take the webinar at any time and still benefit from the insights of the participants. Archived training sessions can be used as educational resources or resources for self-evaluation of the trainer. Many webinar software packages offer tools which can be used for formative assessment. The effective use of tools, such as on-demand statistics or online quizzes, helps increase the pace of evaluation (especially in comparison to off-line training).

2 | Start with webinars

Before you conduct your first webinar, you should spend some time on preparation. There are a few things you should take care of: Choosing the best webinar software; Organising your workplace; Adjusting audio and video settings. All this cannot be done during, or just before the webinar it requires some time to arrange a webinar space, but when you do it properly you will be able to get the best of it! Please follow the points below to see what you should take care of: 2.1 CHOOSE THE RIGHT SOFTWARE When planning to start your adventure with webinars, the first step will be to do some research and choose the most suitable webinar software. There are plenty of solutions accessible from basic (and not very expensive) to very advanced software designed for large audiences (and more expensive). In the Internet you can find many recommendation lists(2) which will help you to compare and choose the best solution. Certainly, there are a few factors, that you have to take under consideration when choosing webinar software: Average webinar number of the participants; Price; Frequency of trainings; Need for engagement tools and their quantity; Need for in-detail reporting; Ease of use; Your IT departments requirements; Need for help & support; Licensing model.

(2) The most popular are Top 10 Review: http://webinar-services-review.toptenreviews.com/, Best Webinar: http://www. bestwebinar.com/blog/3681/best-webinar-software-for-small-business/, Small Business Trends: http://smallbiztrends. com/2010/04/26-webinar-tools-for-small-business-owners.html, Online Meeting Tools Review: http://www.webconferencing-test.com/en/online-meeting-home.

2 | Start with webinars

Remember that you can always try a demo version before making your final decision. Usually demo versions have limitations but they still enable you to check how the software works. You can invite a few people and test the solution it may protect you against an expensive mistake. After having chosen the software solution, you need to buy it. Usually there are two possible options: Monthly/yearly license; On-premise deployment. Monthly/yearly license This license lets you decide on the length of your contract. If you are not sure how the software behaves and whether you will be satisfied with its functionalities, you can decide on 1-month license. Prices per month usually vary depending on the number of participants but still are quite encouraging (30-60 $). Of course, webinar software providers prefer when clients decide on a longer plan thus usually they can offer you large discounts when you choose the annual contract. If you already know which software meets your expectations, this can be the best solution. On-premise deployment When buying webinar software this way, it is going to be installed behind your firewall and in line with your IT infrastructure. This is sometimes the only possible option for large companies, where trainers cannot individually decide on what can be installed on the companys infrastructure(3). Nonetheless, on-premise solution is a large investment. To be successful it has to be supported by the companys decision makers, IT department and very often it can affect the companys infrastructure. Please be aware of potential complications when taking that step! Consider the extent of the chosen license. In many cases, the software is protected by patents which allow for use in a specific scope. It is unlikely that the extent to which you want to use it will go beyond the license terms, but remember that even the software used as aSaaS (also available free of charge) is protected. An example of an unintentional (usually) infringement of license rules is the use of one login by many employees. You should check whether such action is in accordance with the policy of the software provider. If not you need to buy a separate license for each administrator. In practice, this may mean that aseemingly cheap offer is not so attractive anymore.

(3) Remember this works both ways: when conducting webinars for large companies bear in mind that they can have potential problems with logging-in. Sometimes unlocking the ports and installing updates by the IT department is required!

2.2 ORGANISE YOUR WORKPLACE After having chosen the webinar software, it is time to organise your workplace. All training technologies bring challenges, which must be overcome, and so you should have access to appropriate technical resources to address those challenges. Training technology recommendations: Use a modern PC with a large, high-quality HD or Full HD monitor; Always rely on a stable internet connection; Use a web browser with Java VM (Virtual Machine) and Adobe Flash player installed; Get yourself a headset (microphone + earphones)(4). Apart from preparing your own working space, remember to inform your trainees about technology recommendations on their side(5). This can be easily attached to the reminders sent before the training. Make sure your participants went through the broadband/audio/ video test and know how to log-in. Having all things checked, you still need to remember about updates Internet technologies are changing very quickly and doing frequent updates is crucial! Apart from the software, browser, Java and Flash, sometimes you need to install and update additional plug-ins which help you to run a webinar smoothly (e.g. screen sharing plug-in). Updating the components should be carried out in advance, because in some cases it may be necessary to restart your computer. Therefore, do not leave it for the last minute! Additionally, you can improve your comfort during the webinar by investing in a second monitor. This will help you to manage the virtual conference room more easily and view all additional windows (e.g. chat, browser, office software or players). 2.3 SOUND REQUIREMENTS Usually, sound and presentation slides are crucial forms of communication in a webinar. That is why sound quality and reliability are important. Three factors influence the audio transmission: Efficient software The softwares sound should be tested before starting the webinar. You can log into the software a few hours before the webinar to make a short rehearsal. This will help you to avoid unpredicted problems. Fast, reliable internet connection If, for example, the internet connection is used
(4) For more information about webinar software and technical requirements please see Webinar Methodology ver.2, chapter 2. (5) For more information about technology recommendations for trainer and trainees please visit Webinar Methodology ver. 2, chapter 2.2 and 2.3.

2 | Start with webinars

sometimes for transfers of large amounts of data, you should check that there will be no intensive uploads or downloads during the webinar. Additionally, we recommend to rely on a cable connection (wi-fi can be sufficient for the participants, but you should be more cautious). The use of headphones with a microphone When delivering the webinar, the quality of the headphones and, in particular, the microphone is very important. It is advisable that you use a set prepared for VOIP transmissions where the microphone constitutes a part of the headset. This will keep the microphone at the same distance from your mouth, so that the background noise can be minimised and the volume of the trainers voice will be regulated. However, even having the best headphones is not enough! Do not forget: take care of all the possible distractions, including your cell phone, pager, etc.! You can use an external microphone or a headset microphone it is important to have agood quality equipment. Using the built-in computer microphone will cause uncomfortable sound effects on the receivers side he/she will hear not only your voice, but the background noise, including for example, the sound of typing on the keyboard. At first, you may not even realise that the perception of your webinar is significantly worse. Headphones with a microphone or a dedicated microphone provide much more precise sound configuration. Webinar software usually supports all audio sources on your computer. You should double-check all the options while making tests some programs can provide you with further echo elimination and noise cleaning tools. To connect to a computer, use headphone and microphone connectors (mini jack 3.5 mm, often marked green (headphones) and red (microphone)). If the sound card supported by your operating system has more advanced options, you may be asked to choose between microphone and line-in when connecting the microphone. Always select the microphone. You can also connect an audio device supported by the USB port, including wireless headphones. Regardless of your device, you should always know exactly where and how to set up sound settings, both in the operating system and webinar application. 2.4 VIDEO SETTINGS Many webinars are run without a video of the trainer. If the video is going to be the only image on the screen at any point, it is advisable to use it to keep the participants engaged. If it is not and there are other focus points such as presentations or screen shares, rethink the use of video as it can cause congestion, limiting data transfer and slowing down the

webinar. Video should only be used when required, as it often distracts participants from the content of the webinar. If it is your first experience in delivering a webinar, or if the trainees participating in the webinar are providing live video via a webcam, awareness of lighting is important: There should be two sources of light directed at the subject to avoid casting strong shadows; Lighting should not face the camera directly to avoid flooding the lens with light; A banner with the organisers logo could be placed behind the trainer, provided its colours are subtle; Remember that the window the video is displayed in will be small and complicated graphics will not work visually at this size. Advantages of using video streaming: More interactive and more direct contact; The participants can see you it helps them to be more engaged in the presentation; If the webinar is for a small group, every participant may share their webcam by allowing the participants to see each other, video helps them feel more comfortable. Disadvantages of using video streaming: It may be too demanding for the Internet connection; The participants may be more focused on you than on the topic of the webinar; Looking participants into the eye and controlling the facial expression might be too difficult for an inexperienced trainer. Losing the eye-contact with the camera very often might also be annoying for the participants, which can lead to loss of the participants attention. In many cases, high-quality video cameras are capable of self-adjust the image quality and performance. We can significantly affect the result thanks to the better lens and software, but still the setting of the frame is crucial. In cameras built into the computer case usually the figure is slightly above the lens. This adds a somewhat unpleasant effect of looking down at the participants. It is recommended to connect an external camera and set it at the eye level. If you choose this solution, remember to maintain eye contact with the lens as often as possible. In this case, the participants will feel that you are talking to them and not reading the presentation. If you do not feel strong enough to talk to the camera - give it up, and focus on the audio.

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2 | Start with webinars

3 | Before the training

Having webinar software checked and workplace prepared, you can plan your first webinar training. Remember to spend enough time on preparation. It is very hard to improvise during the webinar, so even if you trained people before and you feel very comfortable with the topic of the webinar, you should still spend some time planning. Follow the tasks mentioned below to prevent forgetting about something. 3.1 PLAN THE WEBINAR Planning has to be preceded by an analysis of the target group and its needs. At the same time, you have to take into consideration the characteristics of the webinar software and its impact on achieving the desired educational results. When preparing a webinar, you have to follow a sequence of tasks specified in your schedule. Particular tasks or their order may vary depending on the client, the subject or the training group. However, usually the order is as follows:

TASK 1 - Analyse the group Who are they? Internal/External Trainees Are the trainees from the same organisation or from outside of the organisation? The trainees already acquainted with each other will find it easier to interact. What is their familiarity with new technologies If the participants ICT (Information and Communications Technology) skills are low, technical problems may occur more frequently. This can have a negative effect on the group, unless their knowledge of the webinar environment is addressed systematically to allow them adjusting to this new way of learning. Motivation and expectations determined on the basis of needs analysis and the target groups characteristics.

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Level of focus This should be predicted on the basis of the target groups analysis. During the webinars you cannot usually see the participants reaction and are unable to define the level of focus of the group.

TASK 2 - Set the objectives for the webinar Identify the objectives of the session The main objective as well as more specific ones. Additional questions to support this issue may be: Can the objectives be achieved using the tools supplied in webinar software? How can the webinar be constructed to ensure achieving the objectives? Should your delivery be more focused on activities or presentation of knowledge? Define the indicative criteria of achieved objectives for measuring the accomplished goals: What will indicate that the webinar has achieved its objectives?

TASK 3 - Prepare the content Establish the scope of the training program summarise the content and key topics. Formulate the topic of the training program detailed information about the content of the session. Curriculum Create a detailed plan showing the order and estimated duration of every point of discussion. The plan should be detailed, but easily modified if necessary. Presentation This usually serves as the centre of the information and the main educational tool used during a webinar. In webinars, a successful session is mostly dependent on the clarity of the presentation, whereas in a traditional training session an in-person trainer is important. A good presentation should: Combine the elements of text and graphics; Not copy your speech word for word or be overly distracting; Support and develop what is being said; Be engaging the presentation should be visually appealing. If you are dealing with a complex subject, limit a single slide to a single basic concept;

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3 | Before the training

 Dont write too much content on a slide, instead rely on your communication Let the slide serve as a supplement, not the reverse(6).
Additional materials Exercises, articles, knowledge bases. While giving a solid base to the training session, a talk supported by presentation slides is not sufficient to make an interesting and engaging webinar. As with all remote/online learning methods, there should be a focus on learner-centred delivery. Support your message by sending links to further multimedia materials, such as short videos and animations, document files, web articles, podcasts and any other resources. You should also break up your webinar presentation with activities such as instant messaging sessions, quizzes/polls (using the poll function of your webinar software) and whiteboard/screen sharing sessions. Plan these activities beforehand. skills and limit the slide to a key message;

TASK 4 - Establish the form of the training session Establish the number of participants (size of the group) 2-6 people The training session has the same structure as a workshop. Two-way voice communication is possible, and you can give more communication rights to participants, which means that there is good interaction between the trainees. 7-19 people Problems with communication management may occur (due to an increased group size). The participants microphones should be disabled to reduce problems. 20 or more This number will require very limited communication and therefore the training should be properly planned and organised. Chat is not efficient because of the large number of people. You would be unable to follow the chat discussion, so the poll function is considered to be better for gaining feedback.

(6) For more information on how to prepare good webinar presentation please go to Webinar Methodology ver. 2, chapter 4.2.1.

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Establish the location of the training session (some or all webinar participants may be in the same room): Will the group be in a classroom or present as online individuals? Dispersion of the participants. Are the trainees: A group in front of one computer? At their own individual computers? (In this case you can do individual exercises). Suggested time and number of modules: 1 module up to 45 minutes; 2 modules, 45 minutes each with break of minimum 15 minutes; No longer than 90 minutes in one session. Webinars longer than 45 minutes are not recommended. Longer sessions will decrease the participants attention. Choose the methods of interaction: Video, chat, questionnaires/quizzes, file sharing, screen sharing, writing/ drawing on the whiteboard, hands-up etc.

TASK 5 - Inform the trainees about the technical requirements of the webinar Software technical requirements When taking part in the webinar, the participants should be aware that they should not run other transmission software. This can potentially cause conflict with the webinar software or take up some of the computers processing power causing problems to the user. Hardware requirements Different webinar programs have different hardware requirements. Please follow and share the manufacturers guidelines, if needed. Technical Instructions If the webinar software has to be installed, or the users computers have to be prepared in a certain way, you should provide instructions to carry these tasks out. However, webinar software often does not require installation, runs like a webpage or installs itself automatically. Methods of interaction For a group experiencing a webinar for the first time, an explanation of the webinar functionality you will be using during the training session would be advisable, along with an explanation of any third party software.

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3 | Before the training

Most frequent mistakes It is advisable to offer a list of common mistakes made by attendees that are new to webinars. This will allow the participants to easily solve common technical problems and avoid repeating questions you answered earlier.

TASK 6 - Preparing the lesson plan The plan should contain the key information about the training session and its framework. It should be a concise document containing: Organisational information concerning the webinar: Date and time of the training session; Time frame duration and form of questions; Form of training session (i.e. Webinar); Training team duties of team members; Number of trainees; Tools for interaction.

Technical information: Software used during the training session; Hardware requirements of the software; Hardware requirements specific to trainers; Hardware requirements specific to trainees. Information concerning the content of the training: Topic; Scope (e.g. focus and extent of the topic dealt with in the webinar); Programme (e.g. order of topics/contents of the webinar); Schedule.
TASK 7 - Choose evaluation model Remember to plan the evaluation beforehand. Answer the following questions: Which method will I choose? Will I record the meeting? What in-depth questions should I ask? Remember, it has to be decided before the webinar. During the webinar, it is usually too late to implement an evaluation tool or introduce changes.

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3.2 COMMUNICATION MODEL After going through the above-mentioned steps, you should know almost everything about your training and the group. Use this information to choose the most appropriate communication model. Webinar software provides a set of communication models to help you manage the training process, including:

Communication model Voice

Purpose In a webinar, training voice communication is essential. It should be a must at least for you as a trainer. Webinar software, by default, grants you a voice, while microphones of the participants are muted. During webinars with no more than 6 people, you can enable participants microphones as well (remember to ask the participants to check audio settings on their computers before the webinar). With larger groups you can resign from 2-way voice communication. As a trainer, always remember to use a headset to speak to the webinar trainees. Bad quality of the trainers audio is unforgivable!

Video

Use a video camera or webcam to show yourself to the webinar audience. This allows real time audiovisual transmission between you and the participants, simulating face-to-face environment of a traditional training session. Although video helps you to keep an eye contact with the participants, remember that it is usually limited to a very small window box. So do not rely on gestures or things you have with you the participants may have problems with spotting it!

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3 | Before the training

Slide presentation

A presentation is the most commonly used tool. The majority of the webinar software allows uploading presentations in PPT format but sometimes it is better to stay with more stable PDF. If you want to add simple text animations to your presentation, you can achieve it by adding parts of text on separate slides. Changing pages will make a simple animation but you still will be safe with your PDF!

Document sharing

Apart from the presentation, you can also include a document sharing option to your presentation. It can be very useful if you need to discuss an agenda or show e.g. an Excel sheet. Unfortunately, in this option you cannot edit the document, so sometimes it is better to give up on it and use screen sharing option instead. It is a perfect solution if you want to show something on your computer or the Internet, demonstrate how to do something with the software or just work on a document in real time. Thanks to this, all participants may see your screen and take part in the discussion. Additionally, some programs allow you to draw on the screen sharing layer. Use short text messages to communicate in real time. This allows the trainees to communicate with each other and/or you, to give input and feedback without disturbing other participants. It is a good practice to ask the moderator to lead chat discussions and moderate them, if necessary. Allow you to post engaging interactive quizzes and polls on the participants screens. They can be used to conduct formative assessment and give the trainees an instant feedback. It can serve as a simple evaluation tool, as well as a method of reviewing the participants attention. This allows you to receive an immediate feedback on closed questions and can show the appreciation level of the trainees. Use it in the case of large groups to receive an immediate feedback. This can easily replace voice and chat communication on the side of the trainees.

Screen sharing

Chat

Quizzes and surveys

Hands up or YES/ NO buttons

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The above-mentioned communication models are used for three purposes: distributing the content, engaging the participants and increasing the pace of the webinar. Remember, you can easily choose between the models and use them freely. Moreover, the webinar software usually lets you manage the screen display and adjust it to your preferences (if you have a small group, the video can be exposed in the middle, if the group is large, you can decide that the presentation will act a leading role). Each webinar may be different! 3.3 ROLES INSIDE THE TRAINING TEAM Using webinars to deliver an effective learning experience to the trainees depends on anumber of key roles that the training team needs to fulfil. As a trainer, you should remember that you are going to make the decision on how many people will be involved in your webinar. Do you feel comfortable with the software, can you manage it on your own or do you prefer to have a moderator and helpdesk support(7)? The Webinar team usually consists of a trainer and a moderator. They can be supported by a co-trainer and technical support for larger groups, when required. For example, a trainer who is familiar with webinar technology will be able to successfully conduct a session for a small group of participants (up to 19 trainees). However, during a webinar for a group larger than 20 participants, a moderators help will be necessary in order to manage the trainees participation. Trainer Key tasks of a trainer include: Giving a presentation and facilitating activities using methods that would engage the trainees; Answering questions of the trainees both during and after the session; Representing the group organising the training by welcoming/ saying goodbye to the participants on behalf of the organiser (the trainees may not be visiting an institution/company to participate in the session, so it may be useful to mention who is organising the session); Maintaining a positive and stimulating atmosphere which supports the learning process and checking the participants involvement and satisfaction.

(7) More about roles in the training team in Webinar Methodology ver. 2, chapter 3.2.

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3 | Before the training

Moderator Key tasks of a moderator include: Representing the group organising the training by greeting the participants on behalf of the organiser (the trainees may not be visiting an institution/company to participate in the session so it may be useful to mention who is organising the session); Moderating and organising the discussion in the chat area (e.g. via functionality moderated chat) and grouping the relevant ideas/questions/feedback to make the most effective use of the time available; Providing technical support by introducing the participants to the applications and helping them use them effectively, solving any technical problems encountered; Creating educational and marketing materials supporting the webinar and publishing them (together with comments) in public online areas such as on social networking websites.

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4 | During the training

A webinar has to be preceded by relevant preparation and communication in terms of its organisation, content and technical requirements. Organisational and technical aspects of a session are extremely important for the trainees learning. During initial sessions with new groups, it is crucial to introduce the trainees to the form of learning and the software used during the webinar. Usually, the trainees are asked to connect to the platform for their first session at least 15 minutes before the session, in order to test their computers and Internet connection. This will give time to identify any problems. Once a trainee is successfully connected, they may make small talk with other participants, or decide to continue with other tasks (leaving the connection to the webinar open) until the actual start of the webinar. Any additional technical requirements and instructions should be published on a website or sent to the participants before the start of the sessions. Contact details for technical support should also be provided. 4.1 KEEPING UP WITH TIME All you can do when the webinar starts is to keep up with all the earlier planning. You have to remember about being on time and observe the following rules: Log-in earlier be there before the trainees and check all settings again. Sometimes you may be forced to install updates, which were implemented just a few hours before; Start on time even if you see that not all the registered trainees are present, you should appreciate all those who were on time. Waiting for longer than 5 minutes will annoy the participants and may provoke them to leave the training; Explain the rules to the trainees before you start your presentation, explain briefly what will be the training rules: how long will it last? Do you plan any breaks? How to communicate with the training team and how to ask questions? When will the Q&A session take place and how long will it last? This will help you to keep your webinar on schedule and avoid any delays or misunderstandings; Stay in touch with the moderator he/she doesnt have to sit beside you but it is good if you can maintain direct contact with him/her. If its possible, use a private chat for communication; End your session on time even if you did not answer all the questions, end the session

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4 | During the training

on time. Remember that your trainees may be participating straight from their work and their time is not so flexible. Respect their other commitments and they will return to you. 4.2 SOFTWARE TOOLS The nature of a webinar combined with dispersion of the trainees makes the use of tools enabling virtual interaction necessary. There is a variety of tools offered by every webinar software: Chat enables you or the moderator to avoid interrupting the presentation or media while: Welcoming trainees to the session; Highlighting key points; Asking questions; Providing technical help.
Chat window

Slide 1
How to conduct webinars?
Possible scenario: Ask the moderator to start the discussion on the chat while waiting for the beginning. He/ she can ask the participants about their expectations and motivations to take part in the training. The moderator can pass the most important questions to you during the presentation. Other feedback may be collected and presented to you at the end of the webinar. It will be much easier for you when the moderator takes care of that.

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Quizzes and questionnaires allow you: Assessing the trainees progress; Assessing the trainees involvement and opinions, thanks to the automated statistics; Engaging the trainees and increasing their engagement.
Pop-up window of the poll

During the training.

A webinar has to be preceded by relevant preparation and communication in terms of its organisation, content and technical requirements. Organisational and technical aspects of a session are extremely important for the trainees learning. During initial sessions with new groups, it is crucial to introduce the trainees to the form of learning and the software used during the webinar. Usually, the trainees are asked to connect to the platform for their first session at least 15 minutes before the session in order to test their computers and Internet connection. This will give time to identify any problems. Once a trainee is successfully connected, they may make small talk with other participants, or decide to continue with other tasks (leaving the connection to the webinar open) until the actual start of the webinar.

Possible scenario: Plan and write down all questions you would like to ask during your presentation. Best practice is to left blank pages in your presentation in the places where you would like to activate the poll. This will help you to remember about all quizzes. After uploading your presentation to the webinar software, add all quizzes to separate bookmarks and keep them at hand. You will not forget about anything! Virtual whiteboard allows you and/or the moderator: Highlighting the key content of the session; Facilitating collaboration between the trainees (in small teams); Engaging the trainees and increasing their engagement by: drawing pictures of associations, sketching ideas out, collecting the trainees input during a brainstorming session. Possible scenario: Use a whiteboard pen to mark important information in your presentation and draw on your slides!

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4 | During the training

Virtual whiteboard

Screen sharing allows you and/or the moderator: Editing a document in real time; Facilitating collaboration between the trainees (in small teams); Checking the trainees work and progress; Engaging the participants in collaborative exercises the team members can take turns in controlling the main screen to finish the ideas of other participants, or to deliver apart of the task given to them. The result is one complex product or project.
Screen sharing

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Possible scenario: If you want to present something in the browser or demonstrate how to do something in Excel, Photoshop or your own booking system, do not make screen shots. Turn on your screen sharing tool and show (step by step) how to do it! File sharing allows you and/or the moderator: Disseminating information in documents and files; Showing examples of the application of knowledge in documents created before the session.
File sharing

Select files and SHARE

Possible scenario: Prepare and upload all files you want to share with the participants prior to the webinar. Sometimes this procedure takes few minutes so do not waste your time during the presentation! Online games help the trainees: To memorise the presentation content; To engage in collaborative exercises. Possible scenario: Activate quizzes or polls every 5-10 minutes. This will give you important feedback and help you to keep the participants focused!

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4 | During the training

Online games

Select difficulty

easy

medium

hard

PLAY

Hands-up or Yes/No buttons help the trainers: Get feedback on the attention level of the trainees; Receive answers to simple questions, e.g. do you hear me? Do you see the presentation? Do you have any questions? Can we move on? Engage the trainees in a class-room style dialogue on the basis of closed questions;
Hands-up or Yes/No buttons

Possible scenario: You can control the level of people staying focused on the subject of the presentation by asking short questions, e.g. do you agree with me? Can you explain how this can be used?

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4.3 QUESTIONS & ANSWERS While ending your webinar, remember to leave some time for Q&A. Usually, the trainers are aware of the importance of this part but in the end they do not have enough time to answer all questions. As it was already indicated, pay attention to the time and always leave 10-15 minutes for answering questions. Perfect time for a webinar is 45 minutes 30 minutes of presentation and 15 minutes for answering questions. This is the time when the moderator can provide you with questions collected during the presentation. Refer to each persons name while answering the questions it will keep the trainees focused and encourage them to ask additional questions or take part in the discussion. As a presenter, you should remember about a few important rules associated with the Q&A session: Add it to the agenda show the participants beforehand that there will be a Q&A session. They will have some time to think about possible questions to ask and they will stay more focused on the presentation no one will demand answers or disrupt the training before its end; Understand your audience try to get as many information as possible: who are they? Are they from the same company? What is their branch? This will help you to predict some questions and be more prepared to answer specific, detailed ones! Be honest if you do not know the answer, admit it. Sometimes you will be asked questions that are difficult to answer. It is always better to tell the truth and promise to check a problematic issue than to make up stories. Remember to check and share the answer just after the training to show your participants that you did not ignore them! Control the time some topics may provoke more questions, some less. Try to control the balance of time you spend answering each question. If some questions were left unanswered, propose to answer them via e-mail or schedule an additional meeting.

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4 | During the training

5 | After the training

5.1 RECORDING Many available webinar software packages allow you to record training sessions. These recordings are useful for: Preparing and presenting post-training materials and results of the webinar session; Promoting your organisation by showcasing its methodology and the trainees satisfaction; Posting on video sharing sites to generate links to your site and improve your organisations reputation; Uploading to a learning platform for use as a part of an e-learning course; Your self evaluation; Collecting into an online library for use as an employee training system, or other internal training solution. Recordings used for evaluation allow: Reviewing your session; Conducting an audit of the trainer and his/her pedagogical methods; Analysing chat messages and exercises completed by the trainees; Developing statistics of the trainees activity and productivity throughout the session; Analysing the trainees surveys. Recordings are useful for follow-up with the participants by: Allowing you to answer questions you didnt have time for during the webinar; Allowing you to share links, presentations, additional media and information about the related training sessions. 5.2 AUTOMATIC REPORTING The majority of webinar software has administration panel allowing management of all information collected during the webinar. Usually, the administration panel lets you to: Download and share recordings from the webinar; Download chat history; Generate attendance list (with names, e-mail addresses, time of presence during the webinar, etc.);

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 Generate and download report with all statistics from questionnaires and surveys (with See who has been paying attention and who had other windows open on their screen
(you can see how often and for how long windows you did not share with them were opened). information who answered which question);

5.3 FOLLOW UP The webinars let you contact all webinar participants and answer all questions. Thanks to the automatic reporting, you can find all information very quickly and even download chat history (which may help you to track interesting discussions between the participants while you were presenting)! The follow-up rules include: Send a recording of the meeting to all participants; Ask for their opinions about the format of the meeting; Share a list of decisions or notes taken during the training; Contact all participants. 5.4 LESSONS LEARNED Questionnaires, statistics and recordings will help you not only to sum-up the training session and prepare a valuable follow-up but also to evaluate yourself and draw conclusions for future webinars. Try to analyse your performance and draw conclusions: Try to track mistakes what provokes them? How do you think you could avoid them in the future? Recognise what worked well What was the reason the size of the group, its profile, advancement? Document your insights put it into one format: write a report, article, etc. Share with others publish your conclusions and inspire other people!

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5 | After the training

6 | Appendix
6.1 CHECKLIST FOR THE TRAINER BEFORE THE WEBINAR

Webinar checklist Did I research my target group? Did I take into account the language and material requirements? Do I have the required equipment and materials? Do I have a back-up plan? Is my Internet connection stable? Do I have a headset? Did I prepare quizzes and other tasks? Do I have my training scenario? Including objectives, modules, exercises, time, resources, content of exercises, materials and tools? Did I establish the rules and expectations for the seminar? How much time will the seminar take? Is my team prepared? Is all of my media (video, audio, slideshows) ready?

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6.2 SCENARIO OF THE WEBINAR

Webinar brief
Here you enter all the basic information concerning the webinar. Its usually on the first page, which makes it easier to return to them.

Title: Subtitle: Cycle: Trainer: Moderator: Purpose of the training: Size of the group: Groups profile: Additional features: Application: Requirements: Duration: Recording: Tools:

Safe camera during holidays How to travel safe with your camera? Holidays in 5 minutes Adam Smith Tom White Increasing the awareness of threats that can happen to tourists abroad 30 people Compliant with the Holidays in 5 minutes profile We encouraged especially people going abroad to register for the webinar. Click Meeting Consistent with the requirements of the application 5-6 minutes Yes Presentation, chat, VoIP communication from the trainer to the participants (video stream from the camera: yes) Questionnaire (1), additional encouragement to have discussions on chat

Engagement:

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6 | Appendix

Key points:

1. 2. 3. 4.

Introduction Why do we need a camera while on holiday? What are the dangers of taking your camera on holiday? The simplest ways to avoid these dangers, Watch for your personal belongings. Do not boast about subconsciously. Be aware of the requirements at the border crossing. 5. Be aware of unusual situations 6. Questions and answers (questions through chat) Participants will receive access to a recording of the webinar for 3 months after the webinar. Participants will receive asummary email with links to holiday travel security web sites. Session lasts only five minutes. It should dramatically reduce tangents. Questions will be answered at the end of the seminar.

Follow-up:

Comments:

Scenario
Here you have to describe the webinar in time. This is not a PP presentation script or screenplay of the public speech. Its a webinar scenario so it should contain the appropriate information. You should refer to the key points from the previous page!

Title slide: Description: Dear Participants Adam Smith, a photographer since early childhood, and aphotojournalist for 10 years in the UK edition of a respected photography magazine ... We have only five minutes, so we will focus on the basis. Content: Typical slide with a big title and subtitle. My picture at the bottom with the description and a cover of the magazine with my picture (maybe the one from July or December last year?) /no/ Presentation and introduction to the topic

Slide: Purpose:

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Duration: Comments:

00:45 Because of the very small amount of time I will combine it with a slide showing the title slide. The whole cannot exceed one minute.

Why do we need camera on holidays? Description: Today, perhaps none of us can imagine the holidays without the possibility to take pictures and record videos of these wonderful moments. Unfortunately, our holidays may put us into a dangerous trance. Picture of a typical digital camera + bulleted questions for my students: Rain, dust, snow Theft and fraud Cultural differences (something that not everywhere can be photographed) Legal differences /no/ I talk about the importance of the topic to increase interest. 00:45 Also be sure to quickly summarize the slide. Explain to participants that many of you will take a trip in the next few months, this will make the audience feel the message has been tailored to them.

Content:

Slide: Purpose: Duration: Comments:

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6 | Appendix

Questionnaire: Description: Ladies and Gentlemen! These were my solutions that worked well in practice. Now I wonder, what would you choose? /turn on the quiz/ /Im waiting for answers/ Ok, lets look at the results .... /discussion/ Content: Multiple-choice quiz: Good methods to secure the camera on vacation are: Do not brag about expensive equipment Use bags and covers with no visible logos of expensive brands Warn all around, that you have expensive equipment, so to be cautious If possible, take the camera on with your carry-on luggage Leave your camera at home. I have to come up with two more one wise, the other absurd! Slide: Purpose: /no/ For emphasizing importance of the topic, I ask participants for their opinion through polls. 01:15 A little more time to answer the survey. You can comment while answering. I will provide the survey results.

Duration: Comments:

Questions: Description: Now lets see what questions have occurred on the chat. If you would like to ask me something more now is the time ...

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Content:

Final slide. Contact information. It may be a large logo to emphasize my identity (ask the organizer if he agrees!)

Slide: Adam Smith a.smith@x.com Thank you for your attention

Purpose: Duration: Comments:

I read chat briefly and answer questions. 02:00 (if there wont be many questions lets continue!) We no longer have to race against time. I want to maintain good contact with the participants, so if necessary, answer any questions.

6.3 EXAMPLES OF QUESTIONS FOR THE TRAINEES

1. Do you hear my voice and see the presentation? I see and hear I see, but I do not hear I hear, but I do not see 2. Which of the listed advantages of webinars are most valuable for you? Reduced training time Elimination of travel and accommodation costs Minimizing the cost of training materials

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6 | Appendix

Availability of hard-to-reach experts Automatic evaluation The ability to record sessions and share them with others 3. How would you like to use webinars in your company? Internal training sessions Training sessions opened for external participants Sales Helpdesk Marketing 4. Which factor makes it impossible to conduct a webinar? Lack of graphic tablet or other drawing tool No internet connection No headphones with microphone No camera Lack of the PowerPoint presentation Lack of webinar software

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Notes

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