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7 Synchronous Events This chapter provides some direction on what should be considered when producing synchronous programs. It is focused on different types of events such as eMeetings, expert presentations, webinars, and training events. You can produce several types of events using synchronous technology. Some can be pulled together in a minimal amount of time using few resources. Some take quite a bit of time and many more resources to organize. (See Figure 7.1.) eMeetings When the goal of your event is to allow a geographically dispersed work group to collaborate or share information, an eMeeting can be very successful. These events are usually about an hour long and can be put together relatively quickly. Many synchronous classroom platforms have special eMeeting versions that are especially de- signed to accommodate this type of event. Agendas for the eMeeting should be sent out with the meeting invitation, and some basic slides should be prepared. The person who initiated the meeting could moderate it, or a producer could be used to manage the technology if no one on the team feels com- fortable with it. 109 Hofmann.c07 7/8/03 11:04 AM Page 109 110 THE SYNCHRONOUS TRAINER’S SURVIVAL GUIDE eMeetings are a great way to bring people together and keep everyone in the meeting involved. While many conferences calls are passive experiences where one person reports and everyone else listens, the addition of synchronized visuals and collaborative tools can make meetings more productive and worthwhile. Expert Q&A One of the advantages of a synchronous classroom over a traditional classroom is that it is relatively easy to involve a subject-matter expert (SME) in an event. Instead of spending time traveling to and from classes, SMEs can continue to work and log into classes with minimal interruption to their schedules. Participants appreci- ate having immediate access to expertise, and experts have the op- portunity to evangelize their messages. A word of caution: Organizations see these benefits and ask ex- perts to utilize the technology to teach “classes” on their subjects. This F IGURE 7.1. Synchronous Event Continuum. Hofmann.c07 7/8/03 11:04 AM Page 110 can cause some problems. Many experts have no experience in design or facilitation, and therefore they create text-heavy slides and deliver lengthy lectures. Because they may not have a lot of experience with the technology, and these programs may have fast turnaround re- quirements, the available collaboration tools often go unused. To make these programs more effective, consider using a “Talk Show” approach. Use an experienced synchronous producer to manage the technology and moderate the session. Several weeks ahead of time (or as far ahead as scheduling allows) the producer and expert should meet to plan how the content could best be pre- sented. A good rule of thumb is that the expert should plan on preparing content that fills 50 percent of the scheduled event time. For example, a sixty-minute event should contain thirty minutes (or so) of lecture and thirty minutes for questions, discussions, and collaboration. If you have multiple experts involved in the event, the producer should find out what types of questions each expects to be answer- ing so he or she can direct chat comments to the appropriate per- son. The producer can also control timing and moderate open discussions. Let the experts focus on the topics of their expertise. Make sure you don’t call these “training” programs. This implies that participants will be able to “do” something after the event is complete. Rather, call them “expert sessions” or “overviews.” Send- ing out materials ahead of time will help some participants formu- late questions. Also, prepare some typical questions ahead of time. The producer can ask these questions to jump-start conversations with participants. Keep these sessions to about an hour. Webinars Webinars are, essentially, highly produced expert sessions. Use we- binars when making important announcements or conducting mar- keting campaigns. The audience can generally be large (thirty or more participants) and may contain clients, prospects, vendors, or even stockholders. SYNCHRONOUS EVENTS 111 Hofmann.c07 7/8/03 11:04 AM Page 111 112 THE SYNCHRONOUS TRAINER’S SURVIVAL GUIDE Start planning these events at least one month ahead of time and use an instructional designer to create the program. Because of the high profile of these events, they should be very tightly de- signed. The audience should be invited far enough ahead of time to allow them to download any software and test the synchronous en- vironment on their own computers. You may decide that, in order to minimize technical issues, a conference call is a better choice than Internet audio. Multiple rehearsals are critical. Record the re- hearsals if you can, so you can critique your performance and fix any problems. Besides the experts and producer, have a technical support per- son available online during the event to help with any issues that may come up. Keep these sessions to about an hour. Learning Events Most of this guide has been written to prepare you to produce a learning event. If you want participants to be able to do something new, you are designing a learning event. These are characterized by collaborative interactions among participants, some type of assess- ment, and potentially work that is to be completed before and after the live event. Make sure that you can test your learning objectives in the environment. For example, if an objective requires that you observe a computer engineer install a router, you may not be able to achieve that objective in the synchronous classroom. You may need to hold off on that until you can observe the engineer in some kind of lab condition. A Final Thought In The Synchronous Trainer’s Survival Guide I have attempted to cap- ture the lessons I have learned during my tenure as a synchronous trainer. It is truly a survival guide in that, without learning all of these lessons when I did, I would not have “survived” later classes. Hofmann.c07 7/8/03 11:04 AM Page 112 I am certain that tomorrow I will learn more lessons that I will want to share, just as I am certain that many of you have ideas that could add value and insight to future editions of this guide. I look forward to hearing your ideas and learning from you. I’ll “see” you online! SYNCHRONOUS EVENTS 113 Hofmann.c07 7/8/03 11:04 AM Page 113 QUESTIONS ABOUT THIS CHAPTER: IDEAS AND APPLICATIONS: 114 THE SYNCHRONOUS TRAINER’S SURVIVAL GUIDE Hofmann.c07 7/8/03 11:04 AM Page 114 Appendices These additional resources to assist you with your synchronous ini- tiative are on the following pages. I hope you find them to be useful. • Synchronous Software Features Checklist • Synchronous Classroom Management Checklists • Recommended Resources for Synchronous and Blended e-Learning • A Glossary of Terms 115 Hofmann.bapp01 7/8/03 10:57 AM Page 115 Hofmann.bapp01 7/8/03 10:57 AM Page 116 APPENDIX A Synchronous Software Features Checklist Use this checklist to document the specifics of your particular synchronous training platform. Bring it to synchronous software training and ask your trainer, or spend the time to investigate on your own. Software Platform: ___________________________ Version: _________________ A UDIO C ONSIDERATIONS N OTES •What type of audio (full-duplex, half- duplex, telephone conferencing) is available? •Does the software have some kind of “wizard” to test audio settings? C HAT C ONSIDERATIONS N OTES •Is full group chat available? •Is private messaging to the trainer/ assistant trainer available? •Is private messaging between partici- pants allowed? •Can a transcript of chat conversations be saved? •Does the transcript include private messaging? 117 Hofmann.bapp01 7/8/03 10:57 AM Page 117 B REAKOUT R OOM C ONSIDERATIONS N OTES •What features (application sharing, and so forth) are available in the break- out rooms? •Can participants be pre-assigned to a particular room? •Can participants be moved from room to room during an activity? •Can materials (whiteboards and so on) created in breakout rooms be shared when the large group is reconvened? W HITEBOARD C ONSIDERATIONS N OTES •Can you save whiteboards created dur- ing the event? •Can graphics be pasted or imported to the whiteboard? •How many people can write on the whiteboard at once? •If you return to a slide that you have written on, will the comments still be there? •What tools are available for whiteboard drawing? •Can drawing and graphics be moved once they are on the whiteboard? S URVEYS /P OLLS /F EEDBACK /N OTES H AND R AISING /P ACING / C OMPREHENSION C ONSIDERATIONS •What survey and/or polling tools are available with the platform? •Can the results be shared with the class? •Can questions be created spontaneously? •Is the feedback anonymous/confidential? T ESTING AND E VALUATION N OTES C ONSIDERATIONS •How are evaluation and testing results reported? •How are results saved? 118 APPENDIX A: SYNCHRONOUS SOFTWARE FEATURES CHECKLIST Hofmann.bapp01 7/8/03 10:57 AM Page 118 [...]... bring the class to a website? •Can bookmarks be created prior to class to speed navigation? •Does this feature require a specific browser? •Are hyperlinks available to individual participants? RECORD/PLAYBACK CONSIDERATIONS •Is special software required to view the recordings? •Can recordings be viewed while not connected to the Internet? •Can trainers stop the recorder and start it up again in the same... Participant workbook ᮀ Synchronous classroom job aid for participants ᮀ Leader’s guide for trainer and producer ᮀ Prepared text files for exercises for producer (if necessary) ᮀ Prepared text files for exercises for trainer (if necessary) ᮀ Synchronous classroom files with synchronous course slides and activities (must be uploaded to the server before class) 121 122 APPENDIX B: SYNCHRONOUS CLASSROOM MANAGEMENT... confirm that participants are still planning to attend the class? ᮀ Emailed a program description to participants? ᮀ Watched a recorded version of the class (if available)? ᮀ Had a dress rehearsal? One Week Before the Class Have you ᮀ Created and confirmed the final participant list? ᮀ Scheduled the event and enrolled this participant group? ᮀ Distributed the participant workbooks, prework, and any selfstudy... class at least thirty minutes before the start? ᮀ (Optional) Logged on as a participant on another PC? ᮀ Conducted an audio check for arriving participants? ᮀ Encouraged arriving participants to use the chat area? After the Class Have you ᮀ Watched and published your recordings? ᮀ Followed up with participants who had trouble? ᮀ Written a self-assessment of the event? ... At Least Two Weeks Before the Class Have you ᮀ Reserved the resources you will need? ᮀ Reviewed the course content? ᮀ Prepared any necessary reference materials or additional materials? ᮀ Created a plan to handle minor technical support issues? ᮀ Created a back-up plan in case of major technical problems? ᮀ Coordinated timing and tasks with your producer? ᮀ Coordinated the schedule with your system... NOTES 1 19 120 APPENDIX A: SYNCHRONOUS SOFTWARE FEATURES CHECKLIST ASSISTANT TRAINER CONSIDERATIONS NOTES •What can a lead trainer do that an assistant trainer cannot do (for example, create breakout rooms, launch applications)? •Do assistants have to be identified ahead of time, or can individuals be “promoted” during the live event? CONTENT WINDOWS CONSIDERATIONS NOTES •Can content be added during the. .. SYNCHRONOUS SOFTWARE FEATURES CHECKLIST LIVE VIDEO CONSIDERATIONS NOTES •What are the hardware and software requirements for live video? DISCUSSION BOARD CONSIDERATIONS NOTES •Are discussion boards available during class? APPLICATION SHARING CONSIDERATIONS NOTES •What types of applications can be shared? •What are the bandwidth requirements for application sharing? •Can participants interact with the. .. group? ᮀ Distributed the participant workbooks, prework, and any selfstudy instructions? ᮀ (If necessary) Followed up with participants who have not completed the prework assignments? APPENDIX B: SYNCHRONOUS CLASSROOM MANAGEMENT CHECKLISTS 123 On the Day of Class Have you ᮀ Checked your own equipment? ᮀ Checked in with participants to verify attendance and answer any last-minute questions? Forty-Five... can be used? •Are web and/or PowerPoint™ animations viewable? •Can you write on top of animated content? MISCELLANEOUS FEATURE CONSIDERATIONS NOTES MISCELLANEOUS FEATURE CONSIDERATIONS NOTES APPENDIX B Synchronous Classroom Management Checklists Minimum Software and Hardware Requirements ᮀ 133MHz—preferably 200MHz ᮀ 32 MB of RAM—preferably 64 ᮀ 10 MB hard-drive space ᮀ 16-bit sound card (with speaker . com- fortable with it. 1 09 Hofmann.c07 7/8/03 11:04 AM Page 1 09 110 THE SYNCHRONOUS TRAINER’S SURVIVAL GUIDE eMeetings are a great way to bring people together and keep everyone in the meeting involved 111 112 THE SYNCHRONOUS TRAINER’S SURVIVAL GUIDE Start planning these events at least one month ahead of time and use an instructional designer to create the program. Because of the high profile of these. observe the engineer in some kind of lab condition. A Final Thought In The Synchronous Trainer’s Survival Guide I have attempted to cap- ture the lessons I have learned during my tenure as a synchronous trainer.