w2l Manual en
w2l Manual en
w2l Manual en
VER. 1.0
project consortium:
This Trainers Manual ver. 1 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. It is based on the How to webcast new media use in the efficient learning processes project, and results developed during its implementation. 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 engaging 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. 1.0 paper 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 a webinar training session and provide them with an explanation of all available tools.
Contents
1. Introduction 5 1.1 Interaction 6 1.2 The impact of technology on the learning process 6 2. Before the training 2.1 Software tools 9 2.2 Planning the webinar 10 3. During the training 17 3.1 The Training Team 17 3.2 Sound 24 3.3 Video 25 4. After the training 5. Examples 29 27 9
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) Teodora Marinova (EP) Micha Plewczyski (NF) Monira Kerler (abif)
isbn: 978-83-63481-01-8
5.1 Checklist for the trainer just before the webinar 29 5.2 Scenario of the webinar 30 5.3 Examples of questions fot the trainees (before and after) 34
Warsaw 2012
Webinar 2 Learn video conference use for adult learning
webinar2learn.eu
2 1. Contents 3
1. Introduction
Trainers Manual ver. 1.0 (TM) is designed to facilitate the work of trainers and educators who wish to implement webinars into their training scenario. Whats more, TM may also be very helpful for all people wanting to start their adventure with online training sessions. The aim of using webinars in education is to simulate the dynamics of traditional face to face training in a virtual environment. The software used for this purpose allows for 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 akin to a workshop. In the first part of this study, Before the training, you will get to know how to prepare yourself for a webinar. Whatre 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 let you to feel more comfortable during the webinar and to lead it in a more confident way. In the second part During the webinar we present you the most important elements of the webinar session and parts of those you cant forget about. The training team and their responsibilities, and technical issues like sound and video. After the training is the very important to sum up the webinar and will help to manage all questions. We suggest how to do it and what may support you in this process.
1. Introduction
1.1 Interaction
A webinar session is characterized by the different types of interaction available for use with trainees such as chat, questionnaires, quizzes and (webcam) video as well as resources available on the internet. These tools will be described in the chapter 3. Each tool will feature an explanation and possible scenarios. When talking about interaction in the context of a webinar, it is very important to provide participants with such a possibility. Trainers very often feel lost when they do not have eye contact with the trainees and are unable to use any kind of body language. In face to face training sessions very often such activities supported them when they wanted to provoke a discussion or engage people more into the lecture. In a webinar training interaction is something which may replace such activities and give back the confidence to the trainer. All you need to know: which tools will be suitable for you and how to use them.
the insights of participants. Archived training sessions can be used as educational resources. 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). All training technology brings with it challenges, which must be overcome. The trainer and trainees alike should have access to adequate technical resources to address these challenges. Trainer technology recommendations:
oA
A stable internet connection (1024 Mbps upload, and 512 Mbps download); Webinar software and a dedicated server (for data storage and multi-casting); Web browser with Java VM (Virtual Machine) and Adobe Flash player installed;
o Headset (microphone + earphones)1; o Consider using extra landlines to supplant access to bandwidth
by trainees.
1 For more information about webinar software and technical requirements please see Webinar Methodology ver. 1, chapter 2.
1. Introduction
Purpose
A headset is used to speak to webinar trainees. Webinar software, by default, grants the trainer a voice while participants mics are muted. Webinars of no more than 6 people are encouraged to enable participant mics (remember to ask participants to check audio settings on their computers before the webinar). Using a video camera or webcam to show yourself to the webinar. This allows real time audiovisual transmission between the participants and the trainer, simulating further the face to face environment of a traditional training session. PDF or Powerpoint files should be used for slideshows. PDF files are preferred for their near-universal use. Using short text messages to communicate in real time. This allows trainees to communicate with each other and/or the lecturer to give input and feedback without disturbing other participants. A digital version of a whiteboard that can be used by everyone to work collaboratively online. Allows trainers and participants to share their desktop. Great for sharing elements beyond the scope of the online whiteboard. Often used for software demos and document collaboration.
Webcam Video
Slide presentation
Online Whiteboard
Screen Sharing
File Sharing
Files may be sent by the trainer and received by any participant allowing for easy distribution of information including forms, images, sound files, and more. Allows the trainer to post engaging interactive quizzes and polls on the participants screen. These can be used to conduct formative assessment and give trainees instant feedback. This allows the trainer to receive immediate feedback on closed questions and can show the appreciation level of the trainees
TASK 1 Analyse the group Who are they? Internal/External Trainees Are the trainees people from the organisation or people from the 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 to adjust to this new way of learning. Motivation and expectations determined on the basis of needs analysis and the target groups characteristics. Level of focus This should be predicted on the basis of the target groups analysis. In webinars the trainer does not see the participants reaction and is unable to define the level of focus the group has.
These tools are used for three purposes: distributing content, engaging participants and pacing the webinar.
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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 elements of text as well as graphics. While it should not repeat word for word the trainers speech or be overly distracting, it should support and develop what is being said. To 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. Dont write too much content on a slide, instead rely on the trainer to communicate the key message of the slide. Let the slide serve as a supplement to the trainer not the reverse. 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 lead an interesting and engaging webinar. As with all remote/online learning there should be a focus on delivery being increasingly learner centred. Support your message by sending participants 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.
TASK 4 - Establish the form of the training session Establish the number of participants (the size of the group) o 2-6 people The training session has the same structure as a workshop. Two-way voice communication is possible and the trainer can give more communication rights for participants meaning there is good interaction between trainees. o 7-19 people Problems with managing communication may occur (due to an increase in group size). Participants microphones should be disabled to reduce problems. o 20 or more This number will require very limited communication and therefore training should be well planned and organised. Chat is not efficient because of the large number of people. The trainer would be unable to follow the chat discussion, so the poll function is considered to be better for gaining feedback. Establish the location of the training session (some or all webinar participants may be in the same room): o will the group be in a classroom or present as individuals online Dispersion of the participants. Are the trainees: o A group in front of one computer? o At their own individual computer? (in this case the trainer can do individual exercises). Suggested time and number of modules: o 1 module up to 45 minutes o 2 modules, 45 minutes each with break of minimum 15 minutes o No longer than 90 minutes in one session Webinars longer than 90 minutes are not recommended. Longer sessions will result in the attention of participants decreasing as well as the potential health issues associated with focusing on a computer screen for long periods of time.
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12 2. Before the training 13
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 made aware they should not run other software. This can potentially cause conflict with the webinar software or take up some of the computers processing power causing the user problems. Hardware requirements Different webinar programmes have different hardware requirements. Please follow and where suitable share the manufacturers guidelines. Technical Instructions If the webinar software being used has to be installed or the users computer has to be prepared in a certain way, instructions to carry these tasks out should be given. However, webinar software often does not require installation, running like a webpage, or will have a functionality to install easily on its own. Methods of interaction For a group experiencing webinars for the first time, an explanation of the webinar functionality the trainer will be using during the training session would be advisable, along with an explanation of any 3rd party software. Most frequent mistakes It is advisable to offer a list of frequently made mistakes to attendees new to webinars. This will allow participants to easily solve common technical problems and avoid any influx of similar questions to the trainer.
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:
o Organizational information concerning the webinar: t Date and time of the training session t time frame duration and form of questions t form of training session (i.e. Webinar) t training team duties of team members t number of trainees t tools for interaction o Technical information t software used during the training session t hardware requirements of the software t hardware requirements specific to trainers t hardware requirements specific to trainees o Information concerning the content of the training: t topic
scope ( e.g.,focus and extent of the topic dealt with in the webinar) t programme (e.g.Order of topics/contents of the webinar) t timetable
t
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A webinar has to be preceded by relevant preparation and communication in terms of its organization, content and technical requirements. Organizational and technical aspects of a session are extremely important and key to the trainees learning. During initial sessions with new groups, it is crucial to introduce the trainees to the form of the learning and the software used during the webinar. Usually the trainees are asked to connect to the platform, for their first session at least, 30 minutes before the session in order to test their computer and its 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 official 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.
(up to 6 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:
o
also includes the monitoring of the chat area and grouping of ideas/questions/feedback to make most effective use of the time available Creating educational and marketing materials supporting the webinar and publishing them (together with comments) to public online areas such as on social networking websites. The nature of a webinar in relation to the dispersion of the trainees makes the use of tools enabling virtual interaction necessary: Chat enables the trainer or moderator to avoid interrupting the presentation or media while,
o welcoming trainees to the session; o highlighting key points; o asking questions; o providing technical help.
Giving a presentation and facilitating activities using methods that would engage the trainees. Representing the group organising the training by welcoming/ saying goodbye to the participants on behalf of the organiser (trainees may not be visiting an institution/company to partake in the session so it may be useful to be clear on who is organising the session). positive and stimulating atmosphere which supports the learning process and to check the participants involvement and satisfaction.
o Maintaing a
Representing the group organising the training by greeting the participants on behalf of the organiser (trainees may not be visiting an institution/company to partake in the session so it may be useful to be clear on who is organising the session).
o Moderating and organising the discussion. o Reporting the progress of the discussion and to convey the most
important information.
Providing technical support by introducing the participants to the applications and helping them use them effectively, solving any technical problems encountered. Managing the communication between the trainer and the trainees and passing on the questions and feedback. This
Pic. 1. Chat window in DimDim
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o to check the trainees work and progress; o to engage participants in collaborative exercises.
to involve trainees and increase engagement by drawing pictures of associations sketching ideas out collecting trainees input during a brainstorming session.
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to receive answers for simple questions, e.g. do you hear me? Do you see the presentation? Do you have any questions? Can we go further? closed questions; class-room style dialogue on the basis of
o to engage trainees in a
to control the level of people staying focused on the subject of the presentation, e.g. do you agree with me? Can you explain how this can be used?
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transmissions where the microphone is part of the headset. This will keep the microphone at the same distance from your mouth meaning background noise can be minimised and the volume of the trainers voice will be regulated.
3.3 Video
Many webinars are run without video of the trainer. If the video is going to be the only image on screen at any point, it is advisable to use it to keep the participants engaged. If it is not and there are other focal points such as presentations or a screen share visible, rethink use of video as it can be intensive on bandwidth, limiting data transfer, and slowing the webinar. Video should only be used when required as it often distracts participants from the content of the webinar. If it is the trainers first experience delivering a webinar, or if the trainees participating in the webinar are providing live video via a webcam, an awareness of lighting is important. There should be two sources of light directed at the subject to avoid casting strong shadows. Also, lighting should not face the camera directly to avoid flooding the lens with light. A banner with the organizers logo could be placed behind the trainer, provided its colours are subtle. However, remember that the window the video is displayed in will be small and complicated graphics will not work visually at this size.
3.2 Sound
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 opening access to the webinar to large groups of trainees.
o o Fast, reliable internet connection If, for example, the internet con-
nection is used sometimes for transfers of large amounts of data, the trainer should check there will be no bandwidth intensive uploads or downloads during the webinar. 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
o
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Many available webinar software packages allow us to record training sessions. These recordings are useful for:
o
Posting on video sharing sites to generate links to your site and benefit your organizations reputation. Uploading to a learning platform for use as a part of an e-learning course. Trainer self evaluation. Collecting into an online library for use as an employee training system, or other internal training solution. The trainer review their session. Staff conduct an audit of the trainer and their pedagogical methods. Staff develop statistics of trainee activity and productivity throughout the session. Analyse trainee surveys.
More interactive; Participants see the trainer it helps them to be more focused on the presentation; If the webinar is for a small group, every participant may share their web cam by allowing participants to see each other, video helps participants feel more comfortable.
It may be too demanding for the broadband connection; Participants may be more focused on the person speaking than the topic of the webinar.
the webinar.
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5. Examples
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5. Examples
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Here you enter all the basic information concerning the webinar. Its usually on the first page, which makes it easier to return to them.
Key points:
1. Introduction 2. Why do we need a camera while on holiday? 3. What are the dangers of taking your camera on holiday? 4. The simplest ways to avoid these dangers,
o Watch for your personal belongings. o Do not boast about subconsciously. o
5. Be aware of unusual situations 6. Questions and answers (questions through chat) Follow-up: Participants will receive access to a recording of the webinar for 3 months after the webinar. Participants will receive a summary 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.
Here we 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. We refer to the key points from the previous page! A description of what I say or do, but not describing the slide! They may even be a different pieces of what I say or key points, but it is not an example of a speech!
Comments:
Scenario:
Title slide:
Description: Dear Participants. Adam Smith, a photographer since early childhood, and a photojournalist 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 in July or December last year?)
Engagement:
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5. Examples
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Webinar visual content - if the main component is the presentation, then naturally it will also be a slide content. It do not need to be exact - its an idea that we develop designing materials. If the scenario will develop in the future, you can paste a thumbnail of the slide prepared in the tool for creating presentations. With time, when we return to the topic, it is easier for us to remember everything, and once again lead the webinar without long preparation. In short: what I want to pass at the first stage 1? So the partial purpose
Slide:
/no/
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:
o Do not brag about expensive equipment o Use bags and covers with no visible logos
Presentation and introduction to the topic 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.
of expensive brands
Content:
equipment, so to be cautious possible, take the camera on with your carry-on luggage o Leave your camera at home.
I have to come up with two more - one wise, the other absurd! Slide: Purpose: Duration: Comments: /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.
Cultural differences (something that not everywhere can be photographed) o Legal differences
o
/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.
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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5. Examples
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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!)
2. Which of the listed advantages of webinars are with the most value for you?
Reduced training time Elimination of travel and accommodation costs Minimizing the cost of training materials Availability of hard-to-reach experts
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.
Automatic evaluation The ability to record sessions and share them with others
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5. Examples
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