Preparing Educators for a Virtual Education Event

When a facilitator has been assigned to a virtual event, there are certain steps that should be taken to ensure their success. At a bare minimum, there are certain things that should be followed. Once these things are mastered, then facilitators can go beyond these items to enhance their capabilities and delivery. Providing the checklist below to facilitators will give them first steps to prepare them for a virtual event:

• Be a master of the content. Make yourself familiar with the content so that you are comfortable with delivering it. While this is not new to virtual delivery, your comfort with the material will allow you to focus your efforts on the virtual-specific nuances that you may not be as comfortable with.
• Master the delivery tools. Understand each tool that will be used in the virtual delivery. This includes the web conferencing tool as well as any other supplementary tools. Perform a deep-dive of functionality and so that you are able to troubleshoot issues if they arise for you, your co-facilitators, or your learners. While you need to master the functionality that will be primarily used with the delivery, you must go beyond that functionality. Your learners may have an advanced understanding of the tools and use it in your virtual session. You must be comfortable if this occurs and be able to pivot to adapt to the learners needs. While you may have a web producer to assist with the technical aspects of the delivery, assuming they may drop at any moment (for example, due to poor internet connection) will prepare you for when issues arise and you are left on your own.
• Update your system and tools. At least a day before the virtual session, make sure to update your system and tools to the latest version. I once was in a class where the instructor (me) was in the middle of delivering a lesson when I got a message that my laptop was about to restart due to company update requirements. Tools may also not work unless they are updated. Each time you have to update during a session will take time away from delivery. Make sure you update those tools so that you can avoid this problem.
• Practice using the delivery tools. Mastery of the tools is the first step. Walking through the content and activities using the tools is the next step. First, run through how you will use the tools in delivery of the content. Practice playing videos, sharing the screen, etc. so that you are comfortable with the tools. Do this before the start of class, as you may encounter issues that you must work through so they do not impact class time. Secondly, run through how the learners will use the tools themselves. You will not be able to comfortably explain an activity where learners use new, virtual tools when you have not used them yourself. You may discover different ways of approaching an activity or potential issues the learners may encounter. By practicing from the learners’ perspective, you will be better prepared to answer questions that arise.
• Have a team/breakout room plan. Before the virtual session begins, decide how teams and breakout rooms will be formed and how you will communicate those teams to the learners. Doing this before class will allow you to focus on the delivery while in class, and you will be able to have your web producer work on setting up breakout rooms in the background while you deliver.?
• Practice being on camera. As a facilitator, you should be on camera almost the entire time the virtual session is ongoing. Make sure you are in a quiet, well-lit room that is free of distractions and business. Make sure the focus is on you and not the room around you. (Note there will be an entire section dedicated to camera setup.)
• Practice using your audio. Make sure to use a microphone and some sort of headphones while delivering, and do not use the computer’s integrated audio. With that being said, you should practice using your audio to understand what their capabilities and limitations are, especially when playing multimedia (videos or sound bites, for example) as not all devices are compatible with some web conferencing tools. Also, have a backup audio set in case something breaks or if batteries die mid-session. (Note there will be an entire section dedicated to audio setup.)
• Meet with co-facilitators and rehearse. In the event there is more than one facilitator, make sure to meet up with them and walk through the content. Each person may have a different understanding of how the virtual tools or how the virtual activities will work, so it is a good idea to iron out those differences before the start of class. Facilitators should always approach and deliver a virtual class as a united, cohesive team.
• Meet with web producers and rehearse. Just like with your facilitators, you should meet up with web producers to explain what your expectations are for the class and what their role will be. Make sure to meet with the web producer at least three days before the start of class and provide them with enough detail so they can successfully do their job in supporting you during class.?
• Have a backup facilitator. Things happen. In the physical classroom, it was very hard to have a conflict come up and for you to immediately leave the class (flights have to be scheduled, logistics need to be planned, etc.). However, in the digital world, some of the issues may be in our own homes. Have a backup facilitator on stand-by in case these issues come up and the backup needs to fill in for you. In the virtual world, this is easier to do since everything can be done from home.?
• Minimize reliance on the web producer. Understand that the web producer is there to supplement your skills and not to be a fill-in for skills you do not have. Make sure you know how to do the web producer’s role in the event that they are unavailable. Upskill yourself, if necessary.?