Producing Virtual Training, Meetings, and Webinars- By Kassy LaBorie

Take-Aways

? The COVID-19 pandemic revealed problems with engagement in virtual presentations.

? Communication skills are as important as technical skills.

? Presentation platforms align with two archetypes: Revealers and Builders.

? Checklists for platform features help you decide what works best for you.

? Learn the common problems in virtual platforms and how to troubleshoot them.

? Follow three steps to manage your meeting’s flow and educational activities.

? Keep attendees prepared, engaged and accountable.

? Working relationships between presenters and producers should be strong and trustworthy.

Recommendation

Virtual presentation master Kassy LaBorie provides a step-by-step guide for producers in online meeting environments. She teaches the difference between “Revealers and Builders” platforms, how to troubleshoot technical issues during a session, and even about online etiquette. You will understand why a good design engages participants, how to prepare them in advance with detailed instructions, and how hosts and producers can help each other. LaBorie includes many checklists to keep you organized and on track.

Summary

The COVID-19 pandemic revealed problems with engagement in virtual presentations.

Virtual presentations spiked in 2020, as people worldwide stayed home during the coronavirus pandemic. Virtual presentations helped people carry on their professional lives, but exposed a problem: poor engagement. Sometimes the problem lay with the presenter and content, but key issues also developed around the web conferencing software. Frustration with glitches and delays, and participants’ inability to use interactive features kept people from getting the most out of the experience.

“Virtual trainers, online meeting hosts and webinar presenters, we have a problem:

engagement.”

?There are three virtual presentation types:?

? Online training sessions – This category includes multiple facilitators and several attendees, who view presentations in the same moment and collaborate in breakout groups.

? Digital meetings – These presentations are a step up from traditional conference calls, during which people gather to view presentations, strategize and build projects.

? Webinars – These online presentations are mostly one-directional, featuring one or more presenters and a large audience.

Production involves technical and logistical tasks, rather than content. Production tasks include: helping users 1) understand the platform’s features, audio connections and chat rooms, 2) add notes to whiteboards and 3) join breakout sessions. Producers should support the presenters, trainers and facilitators. They also should distribute “pre-session learning assignments,” upload content and send login details to participants. During the live event, producers conduct polls, monitor participation and review breakout sessions. Post- presentation, producers finalize the course and provide accreditation.

Communication skills are as important as technical skills.

Producers for virtual presentations need specific technical skills, but also must be good communicators. They need to digest information quickly, be able to solve problems, work well in stressful situations and quickly adapt to change. A good producer conveys meaning, helping all participants engage. To focus on effective communication, producers must understand the chosen platforms’ features, use them effectively and fix problems during the sessions.

“Setting the context helps people relate, and an effective and engaging presentation of

details helps people pay attention.”

Before, during and after a virtual presentation, producers must:

? Connect – Help everyone download, log in and participate in the sessions. Be alert to and address connection issues.

? Partner – Rehearse with presenters. Set up polls and chats. Provide advice on educating users about instructions and session guidelines.?

? Analyze – Avoid missteps with advance planning. Respond quickly to complications and glitches. Seek alternate solutions when confronted with unplanned obstacles.

Worthy communication requires effective listening. Be attentive to cues from facilitators during rehearsal and broadcast. Pay attention to gaps in the audio and jump in to rectify disconnections. Be empathetic when participants have issues with technology.

Presentations align with two archetypes: Revealers and Builders.

Ask when learning a new platform whether it resembles Adobe Connect or Zoom. Both share some features, but present information differently. One is a Builder and the other a Revealer. Builders allow uploading and accessing materials ahead of time and permit access after the presentation ends. Revealers require that presenters share the screen and materials in real time. Builder platforms include Adobe Connect, Saba Classroom, Blackboard and Jigsaw. Revealer platforms include Zoom, GoToWebinar, GoToMeeting, GoToTraining, Microsoft Teams and Skype for Business.

“Performance is key: platforms without technical failure first, and choice of interactive

features second.”

There are advantages and disadvantages to both types of platforms. While Revealers are more spontaneous, presenters may inadvertently share something not part of the presentation, like their email inbox or private messaging. Builders have many features and templates, but learning to use them and to upload content takes time. Sometimes, your files aren’t compatible with the platform. In learning any new technology, break it down into the “Three-Step ACT Learning Process”:?

1. A = “Access” – Determine what’s available, and run a test session.

2. C = “Click” – Explore the software by clicking on all menu items.

3. T = “Team up!” – Work with a partner and guide them as if they were an attendee.

Checklists for platform features help you decide what works best for you.

Most people are familiar with certain features in online presentation software, such as audio, webcam, screen sharing and chat. But each platform varies, so use a checklist when deciding which works best for the virtual experience you want to create. The “Get Started” list contains the following features:

? Roles – Assign functions or positions, such as leaders, hosts or participants, and determine the level of access for each.

? Audio – This can be a live broadcast, teleconference or computer audio, for listening and presenting.

? Participants – This feature includes a variety of participants, including those who listen, speak, serve on panels, make presentations or moderate an event.

? Webcam – This is the computer camera that provides a live stream of the program or event.

? Recording – This can include audio or video, plus presentations for future reference.

“Clearly outlining a plan for interaction with an audience will help build confidence using

the features.”

“Basic Interaction” includes these features:

? Feedback – This toolbox includes interactive gadgets such as the raise-your-hand button or the I-have- stepped-away icon.

? Chat – This is a specified place for exchanging public or private comments by text.

? Whiteboard – This is an empty space – like a blank piece of paper – for taking notes and

brainstorming.

? Note-taking – The annotation feature involves using different gadgets and devices to write or draw on a whiteboard.

? File sharing – This technology enables participants to upload/share files directly into the principal meeting space.

? Screen sharing – This feature enables online attendees to see the presenter’s computer screen during a live session.

“Advanced Interaction Features” includes these characteristics:

? Surveys – This feature enables organizers to poll online attendees and share or save survey results.

? Logs or notes – This is a specified area for writing, saving and sharing notes.

? Q&A – This is a venue to exchange queries and responses and to manage question-and-answer sessions.

? File downloads – This feature allows participants to quickly download or transfer notes, presentation slides and other meeting files.

? Breakout – This function enables attendees to form small groups where people can gather and collaborate.

Learn the common problems in virtual platforms and how to troubleshoot them.

Things will always go wrong during any online session with a lot of moving parts. Audio connections are among the most common problems, but issues with whiteboards, breakout rooms, shared files and polls also arise. A good host and producer will prepare for such eventualities, having performed test runs and rehearsals to minimize glitches. When you are live and things go awry, follow these three steps:

? Chill out – Take a deep breath, and mute your audio to collect yourself.

? Investigate – Target the root of the glitch. Does the problem involve a presenter, attendee or all participants? Is the sound working; is the video flawed? Identify the glitch, and then let your audience know about the problem.?

? ACT – Revisit the three steps from the ACT Learning Process, mentioned above. If you prepare in advance and know your technology, you will solve the problem.

For those in leadership positions, typical meeting setbacks involve a failure to clearly define the roles and the technical tasks for presenters, hosts and moderators. Other glitches involve difficulties starting the session, a poll or slide. Problems also develop when meeting organizers try to rotate operating control to different presenters in the program. Ensure participants know their assigned roles, and enable all features to support them.

Audio issues also plague online sessions. Some meetings attendees fail to use the mute button properly and disrupt the meeting with barking dogs, private conversations or trips to the restroom. A common problem also develops when attendees lack familiarity with the technical audio requirements for the meeting platform. Some people neglect to learn to use their computer to join a session and try to use a telephone connection that lacks sufficient support from the platform. Guide people through their audio problems, but if their problems persist, you may have to mute or disconnect them. When in doubt, they should “restart and rejoin.”

“Providing written and visual details like what to do, where to look and how to

participate will help keep everyone engaged.”

With interactions such as Chat or “Whiteboarding,” some participants don’t know how to use the technology. In Chat, problems often have to do with inappropriate comments, not technical issues. Unsavory behavior distracts people. Monitor and guide the discussion. Whiteboards sometimes prove difficult to save as files; take screenshots to preserve them.

Follow three steps to manage your meeting’s flow and educational activities.

Create notes on how things will run during your session, particularly regarding what you are going to present and when you will present it. Follow the three steps in this process:

1. Name your goals – The clearer the goal, the more likely you will achieve it. Know in advance what you want your attendees to take away from the session.

2. Pick a forum – For brainstorming, group collaboration is best. For reviewing information, presenting it might be better. Connect the method with the results you want.

3. Select your interaction tools – Chat is best for brainstorming. Using a whiteboard might better serve visual presentations. Choose the best feature for the experience you want to create.

“When more than one person is responsible for the successful production of an online

session, notes on how things will run are important for clarity and organization.”

Create a production checklist for producers and facilitators to follow. Too often, the presenter becomes anxious during the session and he/she may neglect to run a poll or share files. Create slides that provide visual instructions on what to do next or on how to use a certain feature.

Keep attendees prepared, engaged and accountable.

Lack of preparation can doom your online presentation. Attendees can become overwhelmed and upset when using technology they don’t fully understand. Prepare them in advance for what to do and expect. They need to be in a quiet environment with few distractions. They should test their equipment, software and connection.

Send emails with instructions. Have participants test links, watch an introductory video or run live online test sessions. People learn best by trying things out for themselves. Further prepare attendees by reminding them of the etiquette required to make the session enjoyable for everyone.

“Attendees need to become knowledgeable and confident participants by learning how to

properly be in a live online session, both technically and emotionally.”

There will always be people who didn’t read the emails, didn’t test their equipment, or set up in a disruptive environment. Give them the benefit of the doubt – to a point. If they take up too much time with their technical problems, politely ask them to attend another session. Give them a place to share their issues, but your first responsibility is to the people who arrived prepared.

Working relationships between presenters and producers should be strong and trustworthy.

For large-scale online events, such as webinars, which can have hundreds of participants, a producer is essential, but even smaller events, such as a meeting, benefit from technical assistance. The presenter and producer should have a strong rapport to ensure the best engagement. There are two producer types:

? Technology managers – Most common for webinars, this producer’s primary focus is logistics, which includes providing technical management and support.?

? Program facilitators – This producer knows the content, as well as the technology. He or she can function as a presenter if required.

“The more trust that is built between the two people, the better the session will be.”

The facilitative producer can be part of a more collaborative dynamic with the presenter, even forming a partnership. In working together, meet to get acquainted and share strategies and resources. Producers must fulfill technical requirements first. Together, they can run a session smoothly, communicate well, and make the session lively, effective and interesting for all participants.