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Web conferencing tips for training employees
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Web conferencing tips for training employees


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  • 1. Web Conferencing Tips for Training Employees
  • 2. Intro•Today, more businesses are taking advantage of the Internet to train theiremployees.•With the help of web conferencing, businesses are able to reach out totheir employees and teach them how to work more efficiently.•This is especially helpful for businesses where the employees work indifferent buildings, cities, states or even countries.•However, training with the help of online conferencing isn’t always aneasy task. Follow these conferencing tips to make your experience gomore smoothly.
  • 3. Create Your PowerPoint•Make sure you keep your content clear andconcise.•Always use bold, easy-to-read fonts and makesure each page uses only six to eight lines oftext.•Use plain backgrounds and ensure the textand images you use contrast that backgroundso they are easier to see.
  • 4. Plan Carefully•Just like you would if you were teaching in aclassroom, you need to plan carefully whenyou are setting up your training presentation.•You need to have a lesson plan in mind so youknow exactly in which direction your trainingsession should go to avoid getting off track.
  • 5. Keep Groups Small•While training large groups is certainlypossible, it is more difficult.•Therefore, it is best to keep your trainingsession limited to no more than six peopleat a time.•Even if this means holding more trainingsessions, it is worth it to avoid confusionand ensure everyone gets thepersonalized attention they need to learnthe material well.
  • 6. Whiteboard Use •If you will be using a whiteboard as part of your training, it is important to think ahead before your web conferencing event. •Make sure all the materials your students need are loaded into the whiteboard. •Also, check to determine if employees will be able to access this material, even after your conference is over so they can learn on their own.
  • 7. Prevent Early Check-In•Some people are notoriously late, but thereare others who are always early.•However, it is important to make sure that noone sees your presentation before you areready to start.•While some web conferencing softwareallows people to come in early, you may wishto exhibit a sign reminding people of the starttime for the conference, rather than displayingyour presentation.
  • 8. Answer Options•In some situations, you will need to evaluatethe retention of the employees.• If you will have the employees answerquestions as part of the web conferencing, youwill need to know exactly how those answerswill be stored so you can check them overlater.•You must also evaluate if you will be gradingthe employees on their performance and ifso, how.
  • 9. Check Links•Linking to other helpful websites on theInternet can be extremely useful when itcomes to your training.•One of the most important web conferencingtips is to check all the links in yourpresentation before you begin.•This will ensure all your trainees will be ableto access the links you need them to with noproblems.•Offering links that don’t work will not reflectwell on you and your training skills.
  • 10. Keep Examples Relevant •Specific examples can be an extremely useful tool when it comes to training. •This is especially true if you have visual learners in your group. •However, you can’t simply throw out any examples you find that don’t even relate to the work these employees will perform. •It is more effective to seek out examples that are the most relevant.
  • 11. Check In•Sometimes web conferencing can make youfeel disconnected from your audience, evenforgetting anyone is even watching you.•Therefore, you need to make sure you checkin with your trainees periodically.•This will both ensure they are payingattention to your training and show them youknow they are there.•This gives them the opportunity to ask anyquestions and provide you with some feedbackif needed.
  • 12. Keep It Short•Limit your conferencing times between 60and 90 minutes at the most.•If necessary, you can always hold multipletraining sessions to break things up foreveryone and keep them interested in thetopic at hand.
  • 13. Monitor Guest Speakers•If you are having someone help you teach thetrainees, you need to make sure he is on thesame page as you in regard to timing.•Use cue cards or set up a second computer tosignal when time is nearing an end.•This will ensure any guests speakers you haveare able to stay within the time limits to avoidgoing over.
  • 14. Have a Backup Plan •Things don’t always go exactly as planned. •Even if you choose the most reliable web conferencing provider, you could find you can’t access the conference for one reason or another. •To avoid having to reschedule around everyone’s schedule, having a backup conferencing option can allow you to move forward with your training session.
  • 15. Consult Regarding End Times•If you notice you will not be able towrap up the session by thescheduled end time, webconferencing tips dictate you shouldreach the end of your current pointand then discuss time constraintswith your trainees.•You may find they are flexibleenough you will be able to finish thesession, even if you do go over onthe allotted time.
  • 16. Create an Outline•It is important for you to provide your traineeswith an outline of what you intend to cover inyour training session.•This will help keep your attendees focused onwhat you will talk about and allow them toprepare before they attend.•If you don’t see them in person before theconference, email the outline to them.
  • 17. Test Everything Ahead of Time•Web conferencing doesn’t always work as it isintended to, if you or your attendees don’thave equipment that can handle the software.•Therefore, it is extremely critical to test outeverything before the final training session.•This includes checking phones and headsetsand the stability of your computer.•You should also check with your webconferencing provider to determine if you cando a dry run of the presentation and variousfeatures.
  • 18. Test Connections with Others •You need to make sure the people who will be attending the web conferencing session from other facilities will be able to access the conference with no troubles. •Sometimes the firewall at an organization can block this type of conferencing. •Testing this ahead of time will prevent problems when you are trying to get the training session started.
  • 19. Check Background Noise•Whether you are holding your trainingsession from the office or from yourhome office, you need to make surebackground noise is to a minimum.•Before you begin using the webconferencing software, make sure youhave everything you need and allbackground noise is eliminated.•This includes rustling papers during thepresentation
  • 20. Choose a Point of Contact •It can sometimes be difficult to portray information to multiple people. •Therefore, it is often best to designate one person in any trainee group as a point of contact. •You can then keep that person informed and he will be responsible for making sure that information gets to everyone else in the group.
  • 21. Watch Your Scheduling•If your business spans the country or theglobe, you could find you need to invite peoplewho are in different time zones.•If this is true, you will need to work hard tocoordinate everyone’s schedules.•Start working on scheduling early so you havethe best chance of finding a time that will workbest with everyone in your training group.
  • 22. Verify Times•When you are dealing with people indifferent time zones, it can be difficult tomake sure you have communicated theproper time to everyone.•For instance, perhaps you forgot toinclude the time zone when sending outa time.•You can avoid this by double and triplechecking the information you provide toall attendees to make sure the same dateand time is indicated in allcommunications.
  • 23. Use Dual Monitors•If you don’t already use dual monitors, ask your IT departmentto set it up for you.•With the help of dual monitors, you will be able to keep thetraining session up on one screen and your notes on another.
  • 24. Check Attendance•Before you being your training, it is importantto make sure everyone is in attendance.•If you have chosen a point of contact for thetraining group, ask this person if everyone ispresent.•This will give you a backup to ensure everyoneis accounted for and available for the training.
  • 25. Stay Flexible•It is important for you to make sure you stayon track with your presentation to stay withinyour time constraints.•However, it is also important to stay flexible.•If you want the attendees to really learnsomething from you, you need to be able totake their lead to a degree to ensure all theirquestions are answered.
  • 26. Real Life Exercises•Teaching something to your attendees bytalking to them and showing them exampleson a PowerPoint presentation isn’t alwaysenough.•In addition, you should also provide themwith some training exercises they can performto drive in the information you presented tothem.•This will ensure they fully grasp what theyhave learned.
  • 27. Follow Up•Your training won’t be effective if you sendyour attendees off after your web conferencingsession and don’t follow up with them.•Send each attendee an email asking themwhat they thought of the presentation andinviting them to email you with any questionsor concerns they have.•If you need to gauge how well they absorbedthe information, you can also send a test forthem to complete. Following up with them willshow them just how important thisinformation is.
  • 28. Keep Your Notes•Throughout the process, you shouldtake notes about what went right andwrong with your web conferencing.•You can use this list to implement moreweb conferencing tips you can use toimprove your training sessions the nexttime you must hold them.
  • 29. Plan Your Closing•Make sure you know exactly how you will end your training conference.•You should always thank your attendees for coming to your trainingsession, provide them with your closing comments and let them know how theycan contact you if they need anything further.•If there are steps the audience should take after your session, such as a surveyfor final comments, go over these as well.
  • 30. Closing•A successful meeting for training your employees meansfollowing the right conferencing tips for putting together yourtraining session.•The better prepared you are for these sessions, the morelikely your employees will be able to take away the rightinformation from your conference and be more productive inthe workplace.•The more often you conduct these sessions, the easier theywill become.
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