Become a Jedi Master: Producing Webinars in the Virtual Classroom

Become a Jedi Master:
Producing Webinars
in the Virtual Classroom
June 16, 2021

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© 2021 Clay & Associates Inc./NetSpeed Learning Solutions

Session Objectives
• Adopt the tools and tricks of technology-
savvy presenters and hosts
• Apply what you learn to your web training
programs
• Create mitigation strategies to
respond effectively to technology surprises
© 2021 Clay & Associates Inc./NetSpeed Learning Solutions 3

Purpose
4
What do you hope to gain from participating
actively in today’s webinar?

Opening Discussion
What is the worst cosmic disaster
you’ve experienced in the virtual classroom?
How did you respond?

Remember
What can go wrong will go wrong.

The Crashing Platform
• Keep your cool.
• Acknowledge what’s
happening one time.
• Then stop commenting on it.
• Text or chat privately with the
presenter, if needed

The Mysterious Phone Bridge
• Communicate with your
host/producer via chat.
• Hang up and dial back in.
• Have an alternate phone
bridge ready.
• Switch to VoIP, if necessary.

Locked Out
Have the host/producer log
in for the presenter before
opening the meeting.

Discussion
What are the primary causes of
cosmic disaster in the virtual
classroom?

Primary Causes
1. Unskilled presenters
2. Lack of preparation
3. Lack of rehearsal/practice
4. Presenter’s discomfort
with technology
5. Bandwidth issues
(slow Internet)
6. No standard checklists

Primary Causes
7. No host/producer
8. Unskilled learners
9. Unstable web conference
platform (crashing)
10. Streaming video or VOIP
11. Problems with teleconference bridge

Cosmic Disaster

Cosmic Disaster
• Unskilled presenters
• Lack of rehearsal/practice
• Presenter’s discomfort with technology
• Unskilled learners

Cosmic Disaster
• Bandwidth issues (slow Internet)
• Unstable web conference
platform (crashing)
• Streaming video or VOIP
• Problems with teleconference
bridge

Cosmic Disaster
• Lack of preparation
• No host/producer
• No standard checklists

Contingency Planning
Threat To Avoid To Mitigate
VOIP/Audio is jerky or sound
quality is poor

quality is poor
Recommend use of a headset.
Give clear instructions in welcome
email and during housekeeping

quality is poor
Recommend use of a headset.
Give clear instructions in welcome
email and during housekeeping
Have Host respond privately in
Q&A panel or Chat

Host exits prematurely (due to
user or technical error)

Have Host promote the Presenter
to Host or Co-host, if possible, at
entry

Have Host promote the Presenter
to Host or Co-host, if possible, at
entry
If session ends and can’t be
restarted: send new webinar link
in email

Participant is unable to join
breakout session with audio

Set audio to VOIP only or phone
bridge only (Adobe); if phone
bridge, merge names with
numbers

Set audio to VOIP only or phone
bridge only (Adobe); if phone
bridge, merge names with
numbers
Have participants disconnect and
reconnect audio, or leave and
rejoin the session

Jedi Challenge A
The Presenter’s internet and power goes down
due to a snowstorm. (The Host is still logged in
with the participants.)
How would you avoid this threat?
How would you mitigate this threat?

Jedi Challenge B
Someone puts their phone line “on hold” instead of “on
mute” and loud music is playing over the phone line.
How would you avoid this threat?
How would you mitigate this threat?

Best Practices: Presenter
1. Know how to use the web conference platform.
2. Follow a defined checklist.
3. Schedule a dry run to test everything the day
before.
4. Practice breakout rooms with real people.
5. Print out a copy of your slides.
6. Give Host clear instructions for each slide, chat,
poll, or use of status icons.
7. Be ready to “pass the baton.”

Best Practices: Host/Producer
1. Follow a defined checklist.
2. Be ready to troubleshoot problems.
3. Schedule a dry run to test everything the day
before.
4. Practice breakout rooms with real people.
5. Keep written tech instructions at the ready.
6. Print out a copy of the Presenter’s slides.
7. Record clear instructions for each slide, chat, poll,
or use of status icons.
8. Be ready to “run the show.”

Best Practices: Learners
1. Provide clear instructions in a welcome email.
2. Test equipment and software in advance.
3. Orient new web conference users in a separate
session.
4. Provide links to review introductory videos.
5. Ask new users to log in early.
6. Tell learners how to chat privately
to the Host.

What best practice would you suggest?
31

Remember
What can go wrong will go wrong.
Anticipate issues and prepare to meet them.

Be Calm

Be Calm
• Don’t resist (accept)
• Focus on your objectives
• Apologize once
• Call on your Host (or Presenter)
• Activate your back up plan
• Avoid constant commenting on the problem

Upcoming Courses
Virtual Producer
July 2021
https://netspeedlearning.com/virtual-producer/
Promo Code: July
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Upcoming Courses
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Trainer Certification (VFTC)
September 2021
https://netspeedlearning.com/virtual-facilitator/
Promo Code: September
36

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Checklist
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Thank You!
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Become a Jedi Master: Producing Webinars in the Virtual Classroom

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