best practices for conducting web conferences and ... · light positioned in front & slightly...
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Best Practices for Conducting Web Conferences and Facilitated
Practitioner DiscussionJerry Buchko, M.A., AFC®Martie Gillen, Ph.D., MBA
Michael Gutter, Ph.D.Molly Herndon, M.S.
Barbara O'Neill, Ph.D., CFP, CRPC, AFC®, CHC, CFEd, CFCS
Purpose
• Provide best practices to increase the capacity of financial counseling and education professionals
– Conducting web conferences (webinars)
• Launched in 2012
• Active online teaching community comprised of – Cooperative Extension faculty – Military family service professionals from the DoD, branch services– Non-governmental organizations
• Federal government grant-funded program is a collaborative effort of– eXtension– Cooperative Extension– DoD– NIFA, USDA
Who is our audience?
● Personal Financial
Management
Program Managers
(PFMs) working
with service
members
● Extension Educators working with military service members
Financial counselor passionate for helping service members courtesy of Joint Base Myer-Henderson Hall. CC BY2.0.
Military Families Learning Network Personal Finance
• Monthly web conferences offer credentialed participants the opportunity to earn continuing education unit (CEU) credit at no cost.
• Since 2012, the MFLNPF Concentration Area has provided certificates for more than 10,000 AFCPE CEUs to more than 6,000 personal finance web conference participants through the delivery of 64 online web conferences on a wide variety of personal finance topics.
• Link for webinars presented by all MFLN concentration areas: http://www.extension.org/pages/62581/military-families-learning-network-webinars
• During live webinars, viewers can use All Partners Access Network
(APAN), YouTube Live, or the Adobe Connect app.
How to Access MFLN Webinars
2012-2016 MFLNPF Webinars
• All webinars are archived at learn.extension.org
• First webinar: 2/2/12- Housing and Foreclosure for Military Families
• Last 2016 webinar: 12/6/16- 2016 Personal Finance Year in Review
• Total of 64 webinars in five years (14 webinars per year)
Making Webinars Succeed• Received 2014 AFCPE Outstanding
Educational Program Award
• Expert presenters
• Continuing Education Units
MFLNPF Webinar Course
Online Course Repository: Register, then search for "MFLN Personal Finance"
Get up!1. Have you used online, digital video and audio
tools? Which ones?
2. Have you presented a webinar and/or live streaming broadcast?
3. If you have presented a webinar, did you do so within an organization? Or as a solo practitioner?
Video published on YouTube.com by v4ngos
Creating a Webinar
CCO Public Domain via Pixabay.com
Theory of ChangeCollaboration
Participants connect across disciplines, organizations, and geographic locations
AndragogyActive and Experiential Learners
AdaptabilityAdaptive, Multidisciplinary, Holistic approaches to learning and service delivery
Content Preparation
• Begin with learning objectives: start with the end result in mind
• Who will deliver the presentation?
– Financial practitioner? Military finance expert?
– What will the delivery style be?
– Will there be an honorarium or speaking fee?
Content Preparation
• What type of presentation best compliments the content?
– Engaged participant discussion?
– Technical, straightforward instruction?
• How will you gauge your success?
– Evaluative data? How will the data influence your programming?
Content Preparation
• How will you gauge your success?
– Evaluative data? How will the data influence your programming?
Content PreparationUse 4:3 aspect ratio for slide/page size (as a rule of thumb)
Photo by Infographe_Elle. Morguefile
license. Use clean, clear images
Content Preparation
● Consider a pre-webinar task: read-ahead materials
● Make slides and handouts available to participants
● Target your materials to your audience (professionals versus consumers)
● Consider the CEU approval requirements
Delivering A Webinar
CCO Public Domain via Pixabay.com
Webinar Rehearsals
• Presenters and anyone who will be facilitating. COLLABORATIVE process. Feedback.
• Slides reviewed for clarity, consistency, content accuracy.
• Takes place within the webinar environment itself.
• Two weeks before the webinar/event date itself, so that there’s plenty of time for needed changes to content and/or technical preparation.
• The more prep & rehearsal, the greater likelihood of positive outcome.
• Moderators and engaged participants working the chat pod to answer questions, stimulate conversation, provide resources.
• Calling participants by name when responding to chat pod comments
• Activities spark engagement: putting money in a jar, using the whiteboard
Facilitating Discussion
Photo by Firm Bee via Pixabay.com CC0 Public Domain
• Have a backup plan: exchange scripts or speaking points with other members of your team
• Have scripted Q&As to help start the discussion or keep it going
Facilitating Discussion
“Just in Case”
• Exchange cell phone numbers “just in case”
• Have a glass of water handy
• Have IT back-up support to troubleshoot
“issues”
• Use two monitors in the event of a “freeze up”
• PowerPoint slides on one
• Webinar platform on the other
Continuing Discussion
• Engagement
• Wrap Arounds
• Learner-Centered
• Coordinating with other areas of practice
• Resource lists
• Social media: share resources, recordings
Facebook Live
Common Webinar Features & Tools
Photo by Jerry Buchko. Used
with permission.
Photo by Jerry Buchko.
Used with permission.Photo by Molly Herndon. Used with
permission.
Fundamental Challenges
Within a shared organizational space, you usually benefit from a relatively greater degree of standardization & control
• Participants are using roughly the same equipment & software
• Have received roughly the same level of training in using these tools
• Accessing webinar on a shared, managed network with in-house IT support
Outside of a shared organization space
•You may not have direct control over the webinar software tools & networks you’re using
•No standardized level of network access, equipment, available tools, and training of the presenters, facilitators, and other participants
Each of these becomes a potential point of friction and breakdown, so understand and prepare for them
Fundamental Challenges
Calibrate Your System Display(s)
Webcam ControlsBecome familiar with how they work to fine tune your video image
LightingLight positioned in front & slightly above the face to remove any harsh shadows on the face
Webcams generally require more light intensity (lumens) than you might expect, e.g. 3200-6400 lumens (equivalent to ~ 200-400 watts)
Diffused lighting (to reduce shine & harshness)
Find or craft a background that will be pleasant, professional, but not too busy or distracting
Composition
Wear solid colors; avoid wrinkled clothes, busy patterns, and stripes to avoid distraction
Use a Headset with a Built-In Microphone
Preferably wired USB rather than wireless, with noise cancellation capability
Photo by Jerry Buchko. Used with
permission.
Mute, block, or otherwise address any potential unwanted ambient noise
Learn where your mute buttons are - on the headset, on your system, within the software (because sneezes, coughs, sips of water, etc)
Audio ControlsBecome familiar with how they work to fine tune what you hear & what you’re broadcasting for your audience to hear
Livestreaming and RecordingThere are many options for live broadcasting and recording for webinars
You can use video capture software/apps to create a video file that can then be uploaded & shared
Some webinar & broadcast services will have recording capability built into their service
Your Tips
What tips can you share?
What did we miss?
Upcoming Event
2016 Personal Finance Year in ReviewTuesday, Dec. 6, 201611 a.m.-12:30 p.m. ET
Presenter: Dr. Barbara O’Neillhttps://learn.extension.org/events/2815
Andersen, Maria (2010). Tips for Effective Webinars. eLearn Magazine. Retrieved from http://elearnmag.acm.org/featured.cfm?aid=1710034
Ayres, Meryl (2016). 6 Quick Tips for Looking Good on Camera. Wistia Blog. Retrieved from https://wistia.com/blog/looking-good-on-camera
Britton, Shelby (2013). Six Tips for New Webinar Presenters. The Adobe Connect Blog. Retrieved from http://blogs.adobe.com/adobeconnect/2013/12/six-tips-for-new-webinar-presenters.html
Currier, Alyce (2016). You Can Look Snazzy on a Webcam. Wistia Blog. Retrieved from https://wistia.com/blog/snazzy-on-webcam
Digital Trends Staff (2016). How To Calibrate Your Monitor For The Best Viewing Experience Possible. Digitaltrends.com. Retrieved from http://www.digitaltrends.com/computing/how-to-calibrate-your-monitor/
Energystar.gov. (2016). Color and Mood. Retrieved from https://www.energystar.gov/products/lighting_fans/light_bulbs/color_mood
Resources
Hendrix, L., Poling, M., Robinson, J. & Kiss, E. (2016). Zoom Meetings & Webinars: Best Practices and Arkansas Tales from the Trenches. eXtension Learn. Retrieved from https://learn.extension.org/events/2821
Hobby, David (2007). Strobist: How to Improve Your Cheapo Webcam's Picture Quality. Strobist Blog. Retrieved from http://strobist.blogspot.com/2007/05/how-to-improve-your-cheapo-webcams.html
Hoffman, Chris (2015). How to Calibrate Your Monitor on Windows or Mac. (2016). Howtogeek.com. Retrieved from http://www.howtogeek.com/236490/how-to-calibrate-your-monitor-on-windows-or-mac/
Montana, South Dakota, and Idaho Cooperative Extension (2016). Webinar Training for Educators Worksheets. Retrieved from http://www.msuextension.org/solidfinances/documents/webinarbestpracticesworksheets.pdf
Resources
PresenterNet.com (2009). Seven Tips for Creating a Great Webinar. Retrieved from http://www.presenternet.com/information/7tips/GreatWebinarTips.pdf
Zoom Meetings & Webinars: Best Practices and Arkansas Tales from the Trenches (2016). eXtension Learn. Retrieved from https://learn.extension.org/events/2821
Resources
Connect With Us!
Dr. Martie Gillen
Principal Investigator
@MoneyMattersMG
Molly Herndon
Social Media Specialist
@MFLNPF
Dr. Barbara O’Neill
Outreach Coordinator
@MoneyTalk1
Jerry Buchko, MA, AFC®
Practitioner Consultant
@JerryBuchko
Michael Gutter, Ph.D.
Principal Investigator
@mikegutter