Establishing Processes and Best Practices for Web Conferencing Integration

Transcription

1 501 Establishing Processes and Best Practices for Web Conferencing Integration Andy Petroski & Gary Jones, Highmark February 21 & 22, 2008 Produced by Designing, Presenting, and Producing Synchronous e-learning

2 General Information Event Topic: Goal of Topic: Trial Run Date: Event Date(s): Event Duration: 30 Minutes 60 Minutes 90 Minutes Time Zones: EST (Eastern) CST (Central) MST (Mountain) PST (Pacific) Broadcast Location(s): Presenter(s): Panelist(s): WebEx Producer: Set up New Host in WebEx te: Only do this for Producers who intend to offer several meetings or reoccurring meetings throughout the year. Otherwise, use an existing Host Account to schedule the meeting. Presenter Analysis Presenter experience with this topic: Presenter experience with web conferencing: Presenter experience with presenting this topic in a web conference: WebEx Producer s experience with web conferencing: WebEx Producer s experience with web conferencing using WebEx: Audience Analysis Description: (Who is the audience?) Experience with Content: Location(s): EST (Eastern) CST (Central) MST (Mountain) PST (Pacific) Other Computer Experience: Web Conferencing Experience: Highmark Corporate Learning Last Updated 02/15/2008 Page 1

3 Other Training / Communications: Performance Issues: Invitations: Open invitation for anyone to attend Designated Participants Approximate Number of Participants: Content Status Content not prepared Content prepared, but never presented before Content prepared, but never used for a web conference Content prepared for web conferencing (interactivity and engagement planned) Content has been reviewed for PHI and Privacy concerns Classification (check one) Webcast (Uni directional or one way communication, with limited interactivity features) May include: Presentation, Chat, Polling, Media Recommended Preparation Time before Event: 1 3 Weeks Typically 30 minutes or less, not including questions and answers Unlimited participants Web Conference (Bi directional or two way communication with robust interactivity and collaboration) May Include: Presentation, Chat, Polling, Application Sharing, Whiteboarding w/markup Tools, Breakout Rooms, Quizzing, Hand Raising and Emoticon Responses, Media, Web site Tours Recommended Preparation Time before Event: 3 6 Weeks Typically longer than 30 minutes, not including questions and answers Limited participants for Sales and Training centers (25 or less) Unlimited participants for Event or Meeting Centers Event/Presenter Functionality Sametime WebEx Chat (Public) Polls and Surveys PowerPoint Presentation Functionality Screen Markup/Annotation Tools Screen Sharing (Share Documents, Demonstrate Software, etc.) te: Watch for PHI/Privacy in Screen Sharing scenarios Media (Flash, Video, etc.) Breakout Sessions Integrated Telephony More reliable, but more expensive too Voice over IP (VoIP) Cheaper, but less reliable Question & Answers (Q&A) Panel Testing and Grading Highmark Corporate Learning Last Updated 02/15/2008 Page 2

4 Registration and Reporting Record and Playback Share a document once a participant joins the meeting Closed Captioning File Transfer Thank You and Absentee Follow up s Participant Functionality Sametime WebEx Chat (Private) Host, Presenter, and/or All Attendees: Raise Hand / Indicators Emoticons Pacing Icons (Indicate presenter should go faster or slow down) tes Panel (for Participants to Take tes) Allow participant to control shared document Save any shared documents, presentations, or whiteboards that appear in their content viewers. Print any shared documents, presentations, or whiteboards that appear in their content viewers. Annotate write or draw on any shared documents, presentations, or shared whiteboards that appear in their content viewers te: An attendee's annotations are visible to all participants. View the participant list on the Participants panel Request that the presenter grant them remote control of a shared application, Web browser, or desktop. View any pages, slides, or whiteboards that appear in their content viewers. te: This privilege allows attendees to navigate independently through pages, slides, or whiteboards. Allow enrollees to invite friends to the event Software Alternatives Sametime emeetings Internal Highmark Employees only Webcasts Cost WebEx Internal or External Audience Webcasts or Web Conferences Contacts: Andy Petroski or Gary Jones Center Type (check one): Meeting Center Event Center Training Center Highmark Corporate Learning Last Updated 02/15/2008 Page 3

5 Sales Center Participant Tracking and Reporting (WebEx only) Required: Post Event feedback survey Post Event assessment Report: Post Event attendance, invitation, and registration information Send feedback to Presenter Pre Event Tracking: Required Optional Required: Name & Address N/A Phone Number Job Title Company Division Department Project Address City Zip Other: Other: Other: Participant Registration and Enrollment (WebEx only) Required Meeting Password (what): te: Password must be at least 8 characters and contain at least: 1 number & 1 letter Send Reminders (when): Pre Approve or Reject Enrollment Cap Enrollment: Exclude password from invitation Highmark Corporate Learning Last Updated 02/15/2008 Page 4

6 Value Measurement What would have been done if you weren t conducting a web conference? Face to Face Session(s): Estimated travel dollars saved for presenters and panelists: Estimated time away from work saved for presenters and panelists: Estimated travel dollars saved for attendees: Estimated time away from work saved for attendees: thing: Opportunities lost from not presenting information to audience: Highmark Corporate Learning Last Updated 02/15/2008 Page 5