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Required for Engagement: Knowing the Live Online Platform
The first step to engaging an online audience is to learn the delivery platform inside and out, backwards and forwards, and upside down. In fact, by not knowing the features of the online technology, facilitators and trainers have likely already lost their audience because they probably have participants on hold while they figure out how to upload the slides, share the desktop, or get the mic to work.
This chapter describes the critical features of live online platforms and breaks down what each does and how they work to support the interactive activities described in the chapters that follow. It focuses on two popular platforms—Adobe Connect and WebEx Training Center—and then concludes with a quick checklist to locate and understand similar features of other platforms. But before covering these key features, this chapter offers a few additional related tips.
What Is the Goal, and Who Is the Audience?
Always begin with the end in mind: what is the goal of the live online event? Whether a meeting, webinar, or virtual training session, when designing the overall event and its activities, think about what goal you are trying to achieve and any objectives that support it. Is the event meant to be informative, experiential, or fun—or all of the above?
In addition, consider carefully the audience and the context for the event. Do they know each other or are they complete strangers? Are they experienced leaders, peers, new hires, or the general public? Are they advanced in their understanding of the subject matter for the event, or are they relative novices? How experienced are they with the live online platform? And how much time is allotted for the event: 45 minutes to an hour? Two hours? Three or four hours with multiple breaks?
With answers to these questions, you will be well positioned to consider which features of the live online platform can be used for each part of the program. Without answers to these questions, it is easy to make mistakes such as using a feature just for the sake of it or providing a false sense of interactivity for the participants. Take the event seriously; it will be obvious which technical features to use.
TOPP Competencies for Live Online Producers
A producer who helps with delivery is critical to ensuring that the live online event is seamless. The technology requires too much attention to expect to present the content and engage the participants—and manage all the technical details and inevitable problems at the same time. If the technical details are most important, leaving the content and participant engagement as secondary concerns, the participants will log off and ask for a copy of the slides.
The producer provides a second set of hands, focusing primarily on the technology to ensure that all the features of the online platform work smoothly and as planned. Focusing on how to open the poll, highlight a point on a slide, or set up the breakout groups means the facilitator is not focusing on the participant experience intended by using each of those features. Let the producer worry about the technical details.
So what do producers do during a live online event? And do they do the same thing in a meeting as they do in a webinar or a training? Let’s take a look at the four primary areas of support that a producer provides during an event. Producers are most critical in webinars and in training events, while the role is usually covered by the facilitator in all but the most complex online meetings. Here are the TOPP Competencies for Live Online Producers that we developed for Dale Carnegie Digital. TOPP stands for technical agility, on-air presence, preparation, and participant engagement. (For the TOPP Competencies for Live Online Trainers, see chapter 6.)
Talented producers have numerous traits. First, they are “technically agile”; they need to know the features of the online platform completely. A technically agile producer:
• demonstrates proficiency with platform features (feedback, chat, whiteboard, screen share, and breakouts)
• communicates clearly and succinctly with participants on how to use platform tools
• makes smooth, seamless transitions between tools as they are used for different session activities
• implements appropriate solutions and work-arounds when technical challenges occur
• responds to session technical failures quickly without affecting the flow of the session
• helps participants when they experience difficulties—and brings them up to the current point in the session
• stays up-to-date with current platforms (version changes, new features, release notes, and known issues)
• uses group instant messaging tools to seek assistance and offers it to others when they need it.
Second, producers demonstrate a level of expertise when they speak over the audio connection and are seen on the webcam. A producer with a strong “on-air presence”:
• acts as a supportive partner with the facilitator during a session, creating discussions and monitoring time
• uses voice effectively to communicate with participants—and enunciates in an engaging manner, not in a dull or boring manner
• listens empathetically and continuously monitors what is going on in the session
• identifies any potential needs to help the facilitator and participants
• uses course materials and instructions designed for the producer to keep the session on track
• is webcam ready (wears professional attire, ensures proper lighting and neutral office background, and looks directly into the camera).
Third, producers are always prepared with plans and backup plans to resolve any possible disturbance. A “prepared” producer:
• uses the right equipment and computer for the platform (hard-wired Internet, landline phone, and approved headset)
• knows what to produce at the scheduled date and time—and clearly communicates any schedule changes that could affect program delivery
• downloads and reviews content in advance
• prepares the virtual room in advance, ensuring that all layouts, materials, and activity plans are in place and ready to go live
• conducts a thorough rehearsal within the platform with the facilitator well in advance of the live session
• is aware of backup plans and is prepared to implement them when needed.
And fourth, producers contribute to the overall “participant engagement.” To advocate for each participant, the producer:
• helps participants focus during discussion by annotating and highlighting key points on whiteboards or slides
• uses sound judgment to enhance the program experience for participants with a balance of technical and content support
• takes problems in stride and remains calm so that the facilitator and participants do too
• provides timely and accurate responses to comments and questions from the facilitator and participants
• adds value to discussions by offering references, comments, and new ideas or examples.
A producer who masters the TOPP Competencies and manages the technical aspects of the event enables the facilitator to focus on the participants and their interactions. Working together as a team ensures that engagement is the priority and that the online event is a success.
See What the Participants See
Even the most experienced in running and supporting live online events might struggle to see the event from the participant’s point of view. That is, unless they can actually see it from the participant’s point of view by being simultaneously logged in as a participant on a second (or even third) computer. A savvy facilitator or producer will use this technique to:
• check for lag between the facilitator’s actions (advancing a slide and rearranging screen real estate) and what participants are seeing
• help participants troubleshoot an issue they are having with the interface
• improve the program for the next time based on the live experience seen from the participant’s point of view
• accurately provide directions on where participants should look, what they should see, and how the program should operate (rather than saying, “Does everyone see this?” Make a commitment to know the answer by looking at a second screen)
• present confidently and under control with the knowledge of exactly what presenting looks like to the participants.
At a minimum, a second monitor is needed to give another point of view. But to truly see and interact with a different system, use a second laptop. It could also serve as a backup if anything goes awry with the main computer. If some participants are attending the live online event using a smartphone or tablet, consider also using one of these devices to gauge their experience.
A Note About Audio: Using Phone or Using Computer
Whether using Adobe, WebEx, or another online meeting tool, make it a priority to learn the exact setup of the audio choices. Additionally, make sure to always present from a clear connection or line, eliminate all background noise, and use a hands-free headset in order to easily interact with all the features of the online event. One of the quickest ways to lose the audience is to have poor audio quality. Don’t let that happen.
Here is an audio checklist to ensure that the event’s audio is engaging:
• Does the platform use teleconference, VoIP (computer audio), or both?
• If using a teleconference, is it an integrated teleconference provided by the platform?
• If using a teleconference, is it an integrated teleconference provided by a third-party teleconference provider?
Does this third-party integrated teleconference also work with the breakouts?
• If using a teleconference, is it a third-party, nonintegrated teleconference?
What are all the telephone controls that can be pressed using the telephone buttons?
Does this teleconference also include subconferencing for manual audio breakouts? What are the controls to initiate subconferencing?
• What are the muting and unmuting controls?
Is “mute on entry” available?
How can individual connections be muted and unmuted?
Can all connections be muted and unmuted? Does this also mute the facilitator?
• What are the backup plans?
What teleconference lines could serve as an alternate if the one that’s going to be used stops working?
What is the plan if the VoIP stops working?
Before declaring the audio ready, don’t forget one last important detail: participants almost always need help understanding how to connect to the audio. Be prepared with a slide or send them the information in advance. Have the producer ready 30 minutes early to help participants connect to the engaging sound of the event.
One challenge with learning an online platform is the amount of features available. Commonly used features are screen sharing, audio, and sometimes chat. Many people do not realize whiteboard tools are available, and even more do not realize these same whiteboard tools can be used on slides or documents that have been loaded onto the platform. The following checklists—one for Adobe Connect and one for WebEx Training Center—walk through the features referenced in the activities in this book. Included in these checklists is a section for each feature titled, “When to use.” Pay close attention to these descriptions, because it is one thing to activate a feature, but it is entirely another to know why one cares to use that feature in the first place.
Adobe Connect: Critical Features
Adobe Connect is a powerful online meeting tool that can be used for virtual meetings, webinars, and training events. But the features themselves do not create engaging experiences. It is how they are used that makes the difference.
PODS
When to use: Pods are the panels that make up the layout of the online event. Choose pod types from the dropdown choices to create an interactive and engaging experience: Share, Notes, Attendees, Video, Chat, Files, Web Links, Poll, Q&A, and Breakout Pods.
How to activate:
1. Click Pods from the menu bar.
2. Choose the type of pod needed.
3. Position and resize as needed.
Note: Every pod in Adobe Connect has a Pod Options dropdown menu in the top right corner of the pod. Check the options for every pod used in a session to learn how each one functions. Make this your new favorite button.
FEEDBACK
When to use: The feedback tools are a simple and highly effective way to check in with participants. For example, encourage participants to click the green checkmark (Agree) if they are nodding their head in agreement by saying, “Give me a green check if …” or “Let’s applaud your colleagues’ efforts.”
How to activate: Feedback is available by default. Show participants where to locate the feedback tools and request they click on the options as applicable.
CHAT
When to use: Chat is one of the main methods of communication in live online events. Use it for commentary, questions, and conversations. You will find that without much effort you can create robust “chatversations.” You can also send links through the chat feature to quickly provide online resources to participants.
How to activate: Chat pods are included in default layouts. You can add more chat pods by clicking on Pods > Chat > Add New Chat. The Everyone chat tab is a public chat.
Note: Private chats occur when placing a mouse over a person’s name in the attendee pod. They appear as separate tabs in the chat pod.
SHARE POD: WHITEBOARD
When to use: Whiteboard is actually a verb. Use the whiteboard feature for collaborative activities like brainstorming and creative thinking.
How to activate:
From a share pod, click Share my screen.
Click Share whiteboard.
Note 1: You can also share your slides or files and then press the Draw button on the top of the share pod to enable “whiteboarding” on top of your prepared slides. This Bingo! example shows a slide on which participants are whiteboarding.
Note 2: You can also click Enable Participants to draw to allow them to collaborate and write their ideas and comments on the files shared in a share pod or on a whiteboard. To do this:
1. Enable Draw from the top of the share pod.
2. Click the Share Pod Options menu in the top right corner.
3. Click Enable Participants to draw.
SHARE POD: DOCUMENT SHARING
When to use: You can share documents (for example, PowerPoint files) using a share pod prepared for interaction with enough blank space for whiteboarding thoughts, ideas, and answers to questions. You can also share other types of files such as videos and PDFs.
How to activate: Share pods are included in default layouts. To add additional share pods:
1. Click Pods > Share > Add New Share.
2. Click Share My Screen > Share Document > Browse My Computer and then double click the file.
Note: See the “Share Pod: Whiteboard” feature above to allow participants to collaborate on a shared file by whiteboarding on it.
SHARE POD: SCREEN SHARING
When to use: Screen sharing has many uses, such as for reviewing a webpage as a group or for software training. You can allow participants to view your entire computer desktop, one application at a time, or just one window.
Participants do not need to have the software on their computers to view it from yours. For hands-on training, ask participants to open their own applications and toggle between the Adobe Connect window and their application as you demonstrate the steps.
How to activate:
1. From a share pod, click Share My Screen and choose Desktop, Applications, or Windows.
2. Click back to the Adobe Connect share pod to click Stop Sharing when ready.
POLLING
When to use: You can poll participants by asking one question at a time. To ask multiple questions at once, use a series of poll pods. You can also place them in their own layout if needed.
Remember to respond appropriately to the answers and build your comments and discussion into the live online experience.
How to activate: You can add a poll via a poll pod at any time:
1. Click Pods > Poll > Add New Poll.
2. Resize, position, and type the multiple choice, multiple answer, or short-answer question and the answer.
3. Click Open.
4. Click Edit, if needed.
5. Click View Votes to see individual attendee responses.
6. Click Back to Poll to see the aggregate responses.
7. Check Broadcast Results to the participants when necessary.
8. Click End Poll.
FILE SHARE
When to use: Handouts and manuals can be easily provided to participants using a files pod. Always load class materials in a files pod for quick access as needed.
How to activate:
1. Click Pods > Files > Add New File Share.
2. Click Upload File and browse to choose the file to share.
3. Participants can click on each file one at a time and then click Download File(s) to save them locally to their computers.
Note: Click the Files Pod Options menu in the top right corner (circled) for more options, such as to remove and rename files.
BREAKOUT
When to use: Working in small groups with other online participants is a great way to collaborate on a common goal or apply key learnings from a training event. Use breakouts for activities like role playing, problem-solving, and case studies where teams work together to create solutions and share ideas.
How to activate:
1. From the attendees pod, click the Breakout Room View button (circled).
2. Use the + button to add as many rooms as needed.
3. Click Start Breakouts to prepare the content for each one.
4. Mouse over your name and then mouse over the desired breakout room and prepare the activities for each (for example, add a share pod, a chat pod, or a file share pod as needed).
5. Click End Breakouts and return to the main room.
6. When it’s time to start the breakout activities with the attendees, mouse over each attendee’s name to add them to a breakout group.
7. Click Start Breakouts when ready for the activity and End Breakouts to bring everyone back to the main meeting.
Note 1: To send a Broadcast Message, click the Attendee Pod Options menu in the top right corner before ending breakouts.
Note 2: Your site may have a limit on the number of breakouts you can create and run at one time. Be sure to verify.
RECORDING
When to use: Recordings of the live online events provide participants with an archive of the activities for reference and review. It also helps people who arrive late or leave a session early. By being able to view the recording, they do not lose out on any of the session discussion or activities.
How to activate:
1. Click Meeting > Record Meeting.
2. Name the recording and click OK.
3. Click Pause as needed, and Stop when ready.
4. To access the recording link, click Meeting > Manage Meeting Information > Recording.
Note 1: Adobe Connect administrators must mark a recording as Public in order for the URL to be accessible for viewing.
Note 2: Recordings of interactive online events are not a replacement for attending the live event.
WEBCAM
When to use: You can use a webcam to personalize a live online event. It works well for introductions or for when you need to see a person or an object to reach the event’s goals. It is not a best practice to have webcams turned on throughout an event just for the sake of using the technology. In some contexts it can be distracting and lessen the overall impact of the event.
How to activate:
1. Click Pods > Video.
2. Position the pod on the screen.
3. Click Start My Webcam.
4. Click Allow.
5. Click Preview.
6. Click Start Sharing.
7. Click Stop My Webcam when appropriate.
Note: Pay attention to your lighting and what is behind you that will appear on camera. Be sure your face is centered and look into the camera when speaking.
LAYOUTS
When to use: Layouts provide a custom look and feel to the live online session. By using multiple layouts, you can add variety and different levels of interactivity to the sections of the event. You can create layouts by adding pods of different sizes and placing them in different locations on the screen. You can customize and position them according to the goals and content placed in each. Think of layouts as different rooms in your house where different activities take place. Each has its own look and purpose.
How to activate:
1. Click Layouts from the menu bar.
2. Click Create New Layout.
3. Duplicate an existing layout or create a new one and name it.
4. Build the layout by selecting which pods to add to it.
5. Switch between layouts using the Layouts menu or the shortcuts along the right side of your Host View.
Note: To save time and create consistency, you can duplicate existing layouts. You can also hide pods you don’t need.
WebEx Training Center: Critical Features
The WebEx family of tools consists of WebEx Meeting Center (used for meetings), Event Center (used for large webinars), Support Center (used for technical support), and Training Center (used for training). It is a powerful suite of platforms, each targeting a different online event experience. The features below describe those of WebEx Training Center because all three types of events—virtual meetings, webinars, and training events—discussed in this book can be delivered through it. If using one of the other centers, refer to the checklist below to walk through and see what features it has or does not have.
PARTICIPANTS PANEL
When to use: The Participants panel is your key to who is online, how their audio is connected, and what feedback they are providing throughout the session. Focus here more than on your slides to engage your audience.
How to activate: This panel is enabled by default. You can minimize it by clicking the button in the top left corner and close it using the button in the top right corner.
Note: You will see a person’s name appear first, and then either a phone or headset icon. If there is no icon, look for a participant named “call-in user.” That is likely the person with no icon next to her name. This means the attendee dialed into the teleconference without referencing her attendee ID number. Ask her to enter it from the Audio Panel in order to connect the phone icon to her name. You’ll need this so that breakout sessions run smoothly.
FEEDBACK
When to use: The feedback tools are a simple and highly effective way to check in with participants. This is your online connection to the types of nonverbal cues they give during in-person events. Encourage participants to click the green checkmark any time they are nodding their head in agreement. For example, tell them: “Give me a green check if …” or “Let’s applaud your colleagues’ efforts.”
How to activate: Feedback is available by default from the bottom of the Participants panel. Show participants where to locate them and ask them to click on the options as needed. Use the feedback yourself as a way to model the type of interaction you request from participants.
CHAT
When to use: Chat is one of the main methods of communication in live online events. Do not underestimate the power of this simple tool, because it can be your main lifeline. Use it for commentary, questions, and conversations to create “chatversations”—conversations that occur entirely over chat. Send links through chat to quickly provide online resources to participants.
How to activate: The chat panel is included by default. The All Participants chat is a public chat, seen by all people in the session. You can adjust the level of chat available to participants from the attendee privileges in the Participant menu bar. Enable all chat options for the most effective level of interaction.
Note: You can have a private chat by clicking on the dropdown menu next to All Participants. Select the name of the person with whom you wish to privately chat. You will see (privately) an indication of who can see the chat. Also, beware of All Attendees chat as anyone who is a panelist will not see these messages—that is, All Panelists includes the host, presenter, and panelists, while All Attendees includes everyone except the panel.
WHITEBOARD
When to use: You can use this tool for collaborative activities in the live events such as brainstorming and creative thinking. Remember that whiteboard is a verb. Whiteboarding answers and ideas is one of the most effective ways to gauge participation levels. It not only provides immediate responses, but it is also easy to save results and refer back to them at a later time.
How to activate: From the Share menu, click Whiteboard to bring in a new, blank whiteboard. However, for best results create slides with enough blank space so that participants have enough room to whiteboard their ideas directly onto the slide. And then use Share > File to upload the slides to then be whiteboarded upon.
1. Click the Participant menu.
2. Click Assign Privileges.
3. Select Annotate and then click OK.
Note: Have participants place their WebEx pointers on the whiteboard space before typing a response. This will keep participants from typing over one another. We call this “claiming your real estate.”
SHARE FILE (INCLUDING VIDEO)
When to use: You can share files (for example, PowerPoint files) that are prepared for interaction with enough blank space to whiteboard thoughts, ideas, and answers to questions. Participants can annotate on files for increased interaction and more-engaging activities. Try to use compelling images rather than words and ask your participants to respond using the chat, feedback, and whiteboard tools.
How to activate: Click Share > File (Including Video) > Browse My Computer and then double click on the file. Note the types of files recognized and compatible with WebEx by clicking on the dropdown next to Files of type on the bottom of the dialog box.
Note: Develop the slides to be uploaded in this way so they become the working space for the event. There is no need to share the PowerPoint application unless you need to use the application itself (such as to teach participants about PowerPoint).
SHARE DESKTOP, APPLICATION, OR WEB BROWSER
When to use: Software and systems training is often conducted live online using desktop, application, or web sharing. Participants can view the entire desktop, one application at a time, or even a webpage with the person presenting controlling the navigation. Think of it as if others are looking over your shoulder as you present from your computer.
Participants do not need the software on their computers to view it from yours. For hands-on training, ask participants to open their own applications and toggle between the WebEx window and their application as you demonstrate the steps.
How to activate:
• From the Share menu:
1. Click My Desktop to share all applications on your computer.
2. Click Application to share only one application at a time.
3. Click Web Browser to launch your browser and navigate to a web page or web-based application.
• Click Stop Sharing when ready to return.
Note: When sharing a web-based application using the share web browser feature, if the application needs to use another application that is not web based, use the share desktop feature to ensure that window is also seen by the participants. The share web browser feature only shares webpages in the browser. Also, use Share > Web Content to allow attendees to independently navigate a web site, rather than watch you do it. Use Share > My Session Window to show participants the view of your WebEx session window when teaching them how to use the WebEx features.
POLLING
When to use: You can survey participants with prepared questions and answers using polls. Create the poll files (.atp, which for a little WebEx trivia, stands for “ActiveTouch poll”) in advance and use them repeatedly in the live online sessions. WebEx poll files can include one question, or many on the same file. Poll questions can be multiple choice, multiple answer, or short answer.
Remember to respond appropriately to the answers and build your comments and discussion into the live online event experience. Do not use polling to simply get some interaction.
How to activate:
1. Preload any previously created polls on the polling panel before the session.
2. Open each poll from the Polling panel at any time during the session.
3. Click Open.
4. Click Edit if needed.
5. Click on the polling status boxes (which display “…” on each box) at any time to see who has not started, is in progress, or has finished the poll.
6. Click Close Poll and determine which results to share with participants.
Note 1: The polling results can be saved in various formats to be used in different programs. Be sure to click File > Save > Polling results as needed.
Note 2: Download the WebEx Poll Questionnaire Editor from the WebEx Training Center website under Support > Downloads. A host login is required and the editor is found in your computer’s list of programs. This will allow you to create polling files without having to first launch a live WebEx session.
FILE TRANSFER
When to use: Handouts and manuals can be easily provided to participants using File Transfer. Load event materials for quick access as needed.
How to activate:
1. Click File > Transfer.
2. Click Share File and browse your computer for the file to upload. Double click to add it.
3. Participants can then click on each file one at a time and then click Download to save them locally to their own computers.
Note: The number in the bottom right corner indicates how many participants have the file transfer window open. Ask them to close it once they have the file so you know when they are done.
WEBCAM
When to use: Using a webcam personalizes a live online event. It works well for introductions or any time that seeing a person or an object would be helpful.
How to activate:
• Click the Video icon and note that it changes to green when it is sending a live feed.
• Press the Video icon again to turn off your camera.
• Click the Options button in the top right to make changes to the picture.
Note 1: Pay attention to your lighting and what is behind you that will appear on camera. Be sure your face is centered and look into the camera when speaking.
Note 2: Prepare participants ahead of time before asking them to be on a webcam. No one appreciates a surprise webcam request.
RECORDING
When to use: Recordings of your live online events provide participants with an archive of the activities for reference and review. It also helps people who arrive late or leave a session early. By watching the recording, they do not lose out on any of the session discussion or activities.
How to activate:
1. Click the REC panel to open the recorder.
2. Press the red button to record.
3. Click Pause and Stop as needed.
4. To access the recording link, log in as the host to your list of sessions in My WebEx > My Training Sessions and locate the recording.
Note 1: WebEx hosts must mark a recording Public in order for the URL to be accessible for viewing.
Note 2: Recordings of interactive online events are not a replacement for attending live. This is especially true for training events. A recording will not influence learning or even information retention as well as the live experience will, because it lacks interactivity. Further, many people will find recordings boring and thus will not watch for more than 10 minutes or will not be able to resist the urge to fast-forward and skip around for the parts they think are most important.
Q&A
When to use: The Q&A panel is used for controlling the questions the audience views. Use this feature for large online events where there is a group of people helping answer questions. Good examples are webinars for marketing and sales, or large online organizational events where publicly shared questions would not be appropriate.
How to activate:
• Click the Q&A panel to open it and view the questions.
• Participants do the same and type questions in. They do not see other participants’ questions until answered by a member of the panel.
• A panel member needs to select the question, type an answer, and then decide whether to click Send (answer publicly) or click Send Privately … (answer privately).
• Click Send to share the answer.
• File > Save > Q&A to save a record.
Note 1: Participants often get confused when they do not see other participants’ questions, so be prepared to explain what is going on.
Note 2: Use the chat instead of this panel to create an open dialogue and a more interactive live online event. Use a Q&A when the environment needs to be more private or controlled.
BREAKOUT
When to use: Working in small groups with other online participants is an effective and engaging way to apply key learnings from any training event, or to split up a group in a meeting to brainstorm on one or more topics. For example, you can use breakouts for activities like role playing, problem-solving, and case studies where teams work together to create solutions and share ideas.
How to activate:
1. From the Breakout menu options, click on the breakout session assignment.
2. Click Add Session to add the number of sessions needed.
3. Select each participant’s name and the room he needs to join and then click the >> button to add him to the assigned breakout room.
4. Click OK once all the rooms are planned. All the rooms and their assigned presenters and participants will be listed on the Breakout panel.
5. Click Start Breakouts when ready.
6. To join each breakout, select it and then click Join.
7. Leave each breakout and return to the main room.
8. Send a broadcast message from the Breakout menu as needed.
9. Click End Breakouts when ready.
10. If a whiteboard or PowerPoint slide was shared in the breakouts, request that each attendee click Share Breakout Session Content from the Breakout menu during the debriefing.
Note 1: Be sure to mark “Let others join the breakout without invitation” so that latecomers can join a breakout once it has started. They join just as you would: they choose the breakout, then click Join.
Note 2: Create a slide in your visuals that includes two sets of instructions for all breakout activities: activity directions and technical directions. See the example activity on the right.
Checklist for Other Live Online Platforms
Not using Adobe Connect or WebEx? Don’t worry. The other platforms for live online meetings, webinars, and training events have many of the same features. They may lack one or two features, or they may have them but are called something else. To learn the tool’s features, use this list to remember the important parts for delivering online meetings, webinars, and training events. Don’t let the tool determine participant engagement. How you use the features available determines whether online experiences are meaningful.
• Breakouts. Not all platforms have this feature. Check whether the platform does and then recheck the audio settings to ensure that they are compatible with breakouts.
• Chat. All platforms have this feature, but it may operate differently: some platforms allow public chatting while others do not. And some even let hosts see the private chats among participants.
• Feedback Options or Indicators. This is the “raise hand” or “green check” and “away” options. Every platform is different. Check who can see what and when. For example, in WebEx Meeting Center, the host and presenter can see an attendee’s raised hand, but other participants cannot.
• File Transfer. Check whether files can be transferred and whether there is a file size limit.
• Layouts or Views. Check whether there are any additional “views” or “arrangements of content” that can be prepared in advance.
• Polling. Check whether polling is included and what question types can be created. Can the files be saved and re-used? Can the results be saved?
• Q&A. Check how the Q&A feature works and who presides over the questions received and answers sent back out.
• Recording. Check how audio is captured. Where is the recording saved or stored? Who has access to it and can it be password protected?
• Reports. Check whether the following reports can be created:
registration
attendance
recording views
polling results
attention tracking.
• Share Desktop, Application, or Web Browser. Most platforms have this feature. In fact, this is the persistent view for the Citrix GoToMeeting suite of products. Learn how to control when the desktop is shared and when it is not. Can it be paused?
• Webcam. Check whether the webcam feature shows a live feed by default. How do you control who sees your webcam and when?
• Whiteboard. Check how the whiteboard feature works. How do participants annotate on a whiteboard? Can your slides function as whiteboards? Can they be saved?
Conclusion
This chapter focused on the critical features of the most popular platforms, and described how they work to support the interactive activities described in the chapters that follow. Understanding these technology basics is a critical prerequisite for developing and using engaging activities. Chapters 2 through 8 of this book provide more than 50 activities you can use directly or modify and expand on to suit your needs. In each case the features used are listed, and you can refer back to this chapter as needed if you forget what a feature does or how to access it in WebEx or Adobe Connect. Now on to the fun stuff, starting with activities appropriate for the beginning of virtual events.