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					 Society of Toxicology
    Postdoctoral Assembly Web Seminar
  How to Develop a
  Successful Webinar
                      Welcome!
      We will begin at 1:00 PM EST.
Please look for a phone icon next to your name on the attendee list. If
you do not see one displayed, please hang up. Check the information
on the “Info” tab on the WebEx screen to dial in again using the
specified phone number, call number, and your attendee ID.

Please MUTE your phone line.
Note that this webinar will be recorded for posting on the SOT Web site.

  Society of Toxicology                      Postdoctoral Assembly
If you have technical issues, call WebEx support 1-866-229-3239.
Society of Toxicology
  Postdoctoral Assembly Web Seminar

How to Develop a
Successful Webinar




Moderator: Sarah Campion, PDA Chair
                May 25, Postdoctoral Assembly
Society of Toxicology 2010
                   Protocol

•   Mute your phone
•   Connect your phone to your name on
    the participant list
•   Raise hand to be unmuted to present a
    question
•   Use chat for discussion and questions
•   Webinar will be recorded for the SOT
    Web site


Society of Toxicology   Postdoctoral Assembly
                   Speakers




Lauren Aleksunes           Alison Harrill
• Rutgers University       • The Hamner Institute
• PDA Councilor, 2008-2010 • PDA Secretary, 2009-2010


Society of Toxicology    Postdoctoral Assembly
                 Objectives

•   Describe what Webex meetings are and
    when they are an effective tool for
    communicating with your group
•   Discuss the technical aspects needed to
    develop a webinar including audience
    identification, selection of speakers,
    creation of slides, and practice sessions
•   Review steps to make a webinar more
    interactive between the audience and
    speakers and amongst the speakers


Society of Toxicology   Postdoctoral Assembly
                 Objectives


•   Provide guidance on how to effectively
    advertise and archive a webinar
•   Discuss timelines, workload, SOT
    Headquarters involvement, and costs
    associated with hosting a webinar




Society of Toxicology   Postdoctoral Assembly
              Meeting vs. Event

  WebEx is the communication platform licensed by
   SOT to enable online meetings and events

  • Meeting
     • up to 25 people, open audio connection for
       discussion, fewer technical details
  • Event
     • up to 500 people, with designated panelists/
       speakers, participants muted except during
       discussion/question, more preparation time and
       coordination

Society of Toxicology      Postdoctoral Assembly
                 Webinar Basics

  • Webinars include:
     •   Slide show with PowerPoint slides
     •   Audio communication
     •   Can be recorded
     •   Text chat and polling questions

  • SOT invites individuals to register for
    webinars that can be accessed by clicking on
    a link distributed by e-mail



Society of Toxicology       Postdoctoral Assembly
        Do You Need a Webinar?

 • Webinars can be a great way to distribute
   information to people or to engage in
   dialogue on a particular topic
 • Before developing a webinar, determine
   whether or not this approach is a good
   mechanism to accomplish the goals
   and/or objectives desired
   • Alternatives: newsletters, e-mails,
     articles posted to Web site/message board

Society of Toxicology   Postdoctoral Assembly
                 Estimated Costs*

  • Webinar cost:
     • Modest: $600-$800
     • Large: $1800
  • Includes
     • Preparation costs including SOT HQ staff:
        • $500
     • Costs per phone line
        • Domestic about $.06
        • International $.06-$.20
      *Costs will differ depending upon your specific webinar design

Society of Toxicology           Postdoctoral Assembly
         Topic for Your Webinar



                   SPECIFIC



             FOCUSED NEEDED



Society of Toxicology   Postdoctoral Assembly
          Who is your audience?
• If a scientific session, • If a career session,
  do you want to limit to    do you want only
  your Specialty Section junior trainees or is
  or to the Society at-      it applicable to all
  large? Or engage           levels of
  members from another experience?
  scientific society?      • Do you want to
                             include international
                             institutions?


Society of Toxicology   Postdoctoral Assembly
                      People

 • Moderator(s):
   • Monitor polling questions
   • Chat online with people typing in
   • Introduce speakers
   • Moderate Q&A segments

 • Speakers/Panelists/Presenters:
    • Consider 1 to 3 people in a session



Society of Toxicology     Postdoctoral Assembly
            Develop Your Ideas

  • Brainstorm topics
  • Ask for volunteers to moderate and
    coordinate the webinar
  • Make sure you have enough funds in your
    budget
  • Before inviting speakers, they must be
    approved by the leadership of your
    group



Society of Toxicology   Postdoctoral Assembly
            Webinar Objectives

  • Should be included in your advertisement
    and as a slide in the webinar
  • Generally three to five objectives
  • Be specific




Society of Toxicology   Postdoctoral Assembly
                     Timing


 • Determine how long you would like the webinar
   to last (i.e., 60 vs. 90 minutes)
 • Determine timing for webinar components,
   including setup, introduction, information,
   questions, and wrap-up
    • May be a determining factor in focusing your
      topics or setting number of speakers




Society of Toxicology    Postdoctoral Assembly
                    Speakers

 • Select persons who are knowledgeable, have
   good speaking skills, and are comfortable with
   this format
    • Ask for recommendations; talk by phone
 • This should not be a lecture with just one person
   speaking
 • Have a lot of “scripted” back and forth
   discussion between speakers or with the
   moderator


Society of Toxicology    Postdoctoral Assembly
                 Advertising

• Write a catchy            • Include request for
  advertisement               questions in advance
• Provide information       • Tiered advertising:
  about your                  • Members 1st
                                 • 4 weeks in advance
  target/desired
                              • Open to Nonmembers
  audience                       • Last 2 weeks
• Include the objectives
  of the webinar
• Have people register
  by a certain date
Society of Toxicology      Postdoctoral Assembly
                   Advertising
  • Web site advertisement
     • SOT Web site
     • Other appropriate Web sites (obtain permission)
  • Newsletter for your group
  • Organize group viewings
     • E-mail sent from SOT to
       Directors of Toxicology
       Programs to have rooms organized for group
       viewing


Society of Toxicology     Postdoctoral Assembly
           Questions?

Society of Toxicology   Postdoctoral Assembly
       Developing Webinar Slides

  • Provide limited text
  • Include clipart
  • Add pictures of speakers
  • Use a nice background
  • Standardize style across
    speakers’ slides
  • Check carefully for typos,
    grammatical errors, etc.


Society of Toxicology    Postdoctoral Assembly
                   First Slide

  • Title of webinar
  • Group sponsoring webinar
  • Welcome message
  • Time that the webinar will begin
  • Telephone number to call for technical
    support
  • Note that participant lines will be on mute




Society of Toxicology    Postdoctoral Assembly
          Slide on Webinar Basics

 • Can be before or after introductions
 • Explain that audience members are encouraged to
   ask questions using the “Q&A” text function
 • Ask participants to answer periodic poll questions
   as they appear on the screen
    • Optional – improves audience interaction
 • Invite attendees to complete the electronic survey
   that will be sent out after the webinar




Society of Toxicology      Postdoctoral Assembly
                Introductions

  • Should be separate slide
     • Introduce your moderator and speakers
     • Include credentials and affiliations
     • Include picture of speakers
  • Follow with Objectives slide




Society of Toxicology   Postdoctoral Assembly
      Make the Webinar Interactive

  • Allow audience to type in questions to the
    moderator throughout the session
  • Include breaks to answer questions
    submitted in advance or typed in during
    webinar
  • Use polling questions on the
    screen to increase interactivity




Society of Toxicology   Postdoctoral Assembly
               Question Breaks

 • Include a “Break” slide that asks for questions
 • Have whoever is monitoring the message board
   read the question to the moderator
    • Avoid reading questions that you know will be
      addressed later




Society of Toxicology    Postdoctoral Assembly
              Question Breaks
• Have some questions prepared in advance in
  case no one submits one during the webinar;
  send to speakers in advance
• May want one speaker to answer a question or
  have all speakers provide their answers
• Guideline: Include 2-3 breaks for questions
  including one at the end of the webinar




Society of Toxicology   Postdoctoral Assembly
           Questions?

Society of Toxicology   Postdoctoral Assembly
              Polling Questions
 • During your webinar, you can have polling questions
   pop up on the screen
 • Advantages:
    • Engage the audience
    • More interactive
    • Immediate feedback on attendance numbers and
      some demographic information
 • Disadvantages
    • Many folks view webinars in a group, so make
      questions broad
    • Takes additional coordination

Society of Toxicology     Postdoctoral Assembly
             Polling Questions
 • Pre-determine when the questions will appear,
   e.g., during which slide(s)
 • Give 60-90 seconds to answer
 • Questions can be open-ended or limited to
   certain predetermined responses
 • Report results to participants when
   appropriate




Society of Toxicology   Postdoctoral Assembly
         Polling Question Examples
  1) How many people are participating at your connection today?

  2) Currently, does anyone at your connection have independent
  funding (i.e., fellowship or grant from NIH, NRSA, AHA, PhRMA,
  HHMI…)?
     A. Yes
     B. No
     C. Not sure

  3) What topics were the most useful or interesting during the webinar
  today?

  4) How many at your location have attended/participated in a new
  faculty member interview at your institution?
     A. Yes
     B. No
     C. Unsure


Society of Toxicology             Postdoctoral Assembly
   Example Poll using Chat Function


     How many people at your location
     have participated in a PDA
     webinar in the past?




Society of Toxicology   Postdoctoral Assembly
                  Resources

    Include a slide that gives the audience
    references that were used as well as places
    for additional information




Society of Toxicology   Postdoctoral Assembly
                   Final Slide

  • Include the title of the webinar
  • Thank audience for participation
  • Reminder that webinar will be archived on a
    website (if applicable)
  • Encourage feedback and participation in the
    survey that will be e-mailed out




Society of Toxicology   Postdoctoral Assembly
                 Use of Images

 • Copyrighted material: Must obtain permission
   from the copyright owner
 • Images or figures from the Web
    • SOT requires written permission from the
      image owner to use in a webinar
    • Good guideline: Stick to clipart, images that
      you create yourself, or photos from SOT




Society of Toxicology     Postdoctoral Assembly
           Script for the Webinar

 • Once your slides are near final version,
   designate who will be talking on each slide
   • May be moderator or a speaker
   • Add a picture of that person to the slide
      • Good for audience to associate sound with face
      • Good cue for speaker that it is their turn
 • Have speakers write out their “transitions”
   from slide to slide
 • SOT Staff will assist with developing the
   webinar script
Society of Toxicology        Postdoctoral Assembly
                    Script Example
                    ** SLIDE: Postdoctoral Training in Academia


                    ** SPEAKER: Alison [introduces April]                     Scripted Text
                    At this time, I’d like to introduce April Neal, who will share her insight into the academic
      Slide Title   postdoc experience.
                    ** SLIDE: Postdoctoral Training in Academia

                    ** CONTROL SLIDES: Debbie passes control of slides from Alison to April
      Speaker       ** SPEAKER: Alison [introduces April]
                    ** SPEAKER: like to
                    At this time, I’d April introduce April Neal, who will share her insight into the academic
                    postdoc experience.
                    ** SLIDE: Postdoctoral Training in Academia: Speaker Background
   Slide Control    ** CONTROL SLIDES: Debbie passes control of slides from Alison to April
                    through

                    ** SLIDE: Postdoctoral Training in Academia: Disadvantages
                    ** SPEAKER: April
                    ** SLIDE: Postdoctoral Training in Academia: Speaker Background
                    ** QUESTIONS AND DISCUSSION
                    through
                    ** SPEAKER: Alison
                    something Postdoctoral Training We have a minute or two for questions related to the
                    ** SLIDE:like: Thank you, April. in Academia: Disadvantages
                    information that April has provided. If you would like to speak, please press the hand icon
          Q&A       below the panelist list. DISCUSSION
                    ** QUESTIONS ANDRaised hands will be recognized and un-muted one at a time. Please
                    press the hand icon again after you have spoken to lower your hand.
                    ** SPEAKER: Alison
                    something would like you, April. We have a minute or two for questions related to the
                    Tierre, wholike: Thankto speak?
                    ** SPEAKER: Tierre
                    information that April has provided. If you would like to speak, please press the hand icon
                    The line for first name last name is now unmuted. You may ask your question or a make your
                    below the panelist list. Raised hands will be recognized and un-muted one at a time. Please
                    comment.
                    press the hand icon again after you have spoken to lower your hand.
                    ** SPEAKER: Alison
                    Tierre, who would like to speak?
Notes on Timing     Alison will cue Tierre
                    ** SPEAKER: whether or not there is time for additional questions.
                    The line for first name last name is now unmuted. You may ask your question or a make your
                    Alison will remind everyone to lower their hands at the end of this interval. If there is sufficient
                    comment.
                    time, general questions will be addressed at the end of the presentations of the three panelists.
                    ** SPEAKER: Alison

  Society of Toxicology                   Postdoctoral Assembly
                    [continue through those whonot there is time for additional questions.
                    Alison will cue whether or have raised their hand; Tierre would announce if there are no more
                    hands raised, Betty would jump in if there is still time and there are Q&A submissions]
                    Alison will remind everyone to lower their hands at the end of this interval. If there is sufficient
              Dress Rehearsal

  • Should be 1 to 2 days before webinar
  • Allow 90 minutes for the practice
  • All involved in the webinar MUST participate
    in the practice session!
  • A lot of bugs will be worked out during this
    session




Society of Toxicology   Postdoctoral Assembly
             Survey Questions
• Plan to have an e-mail sent to registered
  individuals with a follow-up survey
  • Not all attendees will get survey if in large
    group

• Tailor the questions to appropriately
  assess the webinar, who your audience is,
  and what areas of interest should be
  addressed in future webinars

Society of Toxicology   Postdoctoral Assembly
                         Survey Question Examples
Please indicate your status.
          Graduate/professional student
                                                                          Presenter
          Postdoctoral fellow                                                                            Answers 1-5 (Poor to Excellent)
          Resident                                                        1.   Clarity of presentation style
          Currently employed (not a grad student, fellow, or resident)    2.   Answers questions completely
          None of the above.
Which of the following applies to you?
                                                                          3.   Makes material interesting
          I am currently looking for a job in toxicology.                 4.   Gives plenty of examples
          I plan to look for a job in the next 6 months.                  5.   Left me with a good understanding of the material
          I plan to look for a job in 6-12 months.                        6.   Overall
          I have no plans to look for a job in the near future.
I attended the national 2009 SOT meeting in Baltimore, MD.
          Yes                                                             Moderator
          No                                                                                             Answers 1-5 (Poor to Excellent)
I viewed this webinar in a group at my institution.                       1.   Level of interaction with presenter
          Yes
          No
                                                                          2.   Selection of questions submitted
How did you learn about this webinar?                                     3.   Overall
          Email from SOT
          School or institution                                           4.   Would you recommend this webinar to others?
          Friend
          Other
                                                                                Yes
Please indicate the percentage of new information in this webinar.              No
          0%
          25%                                                             Are there any points or topics presented today that you would
          50%                                                                   like to see expanded into a 1 hour session?
          75%
          100%
Chose the best rating using the scale:
                                                                          Please suggest speakers and topics for a future webinar by the
Seminar as a whole:                   Answers 1-5 (Poor to Excellent)          Society of Toxicology Postdoctoral Association.
1.         Length of the session
2.         Depth of material
3.         Relevance of content
4.         Helpfulness of the material provided
5.         Overall




Society of Toxicology                                                    Postdoctoral Assembly
        Learn from Past Webinars

• Don’t reinvent the wheel!
• Check out previous webinars from PDA
  • https://www.toxicology.org/ai/spd/PD/seminarSept09.asp
  • https://www.toxicology.org/ai/spd/PD/seminarDec09.asp
  • https://www.toxicology.org/ai/spd/PD/seminarApr09.asp
• The American Physiology Society has really nice
  online symposia also
  • http://www.the-aps.org/trainees/EBsymposia.htm




Society of Toxicology        Postdoctoral Assembly
             Webinar Follow-Up

  • Don’t forget to thank the speakers for
    volunteering to participate!



  • Feel free to share survey results with the
    speakers




Society of Toxicology     Postdoctoral Assembly
                Highlight SOT

  • Wherever possible in your webinar, mention
    services of SOT including but not limited to…
     • Student Advisory Council, Postdoctoral
       Assembly
     • Services: CRAD Job Bank, Mentor Match,
       ToXchange
     • Awards and attending Annual Meeting




Society of Toxicology    Postdoctoral Assembly
        Continued Advertising

  • If your group can archive the webinar on a
    Web site…
     • Mention in your newsletters
     • Remind people at regional and national
        meeting
     • Add to your group’s promotional pamphlets




Society of Toxicology   Postdoctoral Assembly
              Future Webinars

  • Tabulate the survey data
  • Describe data to your group’s leadership
     • Include in your group’s annual report
  • Make recommendations for how to improve
    next webinar hosted by your group




Society of Toxicology   Postdoctoral Assembly
           Contact Information



  • Please feel free to contact us as you develop
    future SAC and PDA webinars

     • Lauren: Aleksunes@eohsi.rutgers.edu
     • Alison: AHarrill@thehamner.org




Society of Toxicology   Postdoctoral Assembly
           Questions?

Society of Toxicology   Postdoctoral Assembly
Society of Toxicology
  Postdoctoral Assembly Web Seminar

How to Develop a Successful
Webinar


     Thank you for
     participating!!
       Please provide feedback on the survey


  The session recording will be available on the PDA Web site
Society of Toxicology                  Postdoctoral Assembly

				
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