Untangling the 'Web' in Webinar Oct 9 2010 - PMI by liuhongmei


									Untangling the ‘Web’ in Webinar

Joseph Fernandes
October 9, 2010
Taming the Webinar Monster

• Activate conference and enter
      room via Join link
• Upload content and set up
      pods/layout, link to Q&A pod
• Use AudioWizard to check audio
      settings; activate VoIP
• Upgrade participant, Synchronize
      navigation, Start recording
• Display Side bar, show pointer,
      Whiteboard Overlay...

October 9, 2010

Overview of Webinar Project
Approach and methodology followed
Planning for Webinar Subprojects
Implementation – Webinar Mechanics
Lessons learned, Best practices
Webinar Project Purpose & Background

• Project purpose: to successfully deliver 6 – 8 webinars
• Project timeline; April 2010 to March 2011
• My role: Service Delivery and Technology leader on GovCOP
   Council responsible for webinar coordination & delivery
• Stakeholders: > 2800 GovCOP subscribers (clients – globally
   located); Presenters; PMI Global; GovCOP Council
• Tool: Google Application PM Information System
Project Management Information System

October 9, 2010
My Project Management Approach

                           PMBOK methodology and

                           Within project lifecycle,
                           each webinar will be a
                           i.e. delivered bi-monthly

                           Process groups repeat for
                           each subproject, i.e.
                           Initiate, Plan, Execute,
                           Control & Close

October 9, 2010
My Experiences –
Planning for the Webinar Subprojects
• Some or all of knowledge areas are applied in each subproject:
• PM Integration
   – manage execution & controlling changes
   – Tools/techniques: Google PMIS, checklist
• Scope Management:
   – Solicit & confirm speakers, craft introduction, vet content
   – market and promote, obtain reports from PMI
   – manage technical mechanics (Adobe Connect, telecon, etc.)
• Time Management:
   – open the, monitor speaking and Q&A, close on time

• Cost Management:
   – Laptop, headphones
• Quality Management:
   – Poll & Survey
• HR Management:
   – Lead Support volunteers & PMI Global Operations
• Communications Management:
   – Presenter, volunteers - negotiate and set content, schedule
• Risk Management:
   – Assess impacts of timing of marketing, technology, etc.
Implementation– Webinar mechanics

• Request webinar and practice session (closed)
• Activate teleconference (access host code)
• Join Adobe room via site, upgrade permissions, test audio,
  communicate continuously
• Share files
• Link to Q&A pod, monitor questions
Schedule / Join webinar
Host & Presenter views
Implementation– Webinar mechanics

• Organize layouts, create poll pods in Presenter area
• Record session
• Introduce session, housekeeping, Presenter, PDUs
• Use Whiteboards, Break-out rooms, Icons; Take notes

• Develop Checklist (Integration)

• Develop Checklist (Integration)
Learning Resources

• PMI bi-weekly virtual meetings
• Brainshark videos: http://www.pmi.org/Help/vc_user/Default.htm
   – Webinar Basics, Teleconferencing and VOIP, Scheduling,
     Layout and Presentation
Marketing & Promotion

• Using site functionality:
    – Featured events
    – Spotlights
    – Newsletter
    – Discussions, community events, surveys, etc
• Impact of OS:
    – Vista/Windows 7

• Teleconference mechanics
    – Attendees muted (‘listen only’ mode)
• Webinar mechanics:
    – upload files
    – record webinar
    – change layouts
    – Link chat pod to Q&A pod
• Introduce topic, speaker, logistics (timing, virtual behavior)
       • PDU earnings; end-time, Qs & As
Teleconference Host Code

To get host code, best practice is to request it from VCA, otherwise:
Start Audio Conference and code displays on the Join Teleconference
screen in the Teleconference Info section
Set up and test audio devices

                       Advanced Settings:
                       Select half duplex (you talk, people listen) instead of full
                       duplex (where everyone speaks). This option prevents
                       participants from talking over each other.
                       Microphone volume and audio quality should use the
                       medium settings.
Invite participants

                      Webinar participants must
                      have Adobe Flash Player
                      version 8.0 or newer to
                      join the webinar.
Participant Management

 Set user

      A host can upgrade or downgrade participants to presenter or host roles.
      To do this, select the participant, click the upgrade icon, and select the
      new role for the participant.
Toggle Screen Size

                                    The host or presenter should
                                    select Enable Full Screen toggle
                                    so that participants can enlarge the
                                    screen as needed.

The participant should select Full Screen
to enlarge his or her view of the webinar.
Teleconference Issue            Cause                      Prevention                                         Remedy

                                                           Instruct meeting participants to direct            Ask all participants to stop talking f or a
Hold Music During the           Caused when a              incoming calls to voice mail. If they must         moment. The ‘Who’s Speaking’ indicator will
Conference                      participant places the     answer an incoming call, request they hang         identif y the culprit. You can then either mute
                                conf erence on hold.       up rather than placing the conf erence on hold.    the at-tendee or remove them f rom the call all

                                Caused by a mobile                                                            Ask all participants to stop talking f or a
                                phone in close             Instruct meeting participants to turn of f all     moment. The User Speaking indicator will
Loud pulsing noise              proximity to a caller’s    mobile devices bef ore attending, or to place      show the culprit. You can then either mute the
                                landline.                  their mobile devices away f rom the phone.         participant, or instruct them to move their
                                                                                                              mobile device away f rom the phone.

                                Common sources                                                                Use the Who’s Speaking indicator to show
                                include a bad              Avoid placing the phone to close to computer       which participant is active. You can then
Static noise                    connection or              power supply.                                      either mute this user, or ask them to dial in
                                interf erence f rom a                                                         f rom another phone.
                                power source.

                                An echo is caused
                                when the phone picks
                                up the computer audio
                                and rebroadcasts the       Suggest to all participants to either listen via
                                audio to the phone.        VoIP or by phone. Not both. If they are            Mute participant who is active when the echo
Echo                            Another common cause       listening via phone the participant(s) must        is heard. Remove additional instances of the
                                of an echo is when the     mute their computer speakers.                      same participant (i.e., Joe Smith2).
                                participant is logged in
                                to the same webinar
                                meeting more than

                                1) The user is too f ar
                                away f rom the             Instruct the user to speak clearly and directly
Speaker/Presenter cannot be     microphone.                into the microphone. It is always good to have     Highlight the user’s name in the participant
heard or their audio is faint   2) The volume setting      speakers/presenters dial in early to make sure     List and adjust their volume by selecting the
                                on the equipment is set    the audio is set up correctly.                     User Volume button.
                                too low or is muted.
                                3) Faulty equipment.                                                                       21
Using VOIP

•   About VOIP and VOIP tips
•   Audio Setup Wizard
•   Advanced Audio Settings
•   Start VOIP broadcasts
•   Open and close microphone rights for presenters and
•   Upgrading participants
About VOIP

•   VOIP uses the Internet to transmit audio.
•   Participants can use VOIP to listen to the webinar broadcast using
    headphones or computer speakers.
•   VOIP eliminates the need for participants to use conference call
    numbers. However, the Host must still start the teleconference on
    a phone in case not all participants use VOIP.
•   Use a plug-in network connection rather than wireless to be on the
    highest bandwidth connection

        Meeting participants with slower connection speeds may experience drop-offs
        or time delays when using VOIP. VOIP may not work with some Macs, older
        versions of Internet Explorer or low-bandwidth connections.
Start VOIP Broadcast

                       Select Allow.
                       The webinar is
                       use of your computer’s
                       microphone. It
                       will not install anything
                       on your computer
Record the Webinar

          A recording icon displays in the
             upper right corner of the
Share files
Show Presenter Only Areaa
Show Presentation Playbar

                     Host view

    t view
Show Pointer & Whiteboard


   Overlay &
Synchronized Navigation

Synchronization on by default - attendees see frame that presenter
Sync button to turn it off - attendees can move through presentations.
Controls for presentation playback appear at the right of the Share pod
End Webinar
Recommendations/Best Practices

• Contact VCA immediately after requesting webinar for
   teleconference host code – provide VCA participant code
• If recording a long webinar, decide if you want to record as a
   series of short segments instead.
• Avoid recording silence or background noise during
   intermissions and breaks.
• When you stop the recording for an intermission or break,
   announce that you are doing so in the recording.
Recommendations/Best Practices

• Upload files ahead of time
• Use a headset or external microphone for best voice clarity
• Use a speaker phone if on the teleconference and VOIP
• Avoid running other applications while participating in a webinar
• Run the Audio Setup Wizard prior to the start of the webinar to
   ensure audio settings are correct/tuned
• Use Push to Talk instead of Hands Free
• Optimize Room Bandwidth based on the lowest connection
   speed of the meeting participants

Before session:

□   Date, presenter (content, bio) confirmed, communicated to team
□   Webinars requested, PDU-earning information obtained, site checked to confirm
    webinar link, session promoted/marketed (newsletter, spotlight, etc.)
During session:
□   Teleconference moderator code received, dialled-in 45 min prior to start time
    using hands-free telephone before launching Adobe Connect, chat test with
    Presenter and PMI VCA (if present)
□   Adobe room joined through COP site, Audio Wizard to check audio settings;
    VoIP activated, tested/tuned with Presenter
□   File uploaded for sharing (including introduction/bio), Q&A pod linked, poll pods
    created, participants upgraded as required

During session (contd.)
□   Recording started, full screen enabled for attendees, time tracked
□   Ensured all attendees muted, introduction provided to them
□   Questions monitored in Q&A pod, put to Presenter at end
□   Recording stopped after evaluation excercise & thank-you
Post session
□   Adobe room exit exercise conducted (meeting ended, chat pods cleared,)
□   Obtain reports from PMI VCA (polls taken, attendance, etc.) for publishing

• Joseph Fernandes, Service Delivery & Technology Leader,
  Government Community of Practice
   – Joseph.fernandes@vcleader.pmi.org
• Check GovCOP site regularly:
   – http://government.vc.pmi.org/Webinars.aspx
   – Submit interest to deliver a webinar
• Knowledge Management , Communication & Membership:
   – Post/reply discussions, blogs, wikis
   – Submit articles, original stories for Magazine
   – Volunteer with GovCOP

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