WebEx Facilitator and Producer Guide
Contents
1. 12 Annex A WebEx Manual Aw Content Reference Objective 4 Allow participants to express their thoughts and opinions on Wea the session Address any pending comments or Betis information Outcome Script d like to wrap up today by giving you a minute to think about what you ve learned in the last time We call this an a ha An a ha is your first reaction to the session It can be positive negative or emotional lt may relate to the content the technology the organization or your own experience Task Allow 1 minute Choose 3 4 participants to ask questions about their a ha Thank you for sharing you re a ha s This allows us to consider how we can improve this and future sessions Does anyone have any questions or comments before we sign off All session content has been covered Participants express pleasure in participating in the session Task Type in chat Thank you for your active participation today and please remember to take the evaluation included in your invitation email 13 Annex A WebEx Manual 142. s session I will go into more detail about each feature once we get started Annex A WebEx Manual CN Content Reference Objective A a ha Facilitator welcomes all and invites participants to introduce themselves Welcome amp Introduction 5 minutes Outcome All participants have introduced themselves and Facilitator has welcomed all Script Speaks first ask Let me first Thank you for coming and welcome vou to insert session name Ensure that participants can hear and be heard via the phone line I m insert name and title and I will be your Ensure participants can open and print facilitator today session documents I m joined by insert Producers name who will be assisting me and you during today s session Script speaks when invited bv Facilitator Insert producers name would vou like to sav i i i a few words Welcome if at any time during the session you experience technical or logistical problems Great Thank you Producers name send me a private message in chat I m going to go down the participants list and n Task ask vou to tell us vour name location and role Tvpe in chat write me herel 11 start with Task Once evervone has introduced themselves move onto next slide Annex A WebEx Manual Objective J Content Reference l x i 4 Provide a general overview of session Identify the length of the session and what participant
3. a co presenter for specific sections of the session Session Description When scheduling your WebEx session you will be given the option to include a Session Description A Session Description is a short statement written to inform the participant of the session subject matter approach and delivery It is not meant to be a marketing tool or course syllabus You should consider the session objectives as you write the session description The session description should state the topic of the session without repeating the title identify any preferences restrictions or prerequisites of participants When writing the session description use descriptive phrases and fragmented sentences to provide a general overview of the session content Avoid using vague or repetitive words Identify that the session is delivered on line and if participants will require any special connectivity functions such as a camera etc Session Content When developing your session content and participant pre session information if applicable it is important to ensure content accuracy and appropriateness To ensure appropriate content and degree of participant interactivity you must first consult with the MFSP Europe Regional Manager The MFSP Europe Regional Manager will review your session content and provide you with recommendations and guidance on further developing and delivering your session Session Disclaimer The following disclaimer is to be added to the beg
4. Annex A WebEx Manual SERVICES PROGRAM SE MFSP WebEx Facilitator and Producer Guide Canada Annex A WebEx Manual About the Guide This Facilitator and Producer Guide have been developed to provide assistant to individuals delivering an MFSP Europe on line WebEx session The Guide is designed to use in collaboration with the MFSP Europe WebEx User Manual The Guide provides recommendations on the set up of an MFSP WebEx session and includes a template to assist in organizing the delivery of the session content It is assumed that the session content has already been developed using the MFSP Europe power point presentation template and a session has already been scheduled as described in section 3 of the MFSP Europe WebEx User Manual Facilitator Role The Facilitators role is to guide and manage the session inviting attendee participation and ensuring the session objectives are met and that desired outcomes are achieved The Facilitator may be a sole or co presenter The facilitator handles the practicalities and logistics of the session including reserving a WebEx session date and time Producer Role The Producers role is to assist the Facilitator and other presenters with the technical and logistical functions of the session In addition the Producer ensures that outcomes actions and questions are properly recorded and actioned and appropriately dealt with during and after the session as required The Producer may be asked to be
5. atures 1l introduce to you the Participant s Panel the features that make up the interactive environment including the feedback icons and then we will review the whiteboard and its features You ll have a chance to try out the tools On the top right of your screen you will see a list of participants This allows you to look Task around the room to see who is there Use your pointer to indicate the panel is to the right side of their screen Beneath the list of names you ll see a row of icons A 4 As features are identified on the screen use your pointer to bring attention to them Annex A WebEx Manual Script continued Locate the hand raise icon and raise your hand if you wish it were Saturday You may raise your hand at any time you have a question or wish to interject your own thoughts and experiences during today s session Next to the hand icon are a green check and a red x We use these to indicate yes or no Please let me know if you enjoyed your dinner last night by clicking the green check for yes or the red x for no Finally a little further to the right you ll see a smiley face emoticon and a drop down arrow associated with it You can express your emotions by choosing one of the emoticons Why don t you choose one now Did anyone see the coffee cup Stuff happens and sometimes you have to walk away from the computer It s important that you let the facilitator kn
6. inning of all session content The Europe Military Family Services Program MFSP operates this WebEx site in accordance with Terms of Service with Cisco WebEx The recordings on this MFSP Europe WebEx site are intended for the use of Canadian Forces members and their families The information compiled and presented in recordings on the MFSP Europe WebEx site is for general information purposes only Reasonable effort has been made to prepare accurate and useful information for viewers Neither the MFSP Europe nor Annex A WebEx Manual Military Family Resource Centres MFRC will accept any damages or liability arising from the use of any of the services or organizations listed referenced or linked within any of the recordings posted on this site Any links to external sites within the recordings are provided for information purposes only and do not constitute endorsement express or implied by the MFSP Europe or MFRC s It is each individual s responsibility to research the information and resources given to assess their suitability Post Session Evaluation When scheduling your WebEx session you will be given the option to include session materials This is a great way to allow you to encourage the participants to complete a Post Session Evaluation It presents you with an opportunity to gather feedback from participants quickly and easily Post Session Evaluations lets you know immediately what worked and what didn t provides you with i
7. nformation to improve current programming and to consider when developing future programs shows participants and stakeholders that you value their input and are committed to improving programs and services and allows you to gather information important to the MFSP accountability reporting For additional information on adding a Post Session Evaluation session materials refer to section 3 of the MFSP Europe WebEx User Manual Pre Session Checklist A pre session checklist is of use to a novice or experienced facilitator to identify key elements to design and deliver an effective session The pre session checklist should include at a minimum Review and familiarize yourself with session content Review the MFSP WebEx User Manual Participate in Staff Introduction to WebEx session if first time hosting a WebEx session Review and prepare the Facilitator and Producer Guide Schedule session and invite attendees and presenters Sign in to the session at least 45 minutes prior to the official start time Identify and confirm participants Ensure the Host has granted all attendee privileges to participants Load session slides materials Session Overview Template The Session Overview Template is a quick reference tool designed to assist you in outlining your session objectives and the time required to deliver the information The 6 pre filled templates listed below should be core elements of your MFSP WebEx session overview and form pa
8. ow that you are away Otherwise if call on you and you don t answer I will think that there is something wrong with the technology and insert producer name will get involved to help fix the problem 10 Annex A WebEx Manual Script continued Great Those are just a few ways that we see your body language when in the online classroom Now d like you to look in the lower right corner of your monitor Here is another tool we use It s the chat feature You had a chance to play around with the chat when you first joined the session so won t spend too much time explaining it other than it works much like instant messaging You ll see that insert producer name has posed a question in chat Please reply in the chat area To do this Task Send achat asking What did you have for dinner last night Task Explain Send To must be set to All Participants Make a comment or two about what participant s have written 11 Annex A WebEx Manual Content Reference Objective Identify objective of the information being presented Be sure to use the Identify time MFSP Europe required to standard deliver presentation P information template Outcome Identify desired outcome of the information being presented Outline Facilitator role content delivery and Outline Producer role content delivery and script as in previous slides script as in previous slides
9. rt of your MFSP WebEx session content Additional templates identifying the session content directly related to the session topic can be added as required The pre filled templates include suggested scripts along with content reference taken from the standard MFSP Europe WebEx presentation template Annex A WebEx Manual a Content Reference Objective ma ma To inform participants of the MFSP Europe and MFRC s a 4 ee 111 release of liability 15 minutes prior to start of session Outcome All participants are made aware of the disclaimer Task Annex A WebEx Manual CN Content Reference Objective ha The pre session warm up will allow vou to confirm Hi participants have joined the session and to keep them TO AA engaged while vou are waiting for others to join and to start 1o ie p es the session prior to start of session p L Outcome m All participants have joined the session and have been granted appropriate attendee privileges Script Task Welcome and thank you for joining early ae Ensure that participants can hear and be d like to draw your attention to the chat heard via the phone line feature Please feel free to chat amongst each Ensure participants can open and print other and check out the other tools under the session documents participant s panel while we wait for others to Ensure participants have been granted the join us appropriate attendee privileges for this
10. s can expect to learn Agenda Objectives E Ground Rules 3 minutes WebEx Tools amp On line Environment Explore WebEx tools and Whiteboard Session Content Wrap up Outcome Participants are aware of the session topic and what they can expect to take away from the session Script We ll spend the next discussing insert session topic But before we get into that I m going to spend the next minutes covering session ground rules and exploring the WebEx environment and tools including the whiteboard And at the end of today session we ll take a few minutes to reflect back on what we ve learned Does anyone have any questions before we get started U NA Annex A WebEx Manual J Content Reference Ground Rules Turn off emails phon ay other 5 minutes Script speaks first Ground rules set the platform for a positive on line experience for all and ensure everyone is aware of what s expected of them I ve chosen some ground rules for today s session Please read through them and use the green check mark to let me know you agree with them Task Clear all check marks with the feedback eraser under the participant list Script after Producer reminds to use green check Does anyone have any other ground rule they feel should be added Please raise your hand if you do Task Choose participant suggested ground rules and discuss Script Thank yo
11. u all for Understanding the online learning ground rules is important to ensure a positive experience for all Outcome All participants agree to the ground rules Objective Help to ensure a positive experience for the participants and allowing them to begin to engage verbally Demonstrate your role as the Facilitator rather than a lecturer or presenter Task Use your pointer tool to indicate the general area of the check mark f after 30 seconds not all participants have checked say Script speaks second Almost everyone has indicated they are done reading the slide Remember to give us a green check when you are through Task Use your pointer tool to indicate the general area of the hand icon Following the Facilitator cues add additional ground rules as suggested by participant Annex A WebEx Manual AEN Content Reference Objective l ar 4 To explain how to use the basic communication features of WebEx and give participants an opportunity to practice WebEx Tools amp On line Environment 10 minutes Outcome Participants have had a chance to explore the tools and feel comfortable doing so wal Script As you can imagine in the online environment there is a lack of body language however there are plenty of tools in the virtual class that can help replace it l am going to take the next 10 minutes to explain in more detail the most common used WebEx tools and fe
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