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Ahead of the event
- Use a timed schedule to help you keep to time.
- Decide how you will present slides, if using PowerPoint. Upload your PowerPoint presentation to Teams, if you want to present using PowerPoint365. This will mean you’ll be able to see the chat and participants, but will not be able to use some features of PowerPoint such as transitions and animations.
- After sending meeting invitations, you might want to change the attendee roles options to prevent attendees from being able to present, record, etc; and to choose whether they can join automatically or need to be admitted.
- If your session is part of the Doctoral Skills Programme and you haven't received the link by the day before, contact Sabrina or Angela.
- Prepare a feedback survey using LibWiard and ensure you have the URL or shortened URL ready.
During set-up time
- Check all settings are as intended, e.g. chat, mute, annotation, permissions, etc.
- Ensure any tabs you want to share are open and ready,and have a list of URLs you wish to share ready to paste in, including feedback survey URL.
- Make sure you have turned off any pop-up notifications (e.g. Outlook, Teams), especially if you intend to share screens.
- If you intend to introduce yourself on camera, check the lighting and your background is appropriate. Note that using the camera uses a lot of bandwidth; sometimes it's appropriate to introduce yourself on camera but the switch it off.
- Display a title slide that includes instructions for attendees regarding checking their audio is working.
- Speak regularly during the 15 minutes prior to session start time, advising the session will start at the scheduled time and this is an opportunity for attendees to check their audio is working.
- Welcome participants as they arrive – this helps people to feel acknowledged and they will be more likely to join in
Welcome and housekeeping
- Introduce yourself and welcome,
- If applicable, explain session is being recorded – Start recording
- Before we get started, some housekeeping (adapt as necessary depending on format of session; include that you may not be able to troubleshoot technical issues within the session.)
- If you are using chat for questions, inform attendees:
- Attendees are muted and have cameras disabled. Please do ask questions using the chat (explain where that is). (Where time allows) I will then ask the speakers those questions at appropriate times / the end of their session, or if we are tight for time we’ll continue with the next presentation and the speakers will review the chat and answer your questions in the chat.
- (If necessary, if sharing a screen inform students that the presenter cannot see the chat but the facilitator can)
- When asking questions in the chat, please ensure the question makes sense as it stands alone so that it can be answered at the end. E.g. if you just say ‘can you tell us more about that?’ we don’t know what the ‘that’ is, so indicate which presentation you are referring to if necessary and give the context of the question.
- Inform attendees that they will see the slides on the screen. If they find the slides a bit small it is possible to zoom in :
- Pinch in or out on your trackpad
- Use the keyboard shortcuts Control + Plus sign and Control + Minus sign
- Hold the Control key and scroll with your mouse
- If allowing audio:, ask attendees to ensure they are on mute unless they are speaking.
- Trainer’s assistant should note who attended (if not recording) for completing attendance in LibCal. If people have joined using guest link they might want to remain anonymous and can be recorded in LibCal anonymously.
- If using other resources for interactivity e.g. padlet, say that you will explain how to use these at the time
- For each activity, state duration / timings.
- Share any links by copying and pasting into chat so people can click on them, as long as this will not distract them from the session.
End of session
- Thank speakers and attendees.
- Explain what to do if people have questions after the event.
- [if recording] Recording will be available shortly – takes a bit of time to render but should be there later today.(check status of automatic upload to Stream at UCL) Recording will not be available to guests automatically.
- Slides will also be available on Moodle.
- Share Inkpath code, if applicable.
- You will receive a link to an online feedback form. We’d be very grateful if you could fill that in as it really helps us to inform future events. OR optionally provide a link to the feedback form in the chat and ask people to fill it out
- Thank again.
- Stop the recording.
After the session has ended
- Reflect on how the session went, ideally with your co-facilitator, to inform your future session design and delivery.
- Record attendance in LibCal (for scheduled sessions) or in your own record (for sessions delivered for academic programmes or other user groups). For sessions as part of our scheduled programme, the attendance figure should be entered in LibCal by the trainer or their LibCal administrator. See Teams attendance figures.
- If you wish to contact attendees after the event for example with any training material see contacting attendees after the event. A follow-up email is recommended, to include:
- Thanking participants for attending;
- Circulating post-course materials or links shared in the session or for further information or contacts;
- A link to the feedback form, asking anyone who did not complete it in the session to please complete it now.
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