Checklist for Facilitating Remote Viewers
Checklist for Facilitating
Remote Viewers
Last updated: 2/1/2017
This checklist can be used to enhance the experience for events with remote viewers using video conferencing technologies. (H.323 and desktop (Zoom))
To enhance the experience for all attendees, it is good practice to:
- Include onsite participants to have interaction with remote participants
- Engage the onsite speaker/presenter to have interaction with remote participants
- Engage remote participants with the content to provide an enhanced experience (beyond a webinar-type experience)
Use the document below to support facilitation of the distance learning opportunity
3 - 4 WEEKS PRIOR TO SESSION | ||
| Communicate with presenter that a remote site(s) will be offered. | ||
| Include in planning opportunity to engage remote participants. Should include backchannel/chat | ||
| Including in planning when reporting out from small group or individually work | ||
| Including in planning when requesting feedback to acknowledge remote participants | ||
| Advertise the session will be offered as a face to face and as a video conferencing | ||
| Presenter/Meeting leader shares content slides with local facilitators | ||
| Identify local facilitators for the meeting/training | ||
| Technology facilitator - observing and monitoring connection stays active | ||
| Meeting/training facilitator - trained user of desktop zoom to monitor chats and interaction, start breakout sessions, share content | ||
| Local “remote” participant facilitator (can be meeting facilitator, a person onsite that is participating as if remotely) - participate in small group and partner conversations with remote participants. Will be able to answer questions of remote participants for clarification. | ||
| Communicate with participants and presenter/leader connection information (Room ID) | ||
| Link to Zoom Rooms for ESUCC Presentations/Meetings - http://bit.ly/2kqSa4E | ||
| Include link to video conferencing etiquette in communication to participants and presenter/leader | ||
| Local technology facilitator schedules and completes a test call if needed | ||
15 - 30 MINUTES PRIOR TO SESSION | ||
| Local technology facilitator dials and connects to the video conferencing connection | ||
| Local technology and/or meeting facilitators have access to and practice sharing presenter content/slides with presenter if needed | ||
| Local meeting facilitator log into back channel (zoom chat, todays meet, etc.) | ||
| Local meeting facilitator log into video connection (zoom room, etc.) | ||
| Introduce self to remote participants as well as each other | ||
| Facilitator share about features for remote participants: chat, raising hand, muting audio/video, breakout rooms | ||
| Practice with remote participants entering and exiting from breakout rooms | ||
| Practice with remote participants using back channel if needed | ||
| Review video conferencing etiquette (link to video conferencing etiquette) | ||
| Local “remote” participant be available for introductions and training for remote participants | ||
| Log in to back channel (zoom chat, today’s meet, etc.) | ||
DURING SESSION | ||
| Local technology facilitator monitors the video conferencing connection throughout the entire session, including muting remote participants if necessary | ||
| Local meeting facilitator shares presenter slides if needed as well as monitors remote participants for questions and concerns through chats, back channel and hand raising features, starts breakout rooms when needed | ||
| Local “remote” participant shares chats and joins breakout opportunities | ||