The How To for Chapters to conduct successful Professional Development Webinars

Transcription

1 The How To for Chapters to conduct successful Professional Development Webinars PMI Region 5 20 March 2015 Kevin Roney, PMP Vice President Professional Development, PMI Washington DC Chapter kevin.roney@pmiwdc.org

2 Outline Assumptions Terms Objectives Background PD Webinar How To Webinar COA Planning Timeline Artifacts Quality Tips R5 Webinar Community of Practice Concept Summary Q&A 2

3 Assumptions Desire to conduct periodic one (1) hour professional development (PD) webinars for your membership. Desire for a step by step approach to successfully conducting a quality and repeatable PD webinar process. Desire for a minimal/no expense PD webinar program. Desire to leverage PMI webinar resource. 3

4 Terms Webinar: A seminar conducted over the Internet. (Oxford Dictionaries) Professional Development: the process of obtaining the skills, qualifications, and experience that allow you to make progress in your career. (MacMillian Dictionary) Course of Action: sequence of activates to follow to achieve an objective. Infrastructure: people, process, and tools needed to accomplish a sustained activity. Artifact: Tangle byproduct. Community of Practice: groups of people who share a concern or a passion for something they do and learn how to do it better as they interact regularly. ( 4

5 Objectives Discuss techniques to create a sustainable chapter webinar program adaptive to change in leadership. Present a course of action (CoA) for conducting a quality and repeatable chapter PD webinar. Offer artifacts for chapter leaders to quickly stand up a PD webinar program. Suggest an R5 community of practice for PD webinars to share tip, techniques, and presenters. 5

6 Background PMIWDC membership survey consistently indicates significant interest in professional development webinars. PMIWDC had previous webinar program but faded with leadership changes. We offer members a fee free resource for one (1) hour professional development on a periodic basis. Our mission is to create a minimal or no cost webinar infrastructure that is sustainable. In 2014 conducted 6 PD webinars reaching 996 members on topics of risk, schedule, agile, CMMI, and volunteerism. PMIWDC Webinar Team consist of Assistant Vice President Ingrid Peterson Host Joseph Kaiser Host Dennis Bahena 6

7 PD Webinar CoA Overall Planning Engage members on topics of interest. Define webinar schedule. Organize webinar Team. Plan for presenters Webinar Planning Request Webinar Room. Obtain Proposal. Complete Presenter Agreement. Obtain Room Schedule Practices Open Registration Practices Set up room Conduct Practice 1 Obtain draft presentation Conduct and Recorder Practice 2 Conduct Practice 3, if needed Webinar reminder Open room Test set up Start Webinar Engage Participants Conduct Q&A Thank participants Close session Close Out Download recording chat and poll results Upload materials to website for members 7

8 PD Webinar Planning Timeline Room Request Presenter Proposal Room Assignment Presenter Agreement Schedule Practices Open Registration Set Up Webinar Room Practice #1 Practice #2 Practice #3 90 Days 75 Days 75 Days 65 Days 60 Days 45 Days 35 Days 25 Days 15 Days 7 Days Webinar 7 Days Close Out 8

9 CoA Artifacts CoA Checklist Webinar Proposal Form (Presenter) Webinar Request Form Host Script Example Webinar Room Configuration 9

10 CoA Checklist Spreadsheet with 69 activities in 6 phases to track to create and present a quality webinar Leverages the experience from PMI Requirements Practice webinar leadership Mike Frenette Foundation for a repeatable process 10

11 Webinar Proposal Form Provided by the presenter to the chapter Utility A method for webinar leader to evaluate benefit of presentation to the PD community Provide content for webinar advertising 11

12 Webinar Request Form 3 page standard form to request a PMI webinar room. Submit room request form no earlier than 90 days before event, to webinarsupport@pmi.org PMI will respond within 48 hours acknowledging receipt of request and with 10 days with the room assignment (url address) Room sizes are available in 250, 500, and

13 Host Script Example Host manages the webinar and webinar room. They engage the participants prior to start of the webinar. Introduce the presenter. Filter and ask questions participant questions to the presenter. 13

14 Setting up Webinar Room Access Set room to Anyone who has the URL for the meeting can enter the room 1. Sets up so the Host doesn't need to accept each and every guest Entry 2. VoIP only 3. Only host and presenter have mic/speakin g capability 14

15 Setting up Webinar Room Standard layout Tailor the lobby rooms to your needs Three levels of privileges- Host, Presenter, Participant 3 Room Lobbies Q&A lobby is our holding room for webinar 15

16 Configure Q&A Lobby Room Add several Pods Polls, Note, Chat, and Share 16

17 Configure Q&A Lobby (cont) Layout may look like this Viewable to participants, host, and presenter Viewable only to Host and presenter Poll Poll Poll Note Poll Poll Share Chat Share 17

18 Q&A Lobby Room Pods Available 15 minutes prior to start of the presentation Polls Collect relevant chapter input Engages participants Share Reminder slide of webinar topic Background music to let participants hear something while they wait Note Inform participants of some reminder information (carried over to presentation layout) Chat Participants chat (carried over to the presentation layout) 18

19 Configure Presentation Lobby Layout may look like this Viewable to participants, host, and presenter Viewable only to Host and presenter 19

20 Quality Webinar Tips Webinar Team (Host and Presenter) should use VoIP to reduce complication and control communications. Microsoft OS Webinar Team Use IE when using VoIP. Firefox and Chrome does not integrate well with Adobe Connect plug-in. Apple OS Webinar Team Safari has been used 3 times with success. Webinar Team Use a headphone mic, don t rely on the computer s built in mic. Use a landline internet connection. Close all other programs to free up processer and network bandwidth. Have a back up plan or canned presentation in case a problem arises. Participants Volume level will vary and they will need to adjust on their end. Practices are essential Deal with real world problems that will happen during live event prepares the webinar team More you practice the better the quality. Figure on about 40-45% participation from those who register. 20

21 R5 Webinar Community of Practice A community of chapter webinar practitioners Provides Answers to how do I questions. Resource for potential presenters. Source of best practices and lessons learn. Potential R5 webinar library. Coordinate and collaborate on cross chapter webinars. Share resources to train, organize, and setup chapter PD webinar programs. If interested in creating a R5 webinar CoP me: kevin.roney@pmiwdc.org 21

22 Quick Tips Use a CoA Check list for tracking and managing webinar activities. Submit room request form no earlier than 90 days before event but no later than 45 days prior. Identify potential presenters no later than 60 days prior. Confirm presenter and finalize agreement with practice schedules no later than 45 days prior. Schedule 2 to 3 Practice Sessions Presenter Orientation Full Practice, recorded Additional Practice, if needed 22

23 Summary Recommended a way to create a sustainable chapter webinar program adaptive to changes in leadership. Presented a CoA checklist to conduct quality and repeatable chapter PD webinar. Showed artifacts that are available for chapter leaders to quickly stand up a PD webinar program. Presented idea for R5 community of practice for PD webinars practitioners. 23

24 Questions??? 24