Online Training Best Practices - MS Teams & Webex

Using 2 monitors:
A real advantage.

When delivering a training session, it is highly recommended to use 2 monitors (the laptop screen -referred to here as screen 1- and a connected external monitor -referred to here as screen 2 - "the training screen"):

• The Browser and PowerPoint are delivered via screen 2;
• The chat session and participant lists are moved over to screen 1.

In this setup, it is recommended to only share screen 2 ("the training screen") with participants.

Use the following method to share screen 2 in Cisco Webex:

If you do not have access to another monitor, refer to the "Single screen setup" section.

Alternative setup - sharing an App

If you do not have access to another monitor, consider sharing an application instead of sharing your screen. You may for instance only share your PowerPoint application and Browser.

 

Sharing multimedia with your audience

If a YouTube video needs to be shared during the presentation you would need to re-share screen 2 using the “Optimize for motion and video” option. The “share your computer audio” box should also be checked.

Note that using this option consumes more bandwidth hence once you have finished sharing your video you should switch back to the default share option.

Internet Quality

Participants connect to the training sessions using various Internet access options (cable, DSL, wireless, etc.). The quality of the Internet connection on their end can affect the session’s overall experience. These factors are largely out of our control.

However, we can provide some Internet access tips in our invitations.

I tend to add the following references in my invites:
 

Internet connection quality:

Be sure to have a good Internet connection. If using home WiFi, reduce the number of simultaneous users and be sure to be located within proximity of your home router.

Refer to the following article for additional support:

• https://www.mcgill.ca/it/article/tips-and-tricks/wi-fi-and-router-tips-improve-your-internet-connection

Note that running the McGill VPN can diminish your bandwidth and connection speed. If it’s not required in your training context, consider turning it off during the session.

Audio Setup

Some participants will occasionally have trouble accessing the session’s audio feed. If a participant does not have a laptop for instance, they may not have a Mic connected to their home computer.

This problem can easily be addressed by pointing out that they can join by “calling-in”. Each Webex invite, for instance, includes toll-free numbers that participants can call. They would then enter the meeting code to access the audio feed via their cell phone or landline.  

Hardware considerations

Using the default Mic on the laptop is not optimal. It will work but the sound quality is likely to be poor as if the speaker levels are high, it can create echo or other interference. Ideally participants should have a proper headset (with built-in noise cancellation) connected to their laptops.

Hands-on Exercises

To simplify the online delivery process, try to build the exercises into your PowerPoint as much as possible. You then only need to worry about sharing the Browser and the PowerPoint.

Monitoring the Chat and Participant List

While delivering the session, you should always have the class chat session open. Some participants might not be willing to share their Mics but will interact with you via the chat session.

You should also monitor the participant list: Webcams (if they're on) for none verbal feedback; raised hands and/or feedback gestures.

Raising your hand

Participants can easily "raise their hand" in a virtual setting. This feature mimics the classroom student concept we are all used to.

For advanced features such as Polling, refer to the Advanced Interactions & Resources section.

Using the Built-in Laser Pointer

The little known PowerPoint laser pointer can be used to successfully mimic the use of a traditional laser pointer in the classroom.

Using the Zoom Feature

Emphasize important elements within your presentation by adding a Zoom effect to crucial slides.

This feature could for instance be used to enhance the visibility of an element within a process map image.

Webex Polling

The Webex polling feature can be used to elicit a response from your audience. In a McGill website development session, for instance, it could be used to gather training requirements at the beginning of the session.

Possible polling questions:

• Does your site need to be bilingual?
• Which feature are you most interested in?

It could also be used in a formative evaluation context in the form of a mini-quiz to test comprehension.

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MS Teams participant screen-share

If your group is relatively small or if you are doing a one-on-one consultation, you can request the participant to share their screen with you.

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Upcoming features..

Microsoft and Cisco are continuously upgrading their products. New features are rolled out to various organizations including McGill. McGill evaluates these features and customizes the offerings where needed.

Webex and more recently MS Teams added the useful breakout rooms feature which allows you to "break out" participants into sub-groups. This is meant to mimic an in-class situation where the instructor divides up the class into groups of students that are to work together on a given project during the lecture and in between classes.

Keep an eye out for new features being rolled out in 2021..

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Additional Resources

1. MS Teams
    
   Documentation     Online Training
2. Cisco Webex
    
   Documentation     Online Training
3. Zoom

   Zoom is the official remote teaching tool for McGill academic courses.

   For an in-depth coverage of Zoom, refer to the Teaching and Learning Services (TLS) website.

   Zoom for Remote Teaching