Adapted from “The Live e-Learning Cookbook: Recipes for Success,” by Jim Hollahan, Al Gordon, Yatman Lai and Kathleen Barclay, Ph.D. Click here to order

You have an instructor – your subject matter expert (SME) – with critical information to convey. But she or he doesn’t have a clue about how to communicate in an online environment. How do you help him or her adapt the content and presentation to make it engaging, interactive and effective in the virtual classroom?

Step 1: Orient Your Speaker
The producer can start the virtual classroom orientation by conducting the first meeting with the SME in an online virtual classroom session. Here is a checklist for a typical first planning session:

• Discuss the outcome goal(s) for the session and provide the SME with an orientation to the virtual classroom. Take 10 minutes for the virtual classroom orientation and then go immediately into a review of the outcome goals and content slides.
  
  
• Review the slides to determine if the presentation needs to be adapted for the virtual classroom. Identify any handouts or materials that the SME recommends for distribution to participants.
  
  
• Plan interaction with participants throughout the presentation.
  
  
• Identify edits or slide changes needed. Check for slides with too much text (a good guideline is six words per line, six lines per slides).
  
  
• Use graphics for complex concepts.
  
  
• Use 30 to 35 slides for a 60 minute presentation.
  
  
• Demonstrate how annotations can be used to highlight or emphasize content during presentation.
  
  
• Develop six to eight polling questions.
  
  
• Try to find places in the presentation where the SME can have question and answer discussions with participants. Consider an interactive introduction at the beginning and five minutes of Q&A at about the 15 minute and 35 minute points of the agenda.
  
  
• Determine if virtual classroom features like web tours or application sharing will be used. Work out the script for these events—will the producer be responsible for operating the technology under the SME’s direction?
  
  
• Make your action plan and to do lists. You have completed your first work session.

Step 2: Set an Agenda
On the basis of this first meeting with the SME, the producer should be able to draft an agenda that includes:

• Action items with timelines
  
  
• Script with planned interactions (polls, discussion periods)
  
  
• Interactive classroom features selected for this class
  
  
• Slide revisions list
  
  
• List of handouts and associated materials.

Step 3: Go Into Production
Next you have to prepare and/or make modifications in the class material. You should be able to answer the following questions for a new instructor:

• Can you tell me more about how to plan my presentation in five-minute intervals?
  
  
• How long should the presentation be?
  
  
• What has to be done to convert existing content for the live virtual classroom?
  
  
• What do I have to consider when formatting slides for the virtual classroom whiteboard?
  
  
• How many slides should a typical presentation contain?
  
  
• What about class handouts or reference material?
  
  
• What about Student Learning Guides?
  

Step 4: Rehearse Everything
The second meeting with the SME is a full dress rehearsal for the virtual classroom session. Here’s a checklist for that rehearsal:

• Do a dress rehearsal of the class with a live audience – co-workers, friends, or a small sample of the target audience.
  
  
• Ask your SME to attend the rehearsal from the office and computer that will be used during the class so you can do a technical test of equipment and audio. If your SME is traveling, be sure that a pre-class technical check is scheduled from the location to be used on the day of the class.
  
  
• Coordinate the roles of the producer and the SME. The producer might host the start of the program and facilitate Q&A, while the SME focuses on the content and case study discussions. Decide who will handle tasks like slide annotation. The producer should operate special features like application sharing and web tours – all of which should be rehearsed and practiced so the SME will know what to expect.

Expect to make some modifications to your slides and the class plan following the rehearsal. It never fails—some things are not seen until you actually do the rehearsal.

Step 5: Meet Online Before Class
The SME and the producer need to meet online at least 30 minutes before the actual presentation to coordinate last minute details on the presentation, and make sure that the virtual classroom technology is working as expected.

No time to go through all the steps? Here’s a contingency plan.
With the speed of business today, there will be times when you are faced with a situation where your SME either does not have the time or will not make the time to prepare for a virtual class session. Here’s what you can do to make the best of it:

• Have a phone conversation with the SME at least two weeks in advance to confirm the schedule for the presentation and request a copy of any slides and materials. Try to schedule a rehearsal but, if that fails, get the SME’s commitment to join you in the virtual class session at least one hour prior to the class to go over a basic orientation to the virtual classroom environment.
  
  
• Confirm where the SME will be on the day of the class and work with a technical assistant at that location to ensure the SME’s audio and computer are properly configured and can successfully connect with the virtual classroom. Make no assumptions here. Do a full test connection to the classroom from the computer the SME will be using.
  
  
• Review the SME’s slides. Check the formatting of the slides. Add title slides and a slide with a picture of the SME, if available.
  
  
• Familiarize yourself with the content and be prepared to do slide annotations during the presentation. Without a virtual classroom orientation, you can’t expect the SME to operate these features..
  
  
• Define your producer role with the SME and be in charge of the introduction, managing questions and closing the presentation. Explain to the SME how participants will be able to ask questions by raising their hands or submitting questions in the chat.
  
  
• Determine one or two points in the presentation to insert a five-minute question and answer section and suggest these discussion points with the SME. Indicate that, as the producer, you will manage and facilitate the discussion, recognize participants who have raised their hand or are sharing questions that have come in through the chat.
  
  
• During the hour before the presentation, provide the SME with an orientation to the virtual environment. Try to make him or her as comfortable as possible. Focus on demonstrating only the classroom features that will be used for the class, nothing more.
  
  
• Finally, manage your expectations. Produce the best class you can given the circumstances. Discuss the importance of a rehearsal and advance planning with the SME after the class.
  
  

Author Jim Hollahan is president of Essential Solutions, Inc., Silver Spring, MD © Copyright 2003 Jim Hollahan. To purchase “The Live e-Learning Cookbook” click here.

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