Webinar Presenter Guide
Š Velg Training Version 1.0 October 2014
velgtraining.com
Disclaimer Velg Training has used its best endeavours to ensure that this document is correct and current at the time of publication, but does not give any warranty nor accept any liability in relation to the contents. If any law prohibits the exclusion of such liability, Velg Training limits its liability to the extent permitted by law.
Acknowledgements In creating these materials, Velg Training would like to recognise the following creative people as contributors to the development of this resource. •
Roger Courville 1080 Group, LLC roger@1080group.com
Credits Extracts from, or references to, the following publications have been used to develop this resource tool. •
The Virtual Presenter
Enquiries The Copyright Act 1968 (Commonwealth) protects this material. Requests and enquiries concerning this material should be directed in writing to: Velg Training Chief Executive Officer 1/52 Jeffcott Street, Wavell Heights Q 4012 Velg Training – Webinar Presenter Guide - Version 1.0 October 2014
Table of Contents Disclaimer .................................................................................................................... 2 Acknowledgements ....................................................................................................... 2 Credits ......................................................................................................................... 2 Enquiries ...................................................................................................................... 2 Velg Training Webinar Program ...................................................................................... 4 How do I test my system? ............................................................................................. 4 What equipment do I need? ........................................................................................... 4 What are the system requirements for running GoToTraining? .......................................... 5 Windows ................................................................................................................... 5 Mac .......................................................................................................................... 5 Audio Checklist ............................................................................................................. 6 Listed in order from best quality to poor quality ........................................................... 6 How do I log on to the live session? ............................................................................... 7 When should I log on to the session? .......................................................................... 8 What should I see displayed on my screen? ................................................................. 8 How do I select and test my Mic & Speakers? .................................................................10 Windows ..................................................................................................................10 My mic & speakers aren’t working, what should I do? .....................................................11 What do the options on the control panel mean? ............................................................13 Sightboard ..................................................................................................................14 What should my screen look like? ..................................................................................14
Velg Training Webinar Program Velg Training has a small team that are responsible for helping you execute a webinar. Now that you have signed up to present an online session here is the basic information you need to execute your webinar. There are two roles played throughout each webinar. You may find the Velg Training webinar team playing more than one role. The facilitator coordinates the webinar ensuring the event is setup on both GoToTraining and Velg Training’s website. Additionally, the facilitator is the virtual emcee who delivers both the welcoming and closing remarks. The facilitator also helps monitor and manage the question pane. The producers also help manage and monitor the question pane. This is Velg Training’s role. The presenter is the speaker delivering the content of the webinar. This is your role. Velg Training’s webinar team will continually be working behind the scenes to ensure that your live session will run as smoothly as possible.
How do I test my system? A Velg Training staff member will be in contact with you a week prior to you online session to organise a test webinar the week of your live session. When attending a test webinar with a Velg Training staff member we highly recommend that you use the computer of laptop you will be presenting you live session from to ensure that the software is available to working. Throughout the duration of your test webinar with a Velg Training staff member, they will practice handing over presenter controls to ensure that you are able to effectively accept these and navigate easily through your PowerPoint slides. Velg Training recommends that when attending your test webinar you should use the same audio setup that you will use while presenting the live session.
What equipment do I need? All you need to start using GoToTraining/GoToWebinar are the following: •
Windows or Mac computer
•
Internet connection (broadband is best)
•
Microphone and speakers (built-in or USB headset) OR Telephone
Most computers have built-in microphones and speakers, but you will get much better audio quality if you use a headset or handset. You can also make calls on your landline or mobile device.
What are the system requirements for running GoToTraining? Please check to see that you meet the minimum system requirements and that you have the equipment you need before downloading the latest version of GoToTraining. Windows Operating system
Windows 8 Windows 7 Windows Vista Windows XP Windows 2003 Server
Processor
2.4GHz or more
RAM
2GB or more
Internet
DSL or better
Bandwidth
700Kbps or more for simultaneous screen sharing, video and audio conferencing
Browser
Internet Explorer® 7.0 or newer Mozilla® Firefox® 4.0 or newer Google Chrome™ 5.0 or newer
Additional software
JavaScript™
Mac Operating system
Mac OS® X 10.6 (Snow Leopard®) Mac OS® X 10.7 (Lion®) Mac OS® X 10.8 (Mountain Lion®)
Processor
2.4GHz Intel processor (Core 2 Duo)
RAM
1GB
Internet
DSL or better
Bandwidth Browser
700Kbps or more for simultaneous screen sharing, video and audio conferencing Safari® 3.0 or newer Mozilla® Firefox® 4.0 or newer Google Chrome™ 5.0 or newer
Additional software
JavaScript™
Audio Checklist Velg Training highly recommends using the mic & speaker’s option when presenting a webinar as this provides solid sound quality. When using Mic & Speakers, the audio quality can vary based on your audio software, hardware manufacturer and operating system. We recommend the following audio hardware in order from best quality to worst quality. Listed in order from best quality to poor quality USB* headset connected to your computer Headphones and USB
Best
microphone connected to your computer Analogue** headset connected to computer Headphones and analogue
Good
microphone connected to your computer External speakers and analogue microphone Laptop built-in microphone and speakers External speakers and USB webcam microphone
*USB Cable
Poor
Poor
** Analogue Cable
How do I log on to the live session? A Velg Training staff member will register your seat. You will be sent a confirmation email from Citrix Online. Your confirmation email gives you the opportunity to save the date and time in your calendar for ease of access. Simply click on ‘Add to calendar’.
There are three simple ways that you can join a Velg Training webinar. The first being joining the training session from your confirmation email: 1. Open the confirmation email. 2. Click the link to ‘Join’. 3. If prompted, click Yes, Grant or Trust to accept the download. The second option is to join the session from your calendar reservation: 1. Open your calendar. 2. In the GoToTraining invite, click the GoToTraining link (or Join) at the scheduled time of the bbtraining session
Finally, you are also able to attend the session from the web: 1. Type www.jointraining.com in your browser's address bar. 2. Click Enter. 3. On the Join the Training page, enter the Training ID and your email address. 4. Click Continue. When should I log on to the session? Velg Training will launch the live session at least twenty minutes before the commencement of your live session. We recommend that you log on to the webinar 15-20 minutes prior to the session starting. Once a Velg Training staff member has registered, you must use the unique URL provided in your confirmation email to download and launch the GoToTraining application. You are able to install this by simply clicking ‘run’. The software will then load through and open Citrix automatically.
What should I see displayed on my screen? When you log on to present your live session, you should be able to see you control panel on the right hand side of your screen as well as the GoToTraining Viewer.
If you log on to the session too early your screen might display ‘waiting for organiser’, once a Velg Training staff member logs on, this will load through automatically.
How do I select and test my Mic & Speakers? Windows Once you have launched the live session and are able to see the control panel, under the audio pane, select the ‘mic & speakers’ option.
To configure and test your audio hardware, select ‘Sound Check’. A new panel will now open allowing you to test your mic & speakers buy simply speaking.
You will know that whether your mic & speakers are working as the bar will turn green when you are talking. Note: Advanced audio settings are automatically adjusted. We recommend you keep the advanced options checked. If you uncheck the advanced options, you must manually configure your audio settings through Windows Sounds and Audio Devices. If your
attendees cannot understand you because your voice is distorted, try to uncheck "Microphone boost." Once you have verified that your mic & speakers are working, you just need to close the window. Mac If you are presenting your live session via a Mac computer, please keep in mind that you are only able to select your audio device in-session only. Both input and output devices connected to your computer are automatically detected upon the session launching. Similar to Windows, in order to test your mic & speakers open the audio pane on your control panel. If your mic & speakers are correctly connected, you should see the sound meter on your control panel light up green while you are talking. If your audio sound meter does not light up green, click the mic & speakers icons in the audio pane. A drop-down menu should than appear. •
Microphone – to test your mic, speak into your microphone, if the bar does not light up green select a different device from your drop down and try again.
•
Speakers – to test your speakers, the sound meter should light up green and you should be able to hear a song being played, if the meter does not light up green, select another option from your drop down.
My mic & speakers aren’t working, what should I do? If you are unable to get your mic & speakers to work, you are also able to dial in via telephone.
Firstly you need to dial the number provided in the live session; once you have done this a voice will prompt you to enter in your access code followed by your audio pin. Please keep in mind that all webinar sessions have different telephone dial in details. The following telephone audio displays will outline whether you are successful connected. Telephone Audio Unmuted by default. Can mute/unmute yourself via the control panel Muted Muted – did not enter Audio Pin. Audio Pin is displayed in the audio pane.
What do the options on the control panel mean? You will notice your control panel on the right-hand side of your screen; your control panel allows you to interact with your audience in a range of different ways. A Velg Training staff member will run you through the control panel in your test webinar; however, here are the basic controls for ease of access:
a b
c d e f
g h
i
Key
Tool
Sample use
A
Screen sharing
B
Stop screen sharing
C
Annotation
Highlight important words and draw on the screen.
D
Webcam
Allows you to show your face while communicating.
E
Raise your hand
Ask yes/no or agree/disagree questions.
F
Audio
G
Material distribution
Offer handouts and other paper-based resources.
H
Poll
Ask questions to invite the participants to respond.
H
Test
Check for knowledge transfer
I
Chat
Encourage dialogue between participants.
Share slides, software programs or websites with participants. Share slides, software programs or websites with participants.
Allow verbal responses from participants and encourage open dialogue.
Sightboard GoToTraining is currently doing some testing with a new interactive tool called ‘Sightboard’. Sightboard allows you to share a whiteboard via your webcam. Sightboard is an instrument of a collaborative session. Like any other tool sightboard can be extremely useful if you think ahead. If you would like further information please watch the Citrix YouTube clip here.
What should my screen look like? Velg Training recommends presenting your live webinar with two computer screens. This would allow you to have your PowerPoint open on one screen and GoToTraining open on the other. If you are working with two screens, ensure that you audience view and chat panes are undocked from your control panel.