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When I work as a producer for Lightbulb Moment I always have some documents to help assist me whilst live and in the flow.
I always have this open on my second screen or if I only have one screen, ready to 'Alt-Tab' to. It is effectively multiple tables in Word. I use an icon to represent a tool or something in the platform regarding the tech, then a section that will generally explain how to use that tool or the technology.
For example one of the first things I will do in any new platform or update to a platform is to check how to connect audio devices. In my producer document I will then take a screen shot of what it looks for my quick reference icon, and then in the shortest possible language how to do whatever it is I would need the attendee to do. From now on, in a live session, if an attendee has an issue I can now just quickly copy and paste into to chat to resovle the issue.
I also do this for the tools. Primarily the interaction tools that attendees will be using, just like the example below:
Example for raise hand in Teams
Common questions document
This is a Word document with answers to the most commonly asked questions. I get asked a lot about hardware, how to produce sessions, basic faciltation questions, platform questions and the list goes on.
I have started to populate a Word document with these most common answers. In categories and with hyperlinks in the contents page so that I can quickly navigate to appropriate answers and copy and paste them into chat.
I initially only used this document on webinars rather than virtual classroom sessions but as I have included more and more about: facilitation; design; digital body language; and so on, I have started to include having this ready to go in all sessions I am producing.
It might seem over engineered but when you are a sole producer on a webinar with a busy chat window, the ability to quickly copy and paste good answers and then jump onto the next question or still provide support to your facilitator can make a huge difference!
The attendees are getting the answers they want, not short quick comments from you in chat. The facilitator is not feeling left alone as you type long answers into chat and then neglect their needs or the support you should be providing them.
Producer documents - where to start?
I highly recommend that if you don't have a Producer document you start creating one! This is the priority I go through when I start a new document for a platform.
This is my starting point with a producer document. If you said to me tomorrow I will be producing in a platform I have never used before. Today I would be loaded into the platform with my main computer and my laptop (checking differences between host view and attendee view. The document needs to be written for the attendee view). I would be going through each of the above bullet points and creating my document ready for the session.
As I would use the platform more, I would then include extra details, things that come up often in that specific platform. For example I found many people in Zoom did not understand full screen vs maximised. I put a little section explaining this in. Each Producer document will have nuances for each platform you use.
My common questions document started by simply copy and pasting my answers in webinars into the Word document. I realised I was typing really good answers to really good questions and that I kept typing the same answers over and over! I simply started to keeping them in a document and as it grew I included a contents page and hyperlinks.
Going forward - my ideas
My intent is to start having common question documents sepcific to courses we run. This way I will be ready to quickly assist with better and specific answers for the relevant topic. I can also work with my facilitator to make sure the answers provided are accurate and on message.
I was thinking of designing an Excel document that is linked to our faciltator guides. I would then keep track of engagement through each interaction/activity and be able to provide live data to the facilitator in the session whilst also being able to review afterwards which attendees where engaged or not.
What is the Community thinking!?!?
I have shared what I currently do and am thinking about working towards. I would love to hear from you!
What do you that works for you?
What tips and advice could I use or other Community members to help them produce sessions?
What ideas do you have for the future?
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15th April, 3pm UK
How to improve your virtual classroom, with Speexx
20th April, 5.30pm to 7pm UK
Zooming to the future: what's next for virtual classrooms? with CIPD Manchester Branch