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Learning Session Management
Elizabeth Sall edited this page Sep 2, 2020
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5 revisions
Learning Session Planning Stages
- Develop the event
- Add to website
- Create a Zoom event
- Add to Zephyr Admin calendar
- Develop content and flow
Zephyr Responsibilities
- Identify topic
- Identify Organizer who is responsible for execution of content
- Identify Admin who is responsible for execution of items in this list. The Admin must have some Zephyr admin privileges.
- Co-identify the other panelists and speakers.
Organizer Responsibilities
- Finalize event title.
- Identify co-organizers, panelists, speakers etc.
- Finalize the date/time and format (webinar vs meeting)
- Event description for website.
Zephyr Responsibilities
- Update
index.htmlso it is in list of events - Create an event markdown file in
/eventsfolder with description, title, date, time etc.
Zephyr Responsibilities
- Login to Zephyr Zoom account on web (credentials are in "tech" spreadsheet)
- Create either a meeting or webinar (depending on what you want)
- Add event description
- Add Zephyr logo
- Recommended settings: manually approve registration, automatically record, no waiting room
- Additional settings should be negotiated with event organizer and can be changed after the fact
Organizer Responsibilities
- Identify any additional questions you would like registrants to answer (i.e. advance questions, level of experience, etc)
Purpose: make sure board knows about it, it appears on organizer and panelists calendars, and it doesn't conflict with other things.
Zephyr Responsibilities
- Login to Zephyr Admin calendar
- Create an event and invite [email protected], organizers, and other panelists/presenters
- Add Zoom registration link and remind them to register themselves
Organizer Responsibilities
- Decide on a flow/organization/content for the session
- Communicate with panelists, presenters about expectations
- Create flyer
- Social media
- TMIP Listserv
- Zephyr Mailchimp Listserv
Zephyr Responsibilities
- Duplicate
TEMPLATE Learning Session Announcement - NAMEpresentation inZephyr Workforce Development/Learning Sessionsfolder and move to the appropriate session's folder. - Update text and save as PDF (for email) and PNG/JPG (for social media) to the event folder
Zephyr Responsibilities
- Post event flyer to Zephyr's Twitter, LinkedIn, and Slack
- MAKE SURE TO TAG RELEVANT PEOPLE AND ORGANIZATIONS so that people are more likely to see and pass it along
Organizer Responsibilities
- Cross promote event and encourage co-organizers and panelists to do the same.
Zephyr Responsibilities
- Post event PDF and an email summary to TMIP Listserv (TMIP.org)
Zephyr Responsibilities
- Copy a previous learning session "campaign" on mailchimp and update info before sending
- Develop pre/post standard slides
- Conduct a tech test
- Adjust Zoom settings based on tech test
- Setup event survey
- Write post-event email (if applicable)
- Registration approvals
- Livestream prep (if applicable)
Zephyr Responsibilities
- Duplicate
TEMPLATE Zephyr Learning Session Review - # survey form inZephyr Workforce Development/Learning Sessions` folder and move to the appropriate session's folder. - Edit name of the session in the survey
- Setup a short link (i.e. in http://bit.ly) for the survey such as
survey-learning-Xwhere X is the learning session number - Add organizer as a collaborator so they can see survey and responses
Organizer Responsibilities
- Identify any additional survey questions they would like to ask.
Zephyr Responsibilities
- Duplicate
TEMPLATE Pre-Post Slides - NAMEpresentation inZephyr Workforce Development/Learning Sessionsfolder and move to the appropriate session's folder. - Edit slides to have appropriate information, in consultation with Organizer including the survey short link.
- Add Organizer as an editor and send them the slides to incorporate.
Organizer Responsibilities
- Review and edit pre/post slides as necessary and incorporate them into the presentation materials
No later than 2 days before the session, hold a tech test in Zoom with the Organizer and if possible, all presenters. Things to cover during the meeting include:
- general zoom features,
- decisions about who will be responsible for what during the session (at least one person should be responsible for monitoring the chat box),
- confirm speaking order,
- determine any changes to the zoom settings and any things that could be set up in advance such as polls, breakout rooms, etc.
- make sure screen sharing works for people who will be presenting
- if have time, practice the presentations.
Zephyr Responsibilities
- Remind organizer about tech test
- Send calendar entry and zoom
- Attend
- Adjust zoom settings for real session based on tech test (i.e. polls, q&a availability, chat settings, etc.)
Organizer Responsibilities
- Identify a time for the tech test
- Attend
Should include links for:
- Zephyr listserv, twitter and slack
- Post-event survey
- Membership
- Next events
Zephyr Responsibilities
- Write email in zoom settings or in email otherwise
Organizer Responsibilities
- Suggest other things other than the above list to add
Zephyr Responsibilities
- Periodically until the event login to the admin zoom account and approve registrations according to agreed upon rules.
- Share registration status with organizer
Zephyr Responsibilities
- Make sure livestream is set up if registration is overflowing
- Send email to registrants notifying them of livestream if the meeting room is full
Note that if the event is set up as a webinar, it should automatically notify people who try to come in when it is full.
Zephyr Responsibilities
- Log in to zoom using the admin account
- Rename yourself from Rosella to your name
- Make all the presenters "co-hosts"
- Under "screen sharing" on the bottom, set it so that as many people can screen share as they want to
- Make sure you are recording (it should be default, but you can make sure in top left corner)
- Welcome everyone while you are waiting every few minutes and say that you will start at the top of the hour
- If not in a webinar, wrangle the muting...you can mute people who shouldn't be talking and if necessary "mute all"
- Boot people out who are rude or disrespectful
Organizer Responsibilities
- Post video
- Download Zoom event summaries
- Gather presentations
- Send post even email
- Review Survey Results
- Post event summary and materials on website
- Post summary to social media
Zephyr Responsibilities
- Login to ZephyrTransport YouTube (if you are not a manager, ask to be added)
- Add content by clicking the +video button in top right
- Drag/drop mp4
- Add title and event description same as on website
Zephyr Responsibilities
Get zoom registration and if applicable webinar report csvs and put into a google sheet on: Zephyr Workforce Development\learning sessions\XXXX
Organizer Responsibilities
- Send presentations to Zephyr Admin
Zephyr Responsibilities
- Put presentations in
Zephyr Workforce Development\learning sessions\XXXX
Zephyr Responsibilities
- Send email bcc to registrants (get emails from zoom event registration report)
Zephyr Responsibilities
- share with presenters/organizers.
- follow up and share additional actions from suggestions.
Zephyr Responsibilities
- remove registration links from
index.htmland event page in/eventsfolder - add links to presentations and video (if applicable) to event page
- modify event page text to include any useful links, graphics, or summaries
Organizer Responsibilities
- write key takeaways and next steps
Zephyr Responsibilities
- Post to twitter, slack, linkedin tagging who participated
Organizer Responsibilities
- Retweet, etc