{"id":8998,"date":"2020-05-11T12:00:26","date_gmt":"2020-05-11T11:00:26","guid":{"rendered":"https:\/\/blogs.tees.ac.uk\/lteonline\/?p=8998"},"modified":"2020-05-18T12:32:45","modified_gmt":"2020-05-18T11:32:45","slug":"10-tips-for-inclusive-webinars","status":"publish","type":"post","link":"https:\/\/blogs.tees.ac.uk\/lteonline\/2020\/05\/11\/10-tips-for-inclusive-webinars\/","title":{"rendered":"10 Tips for inclusive webinars and online meetings"},"content":{"rendered":"

In the current climate\u00a0<\/span>that necessitates\u00a0<\/span>remote working and\u00a0<\/span>transfer to\u00a0<\/span>online meetings\u00a0<\/span>for\u00a0<\/span>m<\/span>any of us\u00a0<\/span>we\u00a0<\/span>will have experienced\u00a0<\/span>the\u00a0<\/span>benefits and some<\/span>\u00a0of the<\/span>\u00a0barriers\u00a0<\/span>of live communication.\u00a0<\/span>With such a diverse audience\u00a0<\/span>with their own\u00a0<\/span>access\u00a0<\/span>needs and working environment<\/span>\u00a0<\/span>provid<\/span>ing<\/span> meetings in a way that most people can <\/span>access and\u00a0<\/span>engage<\/span>\u00a0<\/span>with\u00a0<\/span>can be challenging.\u00a0<\/span> Online meetings and webinars offer a<\/span> real benefit of<\/span>\u00a0opportunity for e<\/span>qual access\u00a0<\/span>to interact for\u00a0<\/span>instance<\/span>\u00a0to<\/span>\u00a0<\/span>speak via voice\u00a0<\/span>or\u00a0<\/span>text<\/span>.\u00a0<\/span>\u00a0<\/span>B<\/span>oth<\/span> our core\u00a0<\/span>platform<\/span>\u00a0providers<\/span> Microsoft\u00a0<\/span>Teams<\/span><\/a>\u00a0and\u00a0<\/span>Blackboard Collaborate<\/span><\/a>\u00a0<\/span>are making significant progress to enable technical access\u00a0<\/span>by multiple means<\/span>\u00a0for those with specific access needs<\/span>.\u00a0<\/span>T<\/span>his includes access for assistive technologies and keyboard\u00a0<\/span>navigation<\/span>.\u00a0<\/span>In addition to\u00a0<\/span>a technically accessible platform\u00a0<\/span>we need to consider\u00a0<\/span>our\u00a0<\/span>accessibility<\/span>\u00a0practices\u00a0<\/span>in running a webinar\u00a0<\/span>and how\u00a0<\/span>we\u00a0<\/span>can impact on access and engagement.\u00a0\u00a0<\/span>The following provides some simple tips on how the technology is <\/span>best\u00a0<\/span>used to enhance\u00a0<\/span>the<\/span>\u00a0<\/span>experience<\/span>\u00a0<\/span>for everyone<\/span>.<\/span> \u00a0<\/span><\/p>\n

Tips for facilitators\u00a0<\/strong><\/h4>\n
Be clear on the plan and objectives<\/span><\/b>\u00a0<\/span><\/b>\u00a0<\/span><\/h6>\n

Communicate with\u00a0participants in\u00a0advance of the scheduled activity.\u00a0<\/span>Provide a clear plan on the session to manage expectations and\u00a0<\/span>be<\/span>\u00a0<\/span>clear how\u00a0<\/span>participants are expected to engage. <\/span>Diverse participants can be supported if needs are known before the session and meetings can be planned to provide choice in modes of engagement.\u00a0 <\/span><\/p>\n

Allow equal access to manage meeting and contributions from participants.<\/span>\u00a0<\/span>When planning your webinar<\/a> c<\/span>onsider inbuilt tools for engagement <\/span>including; <\/span>chat,<\/span>\u00a0<\/span>polls<\/span>\u00a0and<\/span>\u00a0Q&A\u00a0<\/span>s<\/span>.\u00a0<\/span>\u00a0Plan any resources in advance including your slides, screen sharing and websites.\u00a0\u00a0<\/span>To help with managing online interactions\u00a0<\/span>have\u00a0<\/span>another<\/span>\u00a0<\/span>facilitator in the session\u00a0<\/span>if possible.\u00a0<\/span> Pre-plan with all facilitators and utalise\u00a0 <\/span>\u00a0private chat areas to manage the meeting.<\/span> You can also provide meeting notes in Teams.\u00a0\u00a0<\/span><\/p>\n

\u00a0<\/span>Provide content in advance\u00a0<\/span><\/b>\u00a0<\/span><\/h6>\n

Share any slides or essential resources in advance.\u00a0 <\/span>Share the\u00a0<\/span>lesson plan,\u00a0<\/span>objectives, or meeting\u00a0<\/span>agenda\u00a0<\/span>and documentation\u00a0<\/span>before a\u00a0<\/span>synchronous<\/span>\u00a0session<\/span>. T<\/span>his can allow for questions to be submitted in advance<\/span>\u00a0and for any problems accessing resources to be shared<\/span>.\u00a0<\/span>Provide post session resources to scaffold learners and offer clarity on meeting objectives and agreed actions.\u00a0\u00a0<\/span><\/p>\n

Set ground rules <\/span><\/b>for participation<\/strong><\/h6>\n

Try to\u00a0<\/span>be clear on expectations\u00a0<\/span>for participants\u00a0<\/span>preferably before the\u00a0<\/span>start of the\u00a0<\/span>meeting.\u00a0 For\u00a0<\/span>example,<\/span>\u00a0<\/span>set\u00a0<\/span>ground rules for asking questions and chat area<\/span>\u00a0by a<\/span>sk<\/span>ing<\/span>\u00a0people not to chat when\u00a0<\/span>your\u00a0<\/span>speaking.\u00a0\u00a0<\/span>The raise hand<\/span>\u00a0feature\u00a0<\/span>can also be u<\/span>sed\u00a0<\/span>to manage meetings.\u00a0\u00a0<\/span>\u00a0<\/span><\/p>\n

Make sure you can be heard<\/span><\/b>\u00a0<\/span><\/h6>\n

Don\u2019t skip the audio set up \u2013 ensure that you can be heard clearly<\/span>\u00a0with sufficient microphone volume<\/span>.\u00a0\u00a0<\/span>Background noise distractions are significant barrier to some. <\/span>Use\u00a0<\/span>a\u00a0<\/span>headset and microphone for clear audio<\/span>\u00a0this will\u00a0<\/span>reduce background and computer noise. <\/span>M<\/span>ute\u00a0<\/span>other participants\u00a0<\/span>while speaking<\/span>\u00a0or ask\u00a0<\/span>for microphone<\/span>s<\/span>\u00a0to be muted<\/span>.\u00a0\u00a0<\/span>\u00a0<\/span>\u00a0<\/span><\/p>\n

Make sure you can be\u00a0<\/span><\/b>clearly\u00a0<\/span><\/b>seen\u00a0<\/span><\/b>\u00a0<\/span><\/h6>\n

Use video to provide visual cues and non-verbal communication.\u00a0<\/span>Being able to clearly see a speakers\u2019 face\u00a0<\/span>clearly will help with processing information and emotional cues.\u00a0<\/span>\u00a0<\/span>Ensure your face is well-lit\u00a0<\/span>and close<\/span>–<\/span>up, try not to move around too much or cover your face.\u00a0 Some people will need to see faces to lip-read.\u00a0 <\/span>\u00a0<\/span><\/p>\n

Minimise background distractions <\/span><\/b>\u00a0<\/span><\/h6>\n

To further help\u00a0<\/span>lessen visual distractions<\/span>\u00a0<\/span>try and place yourself in a place without background distractions<\/span>. <\/span>Further\u00a0<\/span>m<\/span>inimise<\/span>\u00a0background noise\u00a0<\/span>with the\u00a0<\/span>blur<\/span>\u00a0background<\/span>\u00a0feature\u00a0<\/span>in Teams<\/span>.\u00a0 Not only with this reduce\u00a0<\/span>the impact of\u00a0<\/span>a\u00a0<\/span>cluttered background but also\u00a0<\/span>reduces\u00a0<\/span>the impact of the presenter moving around. <\/span>The option to set background effects<\/b>\u00a0can be found on the ellipsis menu.\u00a0 <\/span>Th<\/span>e background blur<\/span>\u00a0feature is helpful to those with\u00a0<\/span>a\u00a0<\/span>visual impairment\u00a0<\/span>and\u00a0<\/span>can help\u00a0<\/span>those with hearing loss focus\u00a0<\/span>o<\/span>n lip reading\u00a0<\/span>the speaker<\/span>.\u00a0\u00a0<\/span>\u00a0<\/span><\/p>\n

Accessible resources<\/strong><\/h6>\n

Ensure you have accessible\u00a0<\/span>resources within your webinar. Create accessible PowerPoints<\/a> and\u00a0<\/span>use the inbuilt accessibility checker<\/a><\/span>\u00a0to help you do so<\/span>. Design your slides to be inclusive as possible <\/span>by following accessibility guidelines<\/span>. <\/span>To make your slides\u00a0<\/span>clearer and simpler<\/span>\u00a0y<\/span>ou can u<\/span>se the notes feature\u00a0<\/span>in PowerPoint to provide further details\u00a0<\/span>and share your slides<\/span>\u00a0preferably before the meeting<\/span>.<\/span>\u00a0<\/span><\/b>\u00a0<\/span><\/p>\n

Keep the screen uncluttered<\/span><\/b>\u00a0<\/span><\/h6>\n

In addition to keeping presentation resources\u00a0<\/span>clear\u00a0<\/span>try to not have a cluttered screen space<\/span>. It will help by not having to many <\/span>interactions<\/span>\u00a0at once on the screen<\/span>\u00a0such as chat and polls<\/span>\u00a0<\/span>simultaneously<\/span>. <\/span>It will help to\u00a0<\/span>plan your\u00a0<\/span>sessions<\/span>\u00a0in advance and be mindful of the potential impact of\u00a0<\/span>responding on the fly by using features or resources<\/span>\u00a0not planned<\/span>. <\/span>Keeping screen space as simple as possible will\u00a0<\/span>be\u00a0<\/span>of benefit\u00a0<\/span>for those accessing through a mobile device.\u00a0\u00a0<\/span>\u00a0<\/span><\/p>\n

Record the session\u00a0<\/span><\/b>\u00a0<\/span><\/h6>\n

Always record the\u00a0<\/span>session\u00a0<\/span>to allow for the content to be\u00a0<\/span>review<\/span>ed<\/span>\u00a0after the session<\/span>\u00a0has ended<\/span>.\u00a0 This will prevent the need for\u00a0<\/span>everyone\u00a0<\/span>to process\u00a0<\/span>all the information within a synchronous session. <\/span>Anyone\u00a0<\/span>can be temporarily disabled by situation factors preventing<\/span> full participation.\u00a0<\/span>Blackboard Co<\/span>llaborate\u00a0<\/span>sessions require the moderator to manage recordings<\/span>\u00a0<\/span>all interactions including the chat<\/span>\u00a0<\/span>area<\/span>\u00a0will be recorded<\/span>. <\/span>Everyone<\/span>\u00a0can record a group meeting within\u00a0<\/span>Team<\/span>s<\/span>, cur<\/span>r<\/span>ently Teams does<\/span>\u00a0not\u00a0<\/span>record\u00a0<\/span>one-on-one calls. Team<\/span>\u00a0recording<\/span>\u00a0<\/span>are\u00a0<\/span>uploaded to\u00a0<\/span>the\u00a0<\/span>Microsoft Stream<\/span>\u00a0<\/span>service\u00a0<\/span>where you can generate automatic captions and a transcript<\/a><\/span> file for your video<\/span>.\u00a0\u00a0<\/span>\u00a0<\/span><\/p>\n

Ask for feedback<\/span><\/b>\u00a0<\/span><\/h6>\n

Ask for feedback! Can do this anonymously through\u00a0<\/span>F<\/span>orms<\/span>\u00a0or\u00a0<\/span>Socrative<\/span>\u00a0<\/span>\u00a0 Where an aspect of online meetings or webinars are problematic consider how to provide an alternative.\u00a0\u00a0<\/span>\u00a0<\/span><\/p>\n

Following these tips when facilitating online meetings and webinars will be of benefit to\u00a0<\/span>all\u00a0<\/span>of<\/span> your participants and essential to some.\u00a0 Did you know there are also some recent developments that will be helpful <\/span>for everyone to be aware of?\u00a0 The following are especially useful for participants who require resources in <\/span>additional formats.\u00a0\u00a0<\/span>\u00a0<\/span><\/p>\n

Tips for\u00a0<\/span><\/b>Participants\u00a0<\/span><\/b><\/h4>\n
Covert your file into a format that suits you<\/span><\/b>\u00a0<\/span>\u00a0<\/span><\/h6>\n
Try\u00a0<\/span><\/b>live\u00a0<\/span><\/b>captioning in Teams<\/span><\/b>\u00a0<\/span><\/h6>\n

As a\u00a0<\/span>participant you will able to switch on live captioning for you own use during a meeting<\/span> in Teams<\/span>.\u00a0\u00a0<\/span>The<\/span>\u00a0option to\u00a0<\/span>turn on live captioning<\/span><\/b>\u00a0<\/span>can be found on the ellipsis menu<\/span>.\u00a0<\/span>\u00a0<\/span>Auto<\/span>\u00a0caption<\/span>ing technology is\u00a0<\/span>not\u00a0<\/span>totally\u00a0<\/span>accurate<\/span>,\u00a0<\/span>depending upon numerous factors you can expect\u00a0<\/span>up to<\/span>\u00a070%\u00a0<\/span>accuracy<\/span>.<\/span> Blackboard Collaborate does not currently provide live captions.\u00a0\u00a0<\/span>\u00a0<\/span><\/p>\n

If you require any further support with online webinars, please contact elearning@tees.ac.uk<\/a><\/p>\n","protected":false},"excerpt":{"rendered":"

Providing online meetings and webinars in a way that most people can access and\u00a0engage\u00a0with\u00a0can be challenging. The following provides some simple tips everyone can adopt to ensure the technology is best\u00a0used to enhance\u00a0the\u00a0experience\u00a0for all participants…<\/p>\n","protected":false},"author":45,"featured_media":8549,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"jetpack_post_was_ever_published":false,"_jetpack_newsletter_access":"","_jetpack_dont_email_post_to_subs":false,"_jetpack_newsletter_tier_id":0,"_jetpack_memberships_contains_paywalled_content":false,"footnotes":"","_jetpack_memberships_contains_paid_content":false},"categories":[277,3],"tags":[],"yoast_head":"\n10 Tips for inclusive webinars and online meetings - LTE Online<\/title>\n<meta name=\"description\" content=\"Providing online meetings and webinars in a way that most people can access and\u00a0engage\u00a0with\u00a0can be challenging. 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Due to the current move to\u00a0<\/span>remote working Blackboard Ally have opened\u00a0<\/span>the<\/span>\u00a0<\/span>file\u00a0<\/span>transformer<\/span><\/a>\u00a0<\/span>service to all<\/span>.\u00a0 This\u00a0<\/span>service\u00a0<\/span>can\u00a0<\/span>convert\u00a0<\/span>most\u00a0<\/span>Microsoft<\/span>\u00a0<\/span>file<\/span>s<\/span>\u00a0into \u00a0<\/span>alternative format<\/span>s<\/span>\u00a0<\/span>including<\/span>\u00a0<\/span>audio and electro<\/span>nic\u00a0<\/span>br<\/span>a<\/span>il<\/span>l<\/span>e<\/span>.\u00a0\u00a0<\/span>\u00a0<\/span>\u00a0<\/span><\/p>\n