Society of Toxicology
Postdoctoral Assembly Web Seminar
How to Develop a
Successful Webinar
Welcome!
We will begin at 1:00 PM EST.
Please look for a phone icon next to your name on the attendee list. If
you do not see one displayed, please hang up. Check the information
on the “Info” tab on the WebEx screen to dial in again using the
specified phone number, call number, and your attendee ID.
Please MUTE your phone line.
Note that this webinar will be recorded for posting on the SOT Web site.
Society of Toxicology
Postdoctoral Assembly
If you have technical issues, call WebEx support 1-866-229-3239.
Society of Toxicology
Postdoctoral Assembly Web Seminar
How to Develop a
Successful Webinar
Moderator: Sarah Campion, PDA Chair
Society of Toxicology
Postdoctoral Assembly
May 25, 2010
Protocol
•
•
•
•
•
Mute your phone
Connect your phone to your name on
the participant list
Raise hand to be unmuted to present a
question
Use chat for discussion and questions
Webinar will be recorded for the SOT
Web site
Society of Toxicology
Postdoctoral Assembly
Speakers
Lauren Aleksunes
Alison Harrill
• Rutgers University
• The Hamner Institute
• PDA Councilor, 2008-2010 • PDA Secretary, 2009-2010
Society of Toxicology
Postdoctoral Assembly
Objectives
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Describe what Webex meetings are and
when they are an effective tool for
communicating with your group
Discuss the technical aspects needed to
develop a webinar including audience
identification, selection of speakers,
creation of slides, and practice sessions
Review steps to make a webinar more
interactive between the audience and
speakers and amongst the speakers
Society of Toxicology
Postdoctoral Assembly
Objectives
•
•
Provide guidance on how to effectively
advertise and archive a webinar
Discuss timelines, workload, SOT
Headquarters involvement, and costs
associated with hosting a webinar
Society of Toxicology
Postdoctoral Assembly
Meeting vs. Event
WebEx is the communication platform licensed by
SOT to enable online meetings and events
• Meeting
• up to 25 people, open audio connection for
discussion, fewer technical details
• Event
• up to 500 people, with designated panelists/
speakers, participants muted except during
discussion/question, more preparation time and
coordination
Society of Toxicology
Postdoctoral Assembly
Webinar Basics
• Webinars include:
•
•
•
•
Slide show with PowerPoint slides
Audio communication
Can be recorded
Text chat and polling questions
• SOT invites individuals to register for
webinars that can be accessed by clicking on
a link distributed by e-mail
Society of Toxicology
Postdoctoral Assembly
Do You Need a Webinar?
• Webinars can be a great way to distribute
information to people or to engage in
dialogue on a particular topic
• Before developing a webinar, determine
whether or not this approach is a good
mechanism to accomplish the goals
and/or objectives desired
• Alternatives: newsletters, e-mails,
articles posted to Web site/message board
Society of Toxicology
Postdoctoral Assembly
Estimated Costs*
• Webinar cost:
• Modest: $600-$800
• Large: $1800
• Includes
• Preparation costs including SOT HQ staff:
• $500
• Costs per phone line
• Domestic about $.06
• International $.06-$.20
*Costs will differ depending upon your specific webinar design
Society of Toxicology
Postdoctoral Assembly
Topic for Your Webinar
SPECIFIC
FOCUSED NEEDED
Society of Toxicology
Postdoctoral Assembly
Who is your audience?
• If a scientific session, • If a career session,
do you want to limit to
do you want only
your Specialty Section junior trainees or is
or to the Society atit applicable to all
large? Or engage
levels of
members from another experience?
scientific society?
• Do you want to
include international
institutions?
Society of Toxicology
Postdoctoral Assembly
People
• Moderator(s):
• Monitor polling questions
• Chat online with people typing in
• Introduce speakers
• Moderate Q&A segments
• Speakers/Panelists/Presenters:
• Consider 1 to 3 people in a session
Society of Toxicology
Postdoctoral Assembly
Develop Your Ideas
• Brainstorm topics
• Ask for volunteers to moderate and
coordinate the webinar
• Make sure you have enough funds in your
budget
• Before inviting speakers, they must be
approved by the leadership of your
group
Society of Toxicology
Postdoctoral Assembly
Webinar Objectives
• Should be included in your advertisement
and as a slide in the webinar
• Generally three to five objectives
• Be specific
Society of Toxicology
Postdoctoral Assembly
Timing
• Determine how long you would like the webinar
to last (i.e., 60 vs. 90 minutes)
• Determine timing for webinar components,
including setup, introduction, information,
questions, and wrap-up
• May be a determining factor in focusing your
topics or setting number of speakers
Society of Toxicology
Postdoctoral Assembly
Speakers
• Select persons who are knowledgeable, have
good speaking skills, and are comfortable with
this format
• Ask for recommendations; talk by phone
• This should not be a lecture with just one person
speaking
• Have a lot of “scripted” back and forth
discussion between speakers or with the
moderator
Society of Toxicology
Postdoctoral Assembly
Advertising
• Write a catchy
advertisement
• Provide information
about your
target/desired
audience
• Include the objectives
of the webinar
• Have people register
by a certain date
Society of Toxicology
• Include request for
questions in advance
• Tiered advertising:
• Members 1st
• 4 weeks in advance
• Open to Nonmembers
• Last 2 weeks
Postdoctoral Assembly
Advertising
• Web site advertisement
• SOT Web site
• Other appropriate Web sites (obtain permission)
• Newsletter for your group
• Organize group viewings
• E-mail sent from SOT to
Directors of Toxicology
Programs to have rooms organized for group
viewing
Society of Toxicology
Postdoctoral Assembly
Questions?
Society of Toxicology
Postdoctoral Assembly
Developing Webinar Slides
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•
•
•
•
Provide limited text
Include clipart
Add pictures of speakers
Use a nice background
Standardize style across
speakers’ slides
• Check carefully for typos,
grammatical errors, etc.
Society of Toxicology
Postdoctoral Assembly
First Slide
•
•
•
•
•
Title of webinar
Group sponsoring webinar
Welcome message
Time that the webinar will begin
Telephone number to call for technical
support
• Note that participant lines will be on mute
Society of Toxicology
Postdoctoral Assembly
Slide on Webinar Basics
• Can be before or after introductions
• Explain that audience members are encouraged to
ask questions using the “Q&A” text function
• Ask participants to answer periodic poll questions
as they appear on the screen
• Optional – improves audience interaction
• Invite attendees to complete the electronic survey
that will be sent out after the webinar
Society of Toxicology
Postdoctoral Assembly
Introductions
• Should be separate slide
• Introduce your moderator and speakers
• Include credentials and affiliations
• Include picture of speakers
• Follow with Objectives slide
Society of Toxicology
Postdoctoral Assembly
Make the Webinar Interactive
• Allow audience to type in questions to the
moderator throughout the session
• Include breaks to answer questions
submitted in advance or typed in during
webinar
• Use polling questions on the
screen to increase interactivity
Society of Toxicology
Postdoctoral Assembly
Question Breaks
• Include a “Break” slide that asks for questions
• Have whoever is monitoring the message board
read the question to the moderator
• Avoid reading questions that you know will be
addressed later
Society of Toxicology
Postdoctoral Assembly
Question Breaks
• Have some questions prepared in advance in
case no one submits one during the webinar;
send to speakers in advance
• May want one speaker to answer a question or
have all speakers provide their answers
• Guideline: Include 2-3 breaks for questions
including one at the end of the webinar
Society of Toxicology
Postdoctoral Assembly
Questions?
Society of Toxicology
Postdoctoral Assembly
Polling Questions
• During your webinar, you can have polling questions
pop up on the screen
• Advantages:
• Engage the audience
• More interactive
• Immediate feedback on attendance numbers and
some demographic information
• Disadvantages
• Many folks view webinars in a group, so make
questions broad
• Takes additional coordination
Society of Toxicology
Postdoctoral Assembly
Polling Questions
• Pre-determine when the questions will appear,
e.g., during which slide(s)
• Give 60-90 seconds to answer
• Questions can be open-ended or limited to
certain predetermined responses
• Report results to participants when
appropriate
Society of Toxicology
Postdoctoral Assembly
Polling Question Examples
1) How many people are participating at your connection today?
2) Currently, does anyone at your connection have independent
funding (i.e., fellowship or grant from NIH, NRSA, AHA, PhRMA,
HHMI…)?
A. Yes
B. No
C. Not sure
3) What topics were the most useful or interesting during the webinar
today?
4) How many at your location have attended/participated in a new
faculty member interview at your institution?
A. Yes
B. No
C. Unsure
Society of Toxicology
Postdoctoral Assembly
Example Poll using Chat Function
How many people at your location
have participated in a PDA
webinar in the past?
Society of Toxicology
Postdoctoral Assembly
Resources
Include a slide that gives the audience
references that were used as well as places
for additional information
Society of Toxicology
Postdoctoral Assembly
Final Slide
• Include the title of the webinar
• Thank audience for participation
• Reminder that webinar will be archived on a
website (if applicable)
• Encourage feedback and participation in the
survey that will be e-mailed out
Society of Toxicology
Postdoctoral Assembly
Use of Images
• Copyrighted material: Must obtain permission
from the copyright owner
• Images or figures from the Web
• SOT requires written permission from the
image owner to use in a webinar
• Good guideline: Stick to clipart, images that
you create yourself, or photos from SOT
Society of Toxicology
Postdoctoral Assembly
Script for the Webinar
• Once your slides are near final version,
designate who will be talking on each slide
• May be moderator or a speaker
• Add a picture of that person to the slide
• Good for audience to associate sound with face
• Good cue for speaker that it is their turn
• Have speakers write out their “transitions”
from slide to slide
• SOT Staff will assist with developing the
webinar script
Society of Toxicology
Postdoctoral Assembly
Script Example
** SLIDE: Postdoctoral Training in Academia
Scripted Text
Slide Title
Speaker
Slide Control
** SPEAKER: Alison [introduces April]
At this time, I’d like to introduce April Neal, who will share her insight into the academic
postdoc
experience.
** SLIDE:
Postdoctoral Training in Academia
** CONTROL SLIDES: Debbie passes control of slides from Alison to April
** SPEAKER: Alison [introduces April]
At
time, I’d April
like to introduce April Neal, who will share her insight into the academic
** this
SPEAKER:
postdoc
experience.
** SLIDE: Postdoctoral Training in Academia: Speaker Background
**
CONTROL SLIDES: Debbie passes control of slides from Alison to April
through
**
Postdoctoral
Training in Academia: Disadvantages
** SLIDE:
SPEAKER:
April
** SLIDE: Postdoctoral Training in Academia: Speaker Background
** QUESTIONS AND DISCUSSION
through
** SPEAKER: Alison
Q&A
Notes on Timing
something
Thank you,
April. in
WeAcademia:
have a minute
or two for questions related to the
** SLIDE:like:
Postdoctoral
Training
Disadvantages
information that April has provided. If you would like to speak, please press the hand icon
below
the panelist AND
list. Raised
hands will be recognized and un-muted one at a time. Please
** QUESTIONS
DISCUSSION
press the hand icon again after you have spoken to lower your hand.
** SPEAKER: Alison
Tierre,
wholike:
would
like to
speak?
something
Thank
you,
April. We have a minute or two for questions related to the
**
SPEAKER:
Tierre
information that April has provided. If you would like to speak, please press the hand icon
The
line
first name
name
is now
You may
your question
a make
your
below
thefor
panelist
list. last
Raised
hands
willunmuted.
be recognized
and ask
un-muted
one at a or
time.
Please
comment.
press the hand icon again after you have spoken to lower your hand.
** SPEAKER: Alison
Tierre, who would like to speak?
Alison
will cue whether
** SPEAKER:
Tierre or not there is time for additional questions.
The line for first name last name is now unmuted. You may ask your question or a make your
Alison
will remind everyone to lower their hands at the end of this interval. If there is sufficient
comment.
time,
general
questions
** SPEAKER:
Alison will be addressed at the end of the presentations of the three panelists.
Society of Toxicology
Postdoctoral Assembly
[continue
through
those who
have
raised
their for
hand;
Tierre would
announce if there are no more
Alison will
cue whether
or not
there
is time
additional
questions.
hands raised, Betty would jump in if there is still time and there are Q&A submissions]
Alison will remind everyone to lower their hands at the end of this interval. If there is sufficient
Dress Rehearsal
• Should be 1 to 2 days before webinar
• Allow 90 minutes for the practice
• All involved in the webinar MUST participate
in the practice session!
• A lot of bugs will be worked out during this
session
Society of Toxicology
Postdoctoral Assembly
Survey Questions
• Plan to have an e-mail sent to registered
individuals with a follow-up survey
• Not all attendees will get survey if in large
group
• Tailor the questions to appropriately
assess the webinar, who your audience is,
and what areas of interest should be
addressed in future webinars
Society of Toxicology
Postdoctoral Assembly
Survey Question Examples
Please indicate your status.
Graduate/professional student
Postdoctoral fellow
Resident
Currently employed (not a grad student, fellow, or resident)
None of the above.
Which of the following applies to you?
I am currently looking for a job in toxicology.
I plan to look for a job in the next 6 months.
I plan to look for a job in 6-12 months.
I have no plans to look for a job in the near future.
I attended the national 2009 SOT meeting in Baltimore, MD.
Yes
No
I viewed this webinar in a group at my institution.
Yes
No
How did you learn about this webinar?
Email from SOT
School or institution
Friend
Other
Please indicate the percentage of new information in this webinar.
0%
25%
50%
75%
100%
Chose the best rating using the scale:
Seminar as a whole:
1.
2.
3.
4.
5.
Answers 1-5 (Poor to Excellent)
Presenter
1.
2.
3.
4.
5.
6.
Answers 1-5 (Poor to Excellent)
Clarity of presentation style
Answers questions completely
Makes material interesting
Gives plenty of examples
Left me with a good understanding of the material
Overall
Moderator
1.
2.
3.
4.
Answers 1-5 (Poor to Excellent)
Level of interaction with presenter
Selection of questions submitted
Overall
Would you recommend this webinar to others?
Yes
No
Are there any points or topics presented today that you would
like to see expanded into a 1 hour session?
Please suggest speakers and topics for a future webinar by the
Society of Toxicology Postdoctoral Association.
Length of the session
Depth of material
Relevance of content
Helpfulness of the material provided
Overall
Society of Toxicology
Postdoctoral Assembly
Learn from Past Webinars
• Don’t reinvent the wheel!
• Check out previous webinars from PDA
• https://www.toxicology.org/ai/spd/PD/seminarSept09.asp
• https://www.toxicology.org/ai/spd/PD/seminarDec09.asp
• https://www.toxicology.org/ai/spd/PD/seminarApr09.asp
• The American Physiology Society has really nice
online symposia also
• http://www.the-aps.org/trainees/EBsymposia.htm
Society of Toxicology
Postdoctoral Assembly
Webinar Follow-Up
• Don’t forget to thank the speakers for
volunteering to participate!
• Feel free to share survey results with the
speakers
Society of Toxicology
Postdoctoral Assembly
Highlight SOT
• Wherever possible in your webinar, mention
services of SOT including but not limited to…
• Student Advisory Council, Postdoctoral
Assembly
• Services: CRAD Job Bank, Mentor Match,
ToXchange
• Awards and attending Annual Meeting
Society of Toxicology
Postdoctoral Assembly
Continued Advertising
• If your group can archive the webinar on a
Web site…
• Mention in your newsletters
• Remind people at regional and national
meeting
• Add to your group’s promotional pamphlets
Society of Toxicology
Postdoctoral Assembly
Future Webinars
• Tabulate the survey data
• Describe data to your group’s leadership
• Include in your group’s annual report
• Make recommendations for how to improve
next webinar hosted by your group
Society of Toxicology
Postdoctoral Assembly
Contact Information
• Please feel free to contact us as you develop
future SAC and PDA webinars
• Lauren: Aleksunes@eohsi.rutgers.edu
• Alison: AHarrill@thehamner.org
Society of Toxicology
Postdoctoral Assembly
Questions?
Society of Toxicology
Postdoctoral Assembly
Society of Toxicology
Postdoctoral Assembly Web Seminar
How to Develop a Successful
Webinar
Thank you for
participating!!
Please provide feedback on the survey
The session recording will be available on the PDA Web site
Society of Toxicology
Postdoctoral Assembly