The Hidden Art of Virtual Classrooms and Webinars

Virtual Classrooms and Webinars. Planning and effective design are STILL the key!

In recent years, the normalisation of online conferencing tools like Zoom and Microsoft Teams has revolutionised how large organisations deliver training. While these platforms make it easier to conduct virtual training sessions, simply having the technology is not enough. Effective online training requires meticulous planning, the right learning content, and activities tailored to the audience. Otherwise, what you get is not learning, but just another PowerPoint presentation.

The shift to online conferencing tools has provided unprecedented flexibility and accessibility for training in large organisations.

Teams can now connect from various locations, breaking geographical barriers and enabling a more inclusive approach to learning. However, this convenience can sometimes lead to complacency, where the ease of setting up a virtual meeting is mistaken for the entirety of training preparation.

Webinars versus Virtual Classrooms

Before we go further, let’s come to a mutual understanding on the differences between Virtual Classrooms and Webinars. Well…at least this our mutual understanding…

Webinars are typically large-scale, broadcast-style sessions designed to reach a wide audience. They are often used for presenting information, conducting workshops, or hosting guest speakers. The primary characteristics of webinars include:

Large audience: Webinars can accommodate hundreds or even thousands of participants.
One-to-many communication. The presenter speaks to the audience, with limited interaction from attendees.
Presentation focused. Content is often delivered through slides, videos, and live demonstrations.
Engagement tools. Polls, Quiz, Q&A, and chat functions are used to engage the audience.

Virtual classrooms, on the other hand, are designed for more interactive and engaging learning experiences. They typically involve smaller groups and facilitate two-way communication between the instructor and participants. Key features of virtual classrooms include:

Smaller groups. Typically accommodating 10 to 20 participants for a more intimate learning environment.
Interactive learning. Emphasis on interaction, discussion, and collaboration between participants and the instructor.
Hands-on activities. Includes breakout rooms, group activities, and practical exercises.
Real-time feedback. Instructors can provide immediate feedback and support to learners.

Virtual classrooms are often incorporated in a broader blended learning approach to achieve the desired learning, behavioural, or organisational outcomes.

The principles of effective design. Beyond the PowerPoint.

Delivering impactful online training necessitates going beyond the basics of sharing slides. It’s about creating an immersive learning experience that engages participants and promotes knowledge retention. Here’s where the principles of effective design come into play.

The foundation of any successful training session lies in thorough planning. This involves understanding the learning objectives, knowing your audience, and determining the logistics.

And when it comes to planning, we can use the ADDIE model can help give these activities a structure.

	Virtual Classroom	Webinar
Analysis	Identify the learning needs and objectives specific to smaller, interactive groups. Understand the audience’s background, knowledge level, and expectations. Define the desired outcomes and how they align with organisational goals.	Identify the learning needs and objectives for a larger audience. Understand the broad demographics and expectations of the attendees. Define the desired outcomes and how they align with organisational goals.
Design	Develop a detailed training plan outlining the content, methods, and materials tailored for smaller groups. Ensure the design includes interactive elements such as discussions, breakout rooms, and hands-on activities to engage learners. Plan for assessments that will measure the achievement of learning objectives through participation and collaboration.	Develop a detailed training plan outlining the content, methods, and materials suitable for large-scale delivery. Ensure the design includes elements that can engage a large audience, such as polls, Q&A sessions, and multimedia presentations. Plan for assessments that will measure the achievement of learning objectives through audience engagement metrics.
Develop	Learning materials may include pre-work. Create any learning materials including breakout slides, videos, quizzes, and other interactive content. Incorporate multimedia elements to cater to different learning styles. Ensure the content is accessible and follows best practices for digital learning.	Create supporting materials, including slides and plan for Q&A. Incorporate multimedia elements to cater to different learning styles. Ensure the content is accessible and follows best practices for digital learning.
Implementation	Conduct the virtual classroom session, ensuring. Facilitate the session actively, encouraging participation and interaction. Adapt to any unforeseen issues, maintaining a smooth delivery.	Conduct the webinar, ensuring all technical aspects are checked and functional. Facilitate the session actively, using tools to manage audience interaction effectively. Adapt to any unforeseen issues, maintaining a smooth delivery.
Evaluation	Gather feedback from participants to assess the effectiveness of the training. Analyse the results of assessments to determine if learning objectives were met. Identify areas for improvement and plan for future training enhancements.	Gather feedback from participants to assess the effectiveness of the training. Analyse engagement metrics and the results of any interactive elements. Identify areas for improvement and plan for future training enhancements.

Ensure the right roles are present

A crucial aspect of planning is ensuring that all necessary roles are present and adequately prepared. This includes facilitators, subject matter experts (SMEs), presenters, hosts, and producers. Each role plays a significant part in the success of the training session:

Facilitators. Guide the learning process, encourage participation, and ensure the training objectives are met.
Subject Matter Experts (SMEs). Provide in-depth knowledge and answer technical questions, enhancing the credibility and value of the training.
Presenters. Deliver their area of expertise clearly and engagingly, keeping learners focused and interested.
Hosts (or Producers) Manage the logistics of the event, ensuring a seamless experience and addressing technical issues.

Tailor content and activities to your audience

Understanding your audience is critical in designing effective training. Different groups may require different approaches, and what works for one team might not be suitable for another. Tailoring content and activities to the specific needs and preferences of your audience ensures higher engagement and better outcomes.

Interactive activities. Incorporate polls, quizzes, breakout sessions, and discussion groups to make the training interactive.
Relevant content. Use real-world examples and case studies that are relevant to the audience’s daily work.
Engagement techniques. Employ storytelling, gamification, and multimedia to keep learners engaged and interested.

Logistics and technical preparation

Logistics and technical preparation are just as important as content creation. Ensuring that the technical aspects of the training run smoothly is essential to prevent disruptions and maintain engagement.

Platform familiarity. Ensure all those involved in running the session are familiar with the conferencing tool being used. Adequately prepare participants based on their experience.
Technical checks. Conduct pre-session technical checks to address any potential issues.
Backup plans. Have contingency plans in place for technical failures.

Assessment and feedback

Plan for what success looks like. In the case of Virtual Classrooms this will be a lot more involved. For example, assessing competency and using assessments to determine if learning objectives have been met. When planning for webinars, reporting on participation rates or the results of quiz polls may suffice.

A combination of the following assessment and feedback tools are often used to measure success:

Attendance and participation rates. Track the number of registered participants versus actual attendees. Measure the drop-off rate to see how many participants stayed throughout the entire session.
Engagement levels. Monitor interaction during the session, such as the number of questions asked, poll responses, and chat activity.
Participant feedback. Conduct post-webinar surveys to collect feedback on the content, presentation, and overall experience. Analyse comments and ratings to identify what worked well and areas for improvement.
Learning effectiveness. Evaluate how well the content resonated with the audience based on survey responses and interaction levels. Polls in the form of knowledge checks can be aligned to learning objectives or outcomes.
Technical performance. Did the session run smoothly without technical issues? You can do a self-assessment on things to improve for next time.

Ready to plan your next virtual classroom or webinar?

Even for the seasoned webinar or virtual classrooms professional, there’s a lot of planning required, and it can be overwhelming to keep track of all the details.

To help you stay organised and ensure your webinar runs smoothly, we’ve developed a Webinar Planning Checklist.

This checklist is a practical tool that you can use as template for planning your next webinar or virtual classroom.

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