Extend Your Reach:

1
Extend Your Reach

• Make Web Conferencing Work for You

2
Agenda

• Whats in it for you?
• Promotion
• Planning
• Delivery
• Ensuring Success

3
What is Web Conferencing?

• Web conferencing is a technology that provides a
  virtual meeting room where users at different
  locations can share content. A teleconference
  call usually accompanies a Web conference.
• In order to participate in a Web conference an
  Internet connection of 56k or faster is
  recommended. In addition, youll need a separate
  telephone line to join the teleconference call.
• Some vendors of this technology are
• Microsoft Office Live Meeting (formerly
  PlaceWare)
• WebEx
• Centra
• Genesys

4
Whats in it for you?

• Save time and
• Sun Microsystems estimates e-learning training
  takes 8 hours versus 30 hours in the classroom.
• Source The case for excellence Problem
  solving partnerships. Training, January 1, 2002
• Factiva realized a 558 cost saving using
  Web-based training for sales staff learning
  Factiva.com versus using a classroom-based
  program.
• Source Factiva Learning Programs
• Reach a widely dispersed or global audience
• Establish a learning culture in your organization

5
Factiva Case Study

• Factiva a joint venture between Dow Jones and
  Reuters
• Formed in 1999
• Factiva.com, the better than both product,
  introduced in August 2001
• Customer-facing staff had 6 weeks to receive
  training before product released to public
• No pre-existing training department or budget

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Factiva Culture

• 50 offices in 32 countries spanning the globe
• Myriad of cultural expectations
• Time-zone challenges
• No global training staff
• Traditional training lag for remote countries

7
Factivas Training Plan

• Learning Programs created
• Form a learning culture
• Mandate from the CEO
• Classroom training for key trade shows
• SLA in San Antonio
• KM show in Tokyo
• Web Conferencing for all other training

8
Success Factors

• Teamwork between
• Product Management
• Learning Programs
• Editorial Content
• Adaptation to culture and time of learners
• Use of assessment and reward programs
• C-level participation

9
Learning CostsWeb vs Classroom Training

• Web conferencing Costs
• Flat 2,100/month for 25 seats
• Conference calls estimated at 4,000/month
• TOTAL 6,100
• Comparable Classroom Costs
• Asia 13,220
• Americas 6,540
• UK 3,460
• CEMA 10,870
• TOTAL 34,090
• 558 cost saving using web-based learning tools

10
Lessons Learned

• Get meaningful management support
• Adapt to your learner base
• Find motivational hot button
• Create cluster of blended learning objects
• Web conferencing
• eTopics
• PDF and printed documentation
• Factiva Membership Circle

11
Current Landscape

• Two years after initial use of web conferencing
• Usage has increased more than 1,000
• Majority of internal training done by
• Web conferencing
• e-Learning methods
• Classroom training has significantly decreased
  but not ceased

12
Break for questions

• Teleconference instructions
• Use 6 to mute your telephone line
• Use 6 to un-mute your telephone line
• If you have questions after the Web conference
  you can contact
• anne.caputo_at_factiva.com
• robert.farr_at_factiva.com

13
Promotion

• Get the message out
• Leverage existing Web sites
• One-stop emails
• Dont forget the telephone!
• Buy-in from management and executives
• Incentives always help

14
Promotion

• Web-based Learning schedule
• Is it conveniently located?
• Drive attendees to your schedule
• Plan dates and times that offer flexibility for
  your attendees
• Update your schedule on a frequent basis
• Provide links for registration and more
  information

15
Promotion

• Learning schedule emails
• HTML or text-based
• Provide registration links
• Provide links for more information or to other
  resources

16
Promotion

• Local conference rooms
• Accommodate individual and cultural preferences
• Your attendees will be more interactive
• You can actually present to live people!
• Save on Web conference seats and
  teleconference lines

17
Planning Your Message

• Objective
• Is it clearly defined?
• Does it convey value for your attendees?
• Lessbetter
• One hour or less per event
• Consider multiple events for complex or detailed
  presentations

18
Planning Your Message

• Consider your audience
• What is their level of knowledge or expertise?
• Be aware of the preferred learning styles
• Visual Learner 75
• Auditory Learner 13
• Kinesthetic Learner 6
• Tactile Learner 6
• How might their job functions and office
  environments impact their learning?
• Are your attendees from different cultures?

19
Planning Your Message

• Duration
• 1 hour or less per event
• 1 minute or less per slide
• Keep your presentation moving
• Create multiple slides for complex topics or
  issues
• Consider the attention span of your attendees

20
Planning Your Message

• Vary your presentation!
• Use humor where appropriate
• Use different media and spice up your PowerPoints
• Vary your tone and the pace of your presentation
• Try using multiple presenters or guest speakers
• Use slide transitions to your advantage
• Schedule breaks

21
Planning Your Message

• Adding value
• Incorporate real world examples or personal
  experiences
• Use case studies to reinforce your message
• Incorporate subject experts but carefully plan
  their role
• Consider guest speakers for a special event or
  part of your presentation

22
Planning Your Message

• Some final planning suggestions
• Rehearse to ensure the delivery and timing of
  your presentation
• Get objective feedback on your presentation
• Determine the support procedures for your event
• Web and teleconference contacts
• Key instructions or required procedures for
  attendees

23
Break for questions

• Teleconference instructions
• Use 6 to mute your telephone line
• Use 6 to un-mute your telephone line
• If you have questions after the Web conference
  you can contact
• anne.caputo_at_factiva.com
• robert.farr_at_factiva.com

24
Delivering Your Message

• Preparation
• Is the room reserved and available?
• How will you be monitoring the time?
• Do you have a hard copy of the presentation?
• Audio check
• Use a headset or high-quality speakerphone
• Have a list of teleconference commands available
• Restart your PC before the event
• Start the Web and teleconference early

25
Delivering Your Message

• Eliminate possible distractions
• Place a sign on the door indicating an event is
  in progress
• Turn off the cell phones
• Check you screen saver
• Do you have any special icons or desktop themes
  on your PC?
• Mute your PC

26
Delivering Your Message

• Showtime
• Set expectations for your attendees by defining
  all procedures
• Start promptly and be aware of the time
• Be flexible and take direction from attendee
  feedback when appropriate

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Ensuring Success

• Avoiding disaster
• Backup provisions
• Another computer with a copy of the presentation
• Transferable presenter privileges
• A dedicated Web conferencing backup solution
• Alternate teleconference service
• Is technical support available?

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Ensuring Success

• Have your PowerPoint ready
• Distribute copies to all presenters involved in
  the event
• Have a copy ready for distribution to all
  attendees
• Have an email draft ready to go so that you can
  quickly send the presentation to your attendees
• Have a backup presenter available

29
Summary

• Promotion
• Get you message out
• Use local conference rooms
• Planning
• Limit your objective and duration
• Consider your audience
• Vary your presentation
• Delivery
• Prepare and eliminate possible distractions
• Set expectations
• Ensure success by taking preventative measures

30
Time for you to answer some questions

• Teleconference instructions
• Use 6 to mute your telephone line
• Use 6 to un-mute your telephone line
• If you have questions after the Web conference
  you can contact
• anne.caputo_at_factiva.com
• robert.farr_at_factiva.com
• If you have not received your free headphones you
  can contact
• lorraine.bell_at_factiva.com