Organiser & Presenter Resources

Planning the Day

1 Start small

Limit the teaching to half a day.  If more time is required consider holding your event over multiple days.  Attendees are fatigued rapidly with too much time spent e-conferencing.  Feedback consistently rates half day sessions as more favourable.

2 Not like-for-like

Clearly sessions which were previously skills based/simulation will not work online.  Small group sessions can work well though - using a filmed flipchart / digital media to draw diagrams.  Demonstration of practical techniques can work if audiovisual equipment is of high quality – e.g. video coverage of ultrasound scanning.

3 Online platform

Zoom is popular, candidates are very familiar with it as are many speakers/trainers and we recommend this as it is highly flexible, robust, offers a dial-in service and able to operate from any device.

4 Equipment & setting

Designate a room/area in the department to host/broadcast from.  Aim to plan ahead for the post-social distancing environment as digital broadcasting will likely continue – ideally use your current large teaching/seminar room.  Invest in a high quality webcam and conference-call microphone compatible with your IT system.  A large wall mounted screen is also very useful.

5 Designate Facilitator(s).  Content & Trainer selection

Designate a facilitator for each session.  Their role is to assist the speaker with the technology/software, act as chairperson for Q&A and introduce sessions/maintain etiquette.  They can also provide a second screen to share to allow you to seamlessly switch between the speaker’s screen and other media such as video, slides or polling activities.

Approach trainers/speakers well in advance – ideally approach those who have taught the topic in the past.  Make a plan and schedule each speaker to an individual session on Zoom (see Part 2).  Don’t forget comfort/coffee/lunch breaks.  Ask each speaker for consent to record the sessions for later viewing by those unable to attend.  Offer password protection so only those with password can view (see Part 2).  Remind  speakers of importance of patient confidentiality.

6 MCQs/SBAs

For examination focussed teaching.  This can be done as before with slides, or using paid for software packages to allow attendees to vote via their electronic device (e.g. Poll Everywhere / Mentimeter).

7 Feedback & Certificates

Encourage attendees to complete the Teach-Learn-Reflect form (which includes feedback required by the Deanery). Attendance certificates will be automatically sent out on completion. Additionally attendees will be able to download a copy of their reflection as LLP portfolio evidence.

8 Advertise

Securely via HESW office (Julie Flowers).  Remember anybody with the zoom unique session ID and password may attend.  Include the schedule with zoom links and passwords.  Inform attendees sessions will be recorded unless specifically requested not to and request that the invitations are not to be shared with others. Encourage sharing of Zoom links on local hospital / STAR WhatsApp groups - especially on the day.  

9 Practice

Consider practicing for 5-10 minutes with your speakers, particularly if they are new to the modality.  Speakers may wish to pre-record a talk for display and take live questions afterwards.

Request copies of Slides from all speakers in advance to mitigate against technology failure.

10 The session

Plan for your speaker and facilitator to meet in the online meeting 10 minutes before the start time – check all required functions are working including screen share and slides.  Facilitator introduces speakers, code of etiquette (point 11), reminds attendees and speakers that the session will be recorded (unless there are objections) and reminds attendees to complete Teach-Learn-Reflect / feedback.  Ensure the session is being recorded (if you have consent).  Finally, facilitator should ensure they identify and take a register of all attendees, taking care to ensure all devices logged into the session are identified with their user.

11 Etiquette

  1. Attendees to keep cameras on wherever possible – it can be disconcerting speaking to a blank screen.

  2. All but the speaker to have microphones switched off – this avoids excess noise and interference.

  3. Questions can be difficult to field if left as an open forum.  Best submitted via text chat function or by raising hand.  Alternatively by direct invitation to an individual via audio facilitator.

12 Post session

  1. Download the recorded sessions via the desktop Windows/Mac Zoom application, or via the Zoom website. 

  2. Trim start & end of each video if required (if excessive unrelated chat before or after the actual presentation). This can be done simply by using free online software such as https://online-video-cutter.com/

  3. Upload each video to the regional Vimeo account, only password protect if the speaker has requested so.  Include a link to Teach-Learn-Reflect / feedback  with the upload (https://teachlearnreflect.com/swapit).  If video is password protected, share this with Julie Flowers at HESW, for distribution to trainees. 

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