Texas Cooperative Extension (TCE) continues to look for ways to extend professional development opportunities to employees through the use of technology. The most recent technology employed is online conferencing. This article describes programs that have been conducted using online conferencing, discusses specific teaching methodologies used to deliver these learning events, and shares lessons learned

Coppernoll, Susanna

Jahedkar, Jennifer

Murphrey, Theresa Pesl

English

Clemson University: TigerPrints

The Journal of Extension Volume 44 Number 5 Article 25 10-1-2006 Online Conferencing--Tips and Tricks for Effective Use Susanna Coppernoll Texas A&M University System, s-coppernoll@tamu.edu Jennifer Jahedkar Texas A&M University System, jenj@tamu.edu Theresa Pesl Murphrey Texas A&M University System, t-murphrey@tamu.edu This work is licensed under a Creative Commons Attribution-Noncommercial-Share Alike 4.0 License. Recommended Citation Coppernoll, S., Jahedkar, J., & Murphrey, T. P. (2006). Online Conferencing--Tips and Tricks for Effective Use. The Journal of Extension, 44(5), Article 25. https://tigerprints.clemson.edu/joe/vol44/iss5/25 This Tools of the Trade is brought to you for free and open access by the Conferences at TigerPrints. It has been accepted for inclusion in The Journal of Extension by an authorized editor of TigerPrints. For more information, please contact kokeefe@clemson.edu. 	 JOEHOME JOURNAL GUIDELINES ABOUT	JOE CONTACT NATIONAL	JOB	BANKCurrent	Issues Back	IssuesOctober	2006	//	Volume	44	//	Number	5	//	Tools	of	the	Trade	//	5TOT20Online	Conferencing--Tips	and	Tricks	for	Effective	UseAbstractTexas	Cooperative	Extension	(TCE)	continues	to	look	for	ways	to	extend	professionaldevelopment	opportunities	to	employees	through	the	use	of	technology.	The	most	recenttechnology	employed	is	online	conferencing.	This	article	describes	programs	that	have	beenconducted	using	online	conferencing,	discusses	specific	teaching	methodologies	used	to	deliverthese	learning	events,	and	shares	lessons	learned.	IntroductionTexas	Cooperative	Extension	(TCE)	has	continued	to	look	for	ways	to	extend	professionaldevelopment	opportunities	to	employees	through	the	use	of	technology,	including	common	andcomfortable	technologies	such	as	teleconferencing	and	co-browsing	on	the	Internet	(Coppernoll	&Stone,	2004).	In	the	spring	of	2003,	Texas	Cooperative	Extension	adopted	the	use	of	CentraSymposium�	for	online	conferencing,	an	evolving	technology	that	allows	voice-over-Internet,application	sharing,	and	live	interaction.	As	of	January	2006,	TCE	had	delivered	more	than	1,100programs	via	online	conferencing.	Completion	of	these	programs	has	resulted	in	the	developmentof	specific	teaching	methodologies	and	techniques	that	can	be	used	to	effectively	deliver	programsusing	online	conferencing.An	Overview	of	Programs	Conducted	Using	Online	ConferencingOnline	conferencing	seminars	have	been	conducted	by	TCE	in	both	subject	matter	andperformance	or	soft	skill	competency	areas.	Subject	matter	seminars	have	addressed	a	wide	arrayof	topics	ranging	from	nutrition	essentials	to	foreign	animal	diseases	to	youth	protectionstandards.	Table	1	summarizes	by	program	area	the	number	of	subject	matter	online	conferencingevents	for	2005-2006.Table	1.Online	Conferencing	Events	for	Subject	Matter	Areas	2005-2006Program	Area Number	of	Events Number	ofSusanna	CoppernollExtension	Program	SpecialistTexas	Cooperative	Extensions-coppernoll@tamu.eduJennifer	JahedkarAssistant	Extension	Information	TechnologistTexas	Cooperative	Extensionjenj@tamu.eduTheresa	Pesl	MurphreyVisiting	Assistant	ProfessorDepartment	of	Agricultural	Educationt-murphrey@tamu.eduTexas	A&M	University	SystemCollege	Station,	TexasParticipantsAgriculture	and	NaturalResources65 489Family	and	ConsumerSciences55 6164-H	and	Youth	Development 35 326	Online	conferencing	seminars	have	also	been	conducted	in	performance	or	soft	skill	competencyareas.	Many	of	these	seminars	are	made	available	via	an	ongoing	professional	developmentinitiative	known	as	"Friday	Online."	Each	Friday	morning	a	2-hour	professional	developmentseminar	is	offered	by	an	internal	support	group	(i.e.,	Extension	Information	Technology,	theExtension	Unit	in	the	Department	of	Agricultural	Education,	Human	Resources,	or	AgriculturalCommunications).	A	variety	of	topics	have	been	offered	in	the	areas,	including:	programdevelopment,	education,	communications,	technology,	and	human	resource	development.In	addition,	online	events	have	been	organized	to	address	topics	specific	to	new	employees,agency-wide	issues,	information	technology,	and	organizational	accountability.	Onlineconferencing	has	also	been	utilized	for	meetings	and	collaboration	events	instead	of	previouslyconducted	teleconferences.	Table	2	summarizes	online	conferencing	events	and	meetings	relatedto	performance	competency	areas	for	2005-2006.Table	2.Online	Conferencing	Events	for	Performance	Competency	Areas	2005-2006Type	of	Event Number	of	Events Number	ofParticipantsFriday	Online 64 1009New	Employee	Events 26 554Information	TechnologyTraining81 565Organizational	Accountability 95 856Weekly	&	Quarterly	Meetings 196 1794Training	on	VolunteerManagement11 66	Effective	Use	of	Online	ConferencingThe	use	of	online	conferencing	is	not	new.	As	shared	by	Burkhart-Kriesel	and	Caine	(2004),	thetechnology	has	been	available	since	late	1999.	The	technology	and	its	usage	have	changed,though.	Many	newcomers	to	online	conferencing	are	pleasantly	surprised	to	realize	that	activitiesthey	might	do	in	a	traditional	face-to-face	environment	can	also	be	accomplished	online	usingappropriate	tools.	There	are	times	when	online	conferencing	is	not	appropriate	(e.g.,	hands-on-training	that	requires	access	to	a	special	laboratory).	However,	there	are	times	that	onlineconferencing	is	actually	more	appropriate	than	face-to-face,	because	the	instruction	can	bedelivered	when	it	is	needed,	increasing	efficiency	and	decreasing	costs.Current	technology	does	not	allow	the	face-to-face	environment	to	be	entirely	replicated	online;however,	one	can	often	accomplish	more	online	than	what	is	anticipated.	While	onlineconferencing	software	tools	vary	depending	on	the	manufacturer,	many	tools	are	similar.	Table	3presents	activities	typically	used	in	TCE	face-to-face	educational	programs	along	with	comparabletools	that	are	being	used	to	deliver	the	same	educational	programs	via	online	conferencing.Table	3.Comparison	of	Face-to-Face	Activities	with	Online	Conferencing	ToolsTypical	Face-to-Face	Activities Tools	Available	via	OnlineConferencing	to	Accomplish	theActivityWelcome Facilitator	Voice	Over	InternetIntroductions Facilitator	and	Participant	VoiceOver	InternetIcebreaker	Activity Facilitator	and	Participant	VoiceOver	InternetSurvey	ToolAssess	Learner	Needs	or	QuestionParticipantsFacilitator	and	Participant	VoiceOver	InternetSurvey	ToolReview	of	Agenda	and	Objectives Electronic	Agenda	Shown	inInterfaceSlides	of	Agenda	and	Objectives 	Lecture	or	Presentation	by	VariousIndividualsVoice	Over	Internet	by	Facilitatorand	Multiple	PresentersPresentation	Slides Presentation	Slides	Shown	inInterfacePresentation	Animations Slide	Markup	ToolsHandouts E-mail	handouts	prior	to	meetingFax	handouts	to	participantsProvide	link	for	participants	todownload	handouts	in	InterfaceBrainstorming	Session White	Board	with	One	or	MoreScribesLarge	Group	Discussion	or	Q&A Facilitator	and	Participant	VoiceOver	InternetParticipant	Feedback	IconsText	ChatAnonymous	Feedback	ToolSmall	Group	Discussion	/	Break-outSessionsText	ChatBreak	Out	Rooms	for	SmallGroup	with	Voice	Over	InternetDiscussionsParticipant	Feedback	IconsWhite	Board	Note-taking	inBreak-out	RoomsIndividual	Activities HandoutsIndividual	Web	TourOnline	Time	to	Complete	orOffline	Time	to	Complete	andthen	ReconveneDemonstration	of	Software	or	Reviewof	Printed	InformationApplication	SharingShowcase	of	Web	Resources Web	Safari	or	Group	WebTouringLaunch	a	Browser	for	IndividualTourSchedule	Group	Breaks	andUnscheduled	Individual	BreaksStep	Out	NotificationScheduled	Online	BreaksEvaluation Electronic	Evaluation	Lessons	LearnedTexas	Cooperative	Extension	has	learned	valuable	lessons	through	active	use	of	onlineconferencing.	These	lessons	can	be	summarized	into	three	key	areas.1.	 Adoption	of	the	technology	should	be	planned	and	purposeful.	The	use	of	onlineconferencing	was	not	widely	accepted	at	first.	A	dedicated	effort	was	required	on	the	part	ofTCE	administration	to	model	effective	use	and	to	provide	a	means	for	employees	toexperience	how	the	technology	could	be	used	in	a	non-threatening	environment.	Detailsregarding	the	strategy	employed	by	TCE	can	be	found	in	"Facilitating	the	Adoption	of	anOnline	Conferencing	System--A	Recipe	for	Success"	(Murphrey	&	Coppernoll,	2006).2.	 Effective	learning	starts	with	good	instructional	design	and	is	followed	by	goodinstructor	delivery.	The	importance	of	instructional	design	and	instructor	delivery	cannotbe	overlooked	regardless	of	the	setting,	whether	the	instruction	is	delivered	face-to-face	oronline.	In	the	traditional	face-to-face	setting,	instructors	often	turn	to	lectures	as	the	primarymode	of	delivery.	This	is	also	true	in	online	conferencing.	The	personal	presence	that	oftenholds	instructors	accountable	in	a	face-to-face	setting	is	missing	in	online	conferencing,	andthis	"lack	of	personal	presence"	can	serve	as	a	barrier	to	effective	delivery.	Good	instructionrequires	measurable	objectives,	planned	activities	that	appeal	to	various	learning	styles,	andeffective	facilitation.	Online	conferencing	has	the	potential	to	deliver	excellent	instruction,	ifthe	educator	uses	the	tools	effectively.3.	 Engaging	learners	and	facilitating	discussion	via	online	conferencing	is	similar	toface-to-face	settings,	but	is	different	in	that	it	requires	forethought	and	skills	indelivery	without	the	use	of	body	language	and	eye	contact.	In	a	face-to-faceenvironment,	facial	expressions	and	body	language	can	be	used	to	assess	engagement.	In	anonline	conferencing	environment,	assessment	of	engagement	is	accomplished	via	questionsto	which	participants	respond	through	participation	tools	or	voice	response.	Frequentassessment	is	important,	but	questioning	must	be	planned	and	practiced	so	as	to	not	beclumsy,	awkward,	or	rhetorical.	Face-to-face	environments	allow	the	instructor	to	use	his/herbody	and	words	to	manage	the	learning	environment.	The	online	conferencing	environmentrequires	the	use	of	voice	and	words	to	manage	the	environment.	Anticipating	possible	issuescan	help	instructors	think	through	the	right	words	to	explain	a	concept	as	simply	as	possible.It	is	also	helpful	for	instructors	to	think	through	how	to	manage	discussions	naturally	andsmoothly	without	eye	contact	or	nods	of	the	head.	This	can	be	accomplished	using	roundrobin	sharing	or	raising	of	hands.SummaryOnline	conferencing	can	provide	an	effective	educational	environment	for	a	variety	of	topics	and	ina	variety	of	program	areas.	The	tools	available	for	online	conferencing	allow	implementation	ofactivities	similar	to	those	in	a	face-to-face	setting.	The	most	successful	online	conferencing	eventsare	those	in	which	educators	and	learners	are	comfortable	and	confident	with	the	technology,	theinstructional	design	and	delivery	is	appropriate,	and	facilitators	have	developed	skills	that	allowfacilitation	without	the	use	of	body	language	and	eye	contact.ReferencesBurkhart-Kriesel,	C.,	&	Caine,	B.	(2004).	From	potluck	suppers	to	on-line	seminars:	The	evolving"face"	of	social	interaction.	Journal	of	Extension	[Online],	42(4).	Available	at:http://www.joe.org/joe/2004august/comm2.shtmlCoppernoll,	S.,	&	Stone,	B.	(2004).	Learning	in	place	using	"common	and	comfortable"	technology.Journal	of	Extension	[Online],	42(1).	Available	at:	http://www.joe.org/joe/2004february/tt1.shtmlMurphrey,	T.	P.	&	Coppernoll,	S.	(In	Press).	Facilitating	the	adoption	of	an	online	conferencingsystem	A	recipe	for	success.	Journal	of	Extension	[On-line]	44(3)	Article	3IAW1.	Available	at:http://www.joe.org/joe/2006june/iw1.shtmlCopyright	©	by	Extension	Journal,	Inc.	ISSN	1077-5315.	Articles	appearing	in	the	Journal	become	the	property	of	theJournal.	 Single	 copies	 of	 articles	may	 be	 reproduced	 in	 electronic	 or	 print	 form	 for	 use	 in	 educational	 or	 trainingactivities.	Inclusion	of	articles	in	other	publications,	electronic	sources,	or	systematic	large-scale	distribution	may	bedone	only	with	prior	electronic	or	written	permission	of	the	Journal	Editorial	Office,	joe-ed@joe.org.If	you	have	difficulties	viewing	or	printing	this	page,	please	contact	JOE	Technical	Support©	Copyright	by	Extension	Journal,	Inc.	ISSN	1077-5315.	Copyright	Policy

Online Conferencing--Tips and Tricks for Effective Use

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Online Conferencing--Tips and Tricks for Effective Use

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