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Society of Toxicology Postdoctoral Assembly Postdoctoral Assembly Web Seminar Society of Toxicology Welcome! Welcome! We will begin at 1:00 PM EST. Please.

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Presentation on theme: "Society of Toxicology Postdoctoral Assembly Postdoctoral Assembly Web Seminar Society of Toxicology Welcome! Welcome! We will begin at 1:00 PM EST. Please."— Presentation transcript:

1 Society of Toxicology Postdoctoral Assembly Postdoctoral Assembly Web Seminar Society of Toxicology Welcome! 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. If you have technical issues, call WebEx support How to Develop a Successful Webinar

2 Society of Toxicology Postdoctoral Assembly Postdoctoral Assembly Web Seminar Society of Toxicology Moderator: Sarah Campion, PDA Chair May 25, 2010 How to Develop a Successful Webinar

3 Society of Toxicology Postdoctoral Assembly 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

4 Society of Toxicology Postdoctoral Assembly Speakers Lauren Aleksunes Rutgers University PDA Councilor, Alison Harrill The Hamner Institute PDA Secretary,

5 Society of Toxicology Postdoctoral Assembly Objectives 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

6 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

7 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

8 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

9 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, s, articles posted to Web site/message board

10 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

11 Society of Toxicology Postdoctoral Assembly Topic for Your Webinar SPECIFIC FOCUSED NEEDED

12 Society of Toxicology Postdoctoral Assembly Who is your audience? If a career session, do you want only junior trainees or is it applicable to all levels of experience? Do you want to include international institutions? If a scientific session, do you want to limit to your Specialty Section or to the Society at- large? Or engage members from another scientific society?

13 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

14 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

15 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

16 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

17 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

18 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 Include request for questions in advance Tiered advertising: Members 1 st 4 weeks in advance Open to Nonmembers Last 2 weeks

19 Society of Toxicology Postdoctoral Assembly Advertising Web site advertisement SOT Web site Other appropriate Web sites (obtain permission) Newsletter for your group Organize group viewings sent from SOT to Directors of Toxicology Programs to have rooms organized for group viewing

20 Society of Toxicology Postdoctoral Assembly Questions? Society of Toxicology Postdoctoral Assembly

21 Developing Webinar Slides 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.

22 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

23 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

24 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

25 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

26 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

27 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

28 Society of Toxicology Postdoctoral Assembly Questions? Society of Toxicology Postdoctoral Assembly

29 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

30 Society of Toxicology Postdoctoral Assembly Polling Questions Pre-determine when the questions will appear, e.g., during which slide(s) Give seconds to answer Questions can be open-ended or limited to certain predetermined responses Report results to participants when appropriate

31 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

32 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?

33 Society of Toxicology Postdoctoral Assembly Resources Include a slide that gives the audience references that were used as well as places for additional information

34 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 ed out

35 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

36 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

37 Society of Toxicology Postdoctoral Assembly Script Example Slide Title Speaker Slide Control Q&A Notes on Timing Scripted Text

38 Society of Toxicology Postdoctoral Assembly 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

39 Society of Toxicology Postdoctoral Assembly Survey Questions Plan to have an 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

40 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? 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:Answers 1-5 (Poor to Excellent) 1.Length of the session 2.Depth of material 3.Relevance of content 4.Helpfulness of the material provided 5.Overall Presenter Answers 1-5 (Poor to Excellent) 1.Clarity of presentation style 2.Answers questions completely 3. Makes material interesting 4.Gives plenty of examples 5. Left me with a good understanding of the material 6.Overall Moderator Answers 1-5 (Poor to Excellent) 1.Level of interaction with presenter 2.Selection of questions submitted 3.Overall 4.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.

41 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

42 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

43 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

44 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

45 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

46 Society of Toxicology Postdoctoral Assembly Contact Information Please feel free to contact us as you develop future SAC and PDA webinars Lauren: Alison:

47 Society of Toxicology Postdoctoral Assembly Questions? Society of Toxicology Postdoctoral Assembly

48 Postdoctoral Assembly Web Seminar Society of Toxicology Thank you for participating!! Please provide feedback on the survey How to Develop a Successful Webinar The session recording will be available on the PDA Web site


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