1. National Computational Science Alliance Boston University Communicating Effectively over the Access Grid

2. National Computational Science Alliance Boston University Many Thanks These slides are based in large part on slides developed by Sherine Mansour of Sheridan College We are grateful to Sherine in all her help in preparing us for SC Global

3. National Computational Science Alliance Boston University Today’s Agenda: Modeling the Training Personal Performance Event facilitation strategies for SC Global Practice sessions TOT action items [Note: These slides will serve as a general template for the trainings during the Production Institute; I’ll make a slightly-revised copy and make it available for download so you can use it in September.]

4. National Computational Science Alliance Boston University Context: SC Global 2001 The SC Conference (www.supercomp.org) is the premiere technical and industrial meeting for high-end networking and computing and computational science. At SC2001, we will create SC Global, the first truly global technical conference on the Grid: a multi-national and multi-cultural meeting place for communication and discussion of ideas relating to high-end computing and communications and its impacts on science and society.

5. National Computational Science Alliance Boston University Context: The Access Grid Group-to-group collaboration across the Grid Often used to support large-scale distributed meetings, collaborative work sessions, seminars, lectures, tutorials and training Experience with previous large-venue, distributed events suggests that a series of preparations is necessary for these However, speakers, facilitators, and others conducting meetings and other smaller events over the AG often need little, if any, training and orientation

6. National Computational Science Alliance Boston University Context: The Production/Technical Team Each site will have a production/technical team to manage the site’s participation in SC Global Team members must trust each other and work closely together, especially if any issues arise during the course of the event (technical or otherwise) SC Global is no ordinary AG event – most AG events do not require this level of support

7. National Computational Science Alliance Boston University Section One: Personal Performance

8. National Computational Science Alliance Boston University Making the most of your presentation Maintain confidence - maintain camera “eye contact” You may need to work with the technical staff to ensure the camera is placed well Speak clearly and slowly Work with your technical staff to learn appropriate microphone use Use high-energy delivery

9. National Computational Science Alliance Boston University Making the most of your presentation (2) Pause if technology fails - be sure to inform your “virtual” audience what is happening Work closely with your Producer and Technical Director Remember that your “virtual” audience is very much real – and in some cases will vastly outnumber the audience which is physically in the same room as you are

10. National Computational Science Alliance Boston University Communicating effectively over the AG All speakers should learn the strengths and limitations of AG technology We encourage – nay, require – participation in the Mega-Cruise, week of October 16 Find ways to repeat who you are, what you are speaking about and where you are speaking from to include all “late-comers” During the event, explicitly state how participation will be facilitated More on this later

11. National Computational Science Alliance Boston University Communicating effectively over the AG (2) Design slides carefully; keep presentations strong and simple All visual aids should be pre-tested and basic in nature during lectures Remember that your slides will be seen on a variety of screens, in a variety of sizes Ensure your PowerPoint slides are compatible with Distributed PowerPoint  DPPT Guide listed at http://www.accessgrid.org/agdp/guide/ http://www.accessgrid.org/agdp/guide/  Test slides locally using dppt before event

12. National Computational Science Alliance Boston University Communicating effectively over the AG (3) Remember to tailor your presentation for the audience and group dynamics of the whole event, not just the people in your physical room Being on camera does not always mean being formal Conversely, being with a small, informal group at your physical location does not always mean being casual

13. National Computational Science Alliance Boston University Motivating your audience “virtually” Be animated in your delivery - you don’t have the luxury of in-room body language But stay in camera range please! Remember possible cultural differences - know who you are speaking to when possible Reduce and try to completely eliminate all “detractors” (pauses filled with “um…” etc) Pretend you are speaking to one person Invite audience participation and interactivity when possible (with explicit statements of how it will be moderated)

14. National Computational Science Alliance Boston University And finally….what should I wear? In general, avoid patterned clothing, especially busy, detailed patterns Choose solid, bright colors that will translate well over the AG technology If possible, seat yourself, or stand under bright light Work with your production/technical team Ensure there are no lights behind you or any source of lighting such as a window

15. National Computational Science Alliance Boston University Section Two: Event Facilitation Strategies for SC Global

16. National Computational Science Alliance Boston University Several Types of Events Primarily discussion Birds of Feather sessions Primarily lecture Talks Workshops Tutorials Other Panels Art

17. National Computational Science Alliance Boston University A Kit of Simple Facilitation Tools Each event will have a Production Plan, developed by the Producer Work closely with your Producer before the event to develop the plan All Production Plans should draw from the same kit of tools, developing new ones only if necessary Consistency of facilitation will make it easier for people inexperienced with the AG to participate in SC Global.

18. National Computational Science Alliance Boston University A Guiding Principle At any given time, one site has “the floor” “The floor” is passed around the sites in a predictable order

19. National Computational Science Alliance Boston University A Simple Example: Plan for a Lecture Sites A, B, and C are participating. The speaker is at site A. 1. Master of Ceremonies (MC) at site A introduces speaker, asks participants to hold questions until after the talk is finished 2. Speaker gives talk 3. MC at site A explains that questions will be solicited from sites in the following order: A, B, C, and D.

20. National Computational Science Alliance Boston University A Simple Example: Plan for a Lecture (2) 4. MC at site A solicits questions from participants at site A; speaker responds to questions 5. MC at site A “passes the floor” to MC at site B 6. MC at site B solicits questions from participants at site B; speaker responds to questions 7. MC at site B “passes the floor” to MC at site C 8. MC at site C solicits questions from participants at site C; speaker responds to questions 9. MC at site C “passes the floor” to MC at site A 10. [repeat for as many rounds of questions as desired/necessary] 11. MC at site A thanks speaker and participants, closes event.

21. National Computational Science Alliance Boston University Section Three: Practice Sessions

22. National Computational Science Alliance Boston University A Dry Run Volunteers, please, for the following roles: At one site: MC, Speaker, others will act as participants All all other sites: MC, others will act as participants Do a dry run through the Simple Example, with the trainer coaching MCs and the Speaker (but not the participants!)

23. National Computational Science Alliance Boston University Training-of-Trainers Action Items Create training schedule for Production Institute Volunteer for creating one-pager for speakers, MCs? Thoughts about any major changes to the slides, or the training in general?