Remote Learning Instructions for Workshop Attendees

Contents

• Introduction
• Zoom / Video Conference Setup
• Attendee Technology Setup (>= 3 Days Prior to Class)
• Workshop Preparation
• Day of Class - Getting Started
• Day of Class - Questions & Exercises
• Day of Class - Help and Support

Introduction

This document lists points to consider when attending a workshop that offers a remote option or is taught entirely remotely. Most importantly, ensure that all required software is installed and working correctly ahead of time. As in-person support is not available, it is imperative that proper planning and sufficient lead time are given to ensure a smooth and enjoyable class experience. Additionally, we'd like to encourage as much interaction as possible and when reasonable.

For the purposes of this document, we will highlight solutions in Zoom, though solutions exist in other video conferencing software. A number of useful Zoom guides are available at Zoom Support and Zoom Support during the COVID-19 pandemic.

After you have reviewed this document, use this checklist to ensure you’re ready.

Zoom / Video Conference Setup

Many guides are available online, and we’ve summarized some of the most important tips here.

1. Setup or verify your computer and learning location a day or two in advance – the day-of the workshop is not the best time to learn about problems. Test your software at https://zoom.us/test and test with a colleague. Also see Harvard University IT’s Zoom FAQ: Before I Start and Having Problems.

2. If you have a 2nd monitor, use it. Especially if using a laptop. Remember, you’ll need screen real estate both to see the instructions and then to execute them yourself.

3. Good audio is essential. And good video helps, but is not a deal-breaker.

4. Practice the following items:
   1. Gallery vs. speaker view
   2. Mute and unmute yourself
   3. Opening and using the chat
   4. Opening and using the Attendees window
   5. Raising and lowering your hand
   6. Sharing your screen, and stopping sharing

   Although these seem like simple operations, practicing this when first using Zoom will help you understand which settings are not optimal and could be changed.

5. Finally, we may use Zoom’s Breakout Rooms feature, so please briefly review Zoom’s Guide on Participating in Breakout Rooms.

6. For more detailed Zoom settings recommendations, review our cheatsheet on Zoom settings to ensure you get the best experience.

Workshop Preparation

1. All attendees must install required software and perform any necessary setup steps prior to the workshop. We recommend doing this by 12PM the day before to allow enough time for you (and all the other attendees) to secure tech support from the training team.

2. If you cannot verify that all required software works correctly, please email the Research Inbox at research@hbs.edu and we will schedule a 1-on-1 Zoom session with you for troubleshooting.

3. Please communicate with the instructor or workshop organizers if you have any accessibility concerns, and we will work to support you.

4. Also, let us know via the Research Inbox at research@hbs.edu if you will be attending the workshop with a colleague and wish to work together during the session.

Day of Class - Getting Started

Some thoughts and simple guidelines:

1. In addition to the instructor, one or two helpers will be on-hand to guide the class and offer support: a primary helper, the Zoom session host, and a secondary helper. Feel free to address the instructor, and helpers will assist as needed.

2. Get comfortable!

3. If possible, reboot your computer before joining the class.

4. Remove distractions (other open programs, browser tabs, etc) and mute or turn on the ‘Do Not Disturb’ function on your computer and phone.

5. Please turn on your video so that everyone can experience who you are, and so that the instructor can read your body language during the workshop. But feel free to turn off your video during breaks or should you need to attend to something.

6. Mute yourself when entering the class and when not talking.

7. When interacting, speak clearly and be specific.

8. Do be mindful of the class and Zoom etiquette, esp. if reviewed at the class start, as each class and instructor is different.

Day of Class - Questions & Exercises

1. If you have a question, use the Raise Hand function, type ‘/hand’ in the Chat window, or use the instructor’s preferred method.

2. Make use of the chat when appropriate. This can also be saved at the end of the workshop if you found the dialog helpful.

3. The instructor may use Breakout Rooms to foster collaboration and interaction. Know that you can ask the instructor for help from within the breakout room; and also can leave the breakout room at any time.

4. If you wish to change breakout rooms or not participate in them, please notify the session host. Remember that you can turn off your video and / or audio at any time.

Day of Class - Help and Support

1. The instructor will likely convey her/his preferences for getting or offering help. This could include using the Raise Hand button in Attendees Window, or typing ‘/hand’ in the Chat window

2. Make use of the chat when appropriate.

3. Don’t be afraid to help solve problems. Although the instructor(s) and helpers are knowledgeable, everyone has knowledge gaps, and community problem-solving usually results in better outcomes.

4. Be aware that the instructor may ask you to share your screen if you are experiencing a problem. Do not fear – this ask might be a teachable moment, as others may be having the same problem or this might be a problem that researchers frequently experience. However, you are never required to share and should politely decline if you do not wish to participate in this way.

5. The helpers may use Breakout Rooms to do 1-on-1 troubleshooting, may ask you to share your screen with them, and take over control of your mouse and keyboard. Be comfortable helping them with these functions.

Last but not least, don’t forget to have fun!!

(A condensed version of this document as a checklist is also available.)