CSPS Going Virtual Tiger Team Resources
Introduction
As the public service shifted abruptly to virtual in spring 2020, the Canada School of Public Service’s Event Management Services struck a ‘Going Virtual Tiger Team’ to explore effective options for the virtual delivery of its offerings, both in terms of experience design, and the selection and integration of technologies. This portion of work will focus on a specific set of offerings: hosting virtual standalone gatherings, specifically meetings, collaborative sessions, corporate events, and conferences. Through this forum, employees at CSPS developed and curated a range of job-aids, placemats, checklists, and decks to meet operational needs. Below, you will find resources that might help your team continue to develop and delivery quality events in virtual spaces.
Please note that these resources are up to date as of August, 2020, unless otherwise indicated – MS Teams and other platforms continue to push updates on a regular basis. Many of these resources remain in progress, or continue to be road-tested around the School - feel free to use, adapt, or refine these resources as needed for the context of your team and work.
There are other helpful document and resource repositories that will support your team in remote and virtual collaboration, learning, and event design and delivery:
- Busride: Going Remote Guide (developed by the CSPS Digital Academy)
- Learning Lab Playbook 3.0 (developed by the CSPS Learning Lab; GCCampus login required)
Resources
Platform-Specific Job Aids
| Meeting Invitation Placemat | This placemat can be sent along with Outlook invitations for events or meetings in MS Teams. It outlines the basics meetings functions of Teams. (Document is EN/FR) |
| Meeting Interface Placemat | This placemat would help a producer or facilitator do a live walk-through of MS Teams functions during a tech dry run with participants. It is a visual explanation of the meeting interface on desktop and mobile platforms of MS Teams. (Document is EN/FR) |
| Producer Checklist | This is a checklist/guide for producers coordinating collaborative sessions or small presentations in MS Teams. As with the tech dry run guide, it is meant for MS Teams, but could also easily be adapted. |
| Tech Dry Run Guide | This is a guide for a ‘session 0’ tech check-in with participants before the learning event/session proper. While it is specific to MS Teams, but could easily be adapted for another platform as needed. |
Microsoft has developed a series of short support videos should you require MS Teams-related help. Please also make sure to check Microsoft's What's New in Microsoft Teams update page for the latest features and functions.
| Zoom: An Introduction | This placemat can be sent along with Outlook invites for events or meetings in Zoom. Document is EN/FR. Please note that this document has not been updated since late March 2020 |
| Zoom: Privacy and Security Tips | A quick outline of precautions and practices to secure Zoom meetings. EN only. Please note that this document has not been updated since early April 2020. |
Design and Delivery Resources
| Virtual Events Checklist for Panelists and Speakers (EN) | A detailed guide for panelists and speakers involved in virtual events. |
| Aide-mémoire à l'intention des orateurs et des panélists (Virtualisation) (FR) | Un guide détaillé pour les panélistes et les orateurs qui participent à des événements virtuels. |
| Business Line Event Checklist | A CSPS-specific guide to event design, preparation, and delivery. For those outside the school, it is an excellent starting point involving steps, questions, and considerations for anyone planning an event from scratch. (EN) |
| Tips for Using Visual Aids During Virtual Events | Will you be using a PowerPoint presentation during your portion of a virtual event? If so, you might want to consider these tips. |
| Conseils sur l’utilisation de supports visuels lors d’événements virtuels | Comptez-vous utiliser une présentation PowerPoint lors d’un événement virtuel? Si oui, ces conseils pourraient vous être utiles. |
| Facilitation Essentials: Designing Successful Virtual Gatherings | Intro to 3 key elements to designing successful virtual gatherings |
| Les éléments essentiels de la facilitation: Concevoir des rassemblements virtuels réussis | Introduction à trois éléments clés pour concevoir des rassemblements virtuels réussis |
| A Guide to Hosting and Harvesting Meaningful Conversations in Virtual Spaces | Co-created by Art of Hosting facilitators, May 2020 |
| Leading Groups Online: A Down and Dirty Guide to Leading Online Courses, Meetings, Trainings, and Events During the Coronavirus Pandemic | By Jeanne Rewa and Daniel Hunter. © 2020 Daniel Hunter and Jeanne Rewa. Shared under a Creative Commons Attribution-NonCommercial-NoDerivatives 4.0 International License (link to license) - no changes made. |
| MS Teams Meetings for Briefing - Lessons Learned | Reflections on an early MS Teams Briefings to identify areas for improvement (Document is EN only) |