Difference between revisions of "CSPS Going Virtual Tiger Team Resources"
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| − | {| class="wikitable" | + | == Introduction == |
| − | |+Microsoft Teams Resources | + | ([[EFPC ressources - équipe spéciale de virtualisation|Veuillez trouver la version française de cette page ici]]) |
| + | |||
| + | As much of the public service shifted unexpectedly to virtual in spring 2020, the Canada School of Public Service (CSPS) 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 focused on 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 development, 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: | ||
| + | * [https://busrides-trajetsenbus.ca/en/going-remote-guide/ Busride: Going Remote Guide] (developed by the CSPS Digital Academy) | ||
| + | * [https://moodle.csps-efpc.gc.ca/moodle/course/view.php?id=992 Learning Lab Playbook 3.0] (developed by the CSPS Learning Lab; GCCampus login required) | ||
| + | |||
| + | == Resources == | ||
| + | |||
| + | === Platform-Specific Job Aids === | ||
| + | {| class="wikitable mw-collapsible" | ||
| + | |+Microsoft Teams (MS Teams) Resources | ||
|[[:File:MS Teams invitation placemat (EN & FR).pptx|Meeting Invitation Placemat]] | |[[:File:MS Teams invitation placemat (EN & FR).pptx|Meeting Invitation Placemat]] | ||
| − | |This placemat can be sent along with Outlook invitations for events or meetings in MS Teams. It outlines the | + | |This placemat can be sent along with Outlook invitations for events or meetings in MS Teams. It outlines the basic meeting functions of Teams. (Document is EN/FR) |
| − | |||
|- | |- | ||
|[[:File:MS Teams Meetings Interface (EN & FR).pptx|Meeting Interface Placemat]] | |[[:File:MS Teams Meetings Interface (EN & FR).pptx|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) | |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 | + | |Producer Checklist |
| + | ([[:File:MS Teams Producer Checklist EN.docx|EN]] / [[:File:MS Teams Liste de vérification du producteur FR.docx|FR]]) | ||
|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. | |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 ([[:File:MS Teams tech dry run guidelines EN.docx|EN]] / [[:File:MS Teams guide en vue d’un exercice d’essai technique FR.docx|FR]]) | + | |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, | + | ([[:File:MS Teams tech dry run guidelines EN.docx|EN]] / [[:File:MS Teams guide en vue d’un exercice d’essai technique FR.docx|FR]]) |
| − | | | + | |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, it could easily be adapted for another platform as needed. |
| + | |} | ||
| + | Microsoft has developed [https://support.microsoft.com/en-us/office/microsoft-teams-video-training-4f108e54-240b-4351-8084-b1089f0d21d7 a series of short support videos] should you require MS Teams-related help. Please also make sure to check Microsoft's ''[https://support.microsoft.com/en-us/office/what-s-new-in-microsoft-teams-d7092a6d-c896-424c-b362-a472d5f105de What's New in Microsoft Teams]'' update page for the latest features and functions. | ||
| + | {| class="wikitable mw-collapsible" | ||
| + | |+Zoom Resources | ||
| + | |[[:File:Zoom An Introduction Placemat (April 2020).pptx|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 | ||
| + | |- | ||
| + | |[[:File:Zoom Privacy and Security Tips Apr03.pptx|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. | ||
| + | |} | ||
| + | {| class="wikitable mw-collapsible" | ||
| + | |+WebEx Training Resources | ||
| + | |[[:File:How to navigate in Webex.pptx|How to Navigate in WebEx]] | ||
| + | |This introduction to the functions and tools of WebEx Training can be sent to participants before a virtual session to help familiarize them with the platform (EN) | ||
| + | |- | ||
| + | |[[:File:Technical Slides WebEx.pptx|WebEx Technical Slides]] | ||
| + | |A quick outline of the functions and tools of WebEx Training that would help a producer or facilitator do a live walkthrough of the platform with participants. (EN/FR) | ||
| + | |- | ||
| + | |[[:File:Using Breakout Rooms Job-aid EN.docx|Using Breakout Rooms Job-Aid]] | ||
| + | |A guide to setting up and troubleshooting breakout sessions (EN) | ||
| + | |- | ||
| + | |[[:File:Using Polls and Quizzes Job Aid-FR-.docx|Aide-mémoire : L'utilisation des sondages et jeux-questionnaires]] | ||
| + | |Un guide pour des activités interactives en WebEx Training (FR) | ||
| + | |- | ||
| + | |External Pilot Template: Welcome Letter to Participants ([[:File:External Pilot - Welcome Letter to Participants EN.docx|EN]] / [[:File:External Pilot - Welcome Letter to Participants FR.docx|FR]]) | ||
| + | |This welcome letter was sent to participants as part of a CSPS pilot offering. Please feel free to use this as a starting point for your own welcome letters, especially those for events involving WebEx Training. | ||
| + | |- | ||
| + | |External Pilot Template: Participant Guide ([[:File:External Pilot - Participant Guide.docx|EN]] / [[:File:External Pilot - Participant Guide FR.docx|FR]]) | ||
| + | |This guide was sent to participants as part of a CSPS pilot offering. Please feel free to use this as a starting point, or take inspiration from it as you design your own virtual sessions. | ||
| + | |} | ||
| + | |||
| + | === Design and Delivery Resources === | ||
| + | {| class="wikitable mw-collapsible" | ||
| + | |+Logistics and Planning Resources | ||
| + | |[[:File:Virtual Events Checklist for Panelists and Speakers (EN).pdf|Virtual Events Checklist for Panelists and Speakers (EN)]] | ||
| + | |A detailed guide for panelists and speakers involved in virtual events. | ||
| + | |- | ||
| + | |[[:File:Aide-mémoire à l'intention des orateurs et des panélists (Virtualisation) (FR).pdf|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. | ||
| + | |- | ||
| + | |[[:File:Business Line Event Checklist.docx|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) | ||
| + | |- | ||
| + | |[[:File:PPT Tips EN.pdf|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. | ||
| + | |- | ||
| + | |[[:File:PPT Tips FR.pdf|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. | ||
| + | |- | ||
| + | |[[:File:Best Practices for Virtual Sessions.docx|Best Practices for Virtual Sessions]] | ||
| + | |An overview of best practices for preparation, delivery, and post-session follow-up to small-scale virtual gatherings (EN) | ||
| + | |- | ||
| + | |[[:File:Copy of PlatformsEvaluationGrid-Virtual DeliveryCSPSEventsEMS.xlsx|CSPS - EMS Platform Evaluation Grid]] | ||
| + | |The results of the EMS-led events OPI's analysis of virtual event platforms. | ||
| + | |- | ||
| + | |Protocols for speakers participating onsite during COVID-19 ([[:File:Protocols for speakers participating onsite during COVID-19 - EN First.pdf|EN First]] / [[:File:Protocoles pour les conférenciers participant sur place lors de COVID-19 - FR First.pdf|FR First]]) | ||
| + | |A '''CSPS-specific''' guide for speakers attending onsite events. | ||
| + | |} | ||
| + | {| class="wikitable mw-collapsible" | ||
| + | |+Facilitation Resources | ||
| + | |[[:File:EN - Facilitation Essentials - June 2020.pptx|Facilitation Essentials: Designing Successful Virtual Gatherings]] | ||
| + | |Intro to 3 key elements to designing successful virtual gatherings | ||
| + | |- | ||
| + | |[[:File:FR - Les éléments essentiels de la facilitation - Juin 2020.pptx|Les éléments essentiels de la facilitation: Concevoir des rassemblements virtuels réussis]] | ||
| + | |Introduction aux trois éléments essentiels de la conception de rassemblements virtuels efficaces | ||
| + | |- | ||
| + | |[[:File:AoH Guide to Hosting and Harvesting Meaningful Conversations in Virtual Spaces V1.0.pdf|A Guide to Hosting and Harvesting Meaningful Conversations in Virtual Spaces]] | ||
| + | |Co-created by [https://www.artofhosting.org/ Art of Hosting] facilitators, May 2020 | ||
| + | |- | ||
| + | |[[:File:Leading Groups Online.pdf|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 ([https://creativecommons.org/licenses/by-nc-nd/4.0/ link to license]) - no changes made. | ||
| + | |} | ||
| + | {| class="wikitable mw-collapsible" | ||
| + | |+Lessons Learned / Products from Existing Events | ||
| + | |[[:File:MsTeams Meeting for Briefings - lessons learned.docx|MS Teams Meetings for Briefing - Lessons Learned]] | ||
| + | |Reflections on an early MS Teams Briefings to identify areas for improvement (Document is EN only) | ||
| + | |- | ||
| + | |[[:File:Lessons Learned EventsWG EN.pptx|Events and Multimedia Services - Lessons Learned]] | ||
| + | |Reflections on the work of the EMS-Led Events OPI and on delivering virtual events (Docuement is EN / FR) | ||
|} | |} | ||
Latest revision as of 15:32, 25 September 2020
Introduction
(Veuillez trouver la version française de cette page ici)
As much of the public service shifted unexpectedly to virtual in spring 2020, the Canada School of Public Service (CSPS) 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 focused on 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 development, 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 basic meeting 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, it 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. |
| How to Navigate in WebEx | This introduction to the functions and tools of WebEx Training can be sent to participants before a virtual session to help familiarize them with the platform (EN) |
| WebEx Technical Slides | A quick outline of the functions and tools of WebEx Training that would help a producer or facilitator do a live walkthrough of the platform with participants. (EN/FR) |
| Using Breakout Rooms Job-Aid | A guide to setting up and troubleshooting breakout sessions (EN) |
| Aide-mémoire : L'utilisation des sondages et jeux-questionnaires | Un guide pour des activités interactives en WebEx Training (FR) |
| External Pilot Template: Welcome Letter to Participants (EN / FR) | This welcome letter was sent to participants as part of a CSPS pilot offering. Please feel free to use this as a starting point for your own welcome letters, especially those for events involving WebEx Training. |
| External Pilot Template: Participant Guide (EN / FR) | This guide was sent to participants as part of a CSPS pilot offering. Please feel free to use this as a starting point, or take inspiration from it as you design your own virtual sessions. |
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. |
| Best Practices for Virtual Sessions | An overview of best practices for preparation, delivery, and post-session follow-up to small-scale virtual gatherings (EN) |
| CSPS - EMS Platform Evaluation Grid | The results of the EMS-led events OPI's analysis of virtual event platforms. |
| Protocols for speakers participating onsite during COVID-19 (EN First / FR First) | A CSPS-specific guide for speakers attending onsite events. |
| 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 aux trois éléments essentiels de la conception de rassemblements virtuels efficaces |
| 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) |
| Events and Multimedia Services - Lessons Learned | Reflections on the work of the EMS-Led Events OPI and on delivering virtual events (Docuement is EN / FR) |
