Fillable JOB AID The Extra-Prepared Virtual Facilitator and Producer (Cindy Huggett)

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JOB AID The Extra-Prepared Virtual Facilitator and Producer (Cindy Huggett)

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126730.27260
Find more tools at
www.td.org/membertools
JOB AID
1
The Extra-Prepared Virtual Facilitator
and Producer Checklist
By Cindy Huggett
VIRTUAL CLASSROOM SOFTWARE
 I know the full extent of capabilities that the virtual
classroom software has.
 When logged in as the host, I know what every button
and every menu command does.
 When logged in as the presenter, I know what every
button and every menu command does.
 When logged in as a participant, I know what every
button and every menu command does.
 I am aware of all unique features of the virtual
classroom software (for example, how many
breakout groups can be used at one time).
 I know what file types are supported by the virtual
classroom software’s file-sharing feature.
 I have tested every feature and activity that we will be
using in the virtual classroom during my training event.
Subtotal
The original version of this checklist appeared in my
2010 book, Virtual Training Basics. It quickly became one
of its most popular resources. Most virtual facilitators and
producers recognize the need to prepare backup plans,
just in case something unexpected happens. I equate
being prepared to the way an Olympic athlete prepares
for the games. It may seem like extreme preparation to
some; however, it’s taking the time to do everything you
can do to be your best.
This checklist is designed to help virtual facilitators and
producers prepare for an event in the way a world-class
athlete would prepare for one. To use it, place a
checkmark next to the items that are completely true for
you. Then add up the number of checks in each section,
totaling all checks for a final score. The scoring key is at
the end.
COMPUTER
 I have a reliable computer or laptop that I will use to
deliver virtual training.
 I have a second reliable computer or laptop that I will
use as a “sidekick” when delivering virtual training.
 I have another backup reliable computer, laptop, or
tablet that I can use as a backup to my main or sidekick
computer to deliver virtual training.
 All software, drivers, and plug-ins necessary to deliver
virtual training are fully installed on all my primary and
backup computers.
 All my devices and backup devices are powered on
and ready to go prior to the start time of my virtual
training event.
 All my devices and backup devices are fully charged
and can run from battery power if needed.
Subtotal
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Find more tools at
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JOB AID
2
The Extra-Prepared Virtual Facilitator
and Producer Checklist
By Cindy Huggett
INTERNET
 I have a solid high-speed Internet connection in the
location where I will be delivering virtual training.
 I have a backup Internet connection available in the
location where I will be delivering virtual training.
 I have a second backup Internet connection available
in the location where I will be delivering virtual
training.
Subtotal
TELEPHONY
 I have reliable telephone service that I will use when
delivering virtual training.
 I have a backup telephone connection that can be
used if needed (i.e., my main telephone is a landline
and my backup telephone is a cell phone).
 I have a second backup telephone connection that
can be used if needed (i.e., my main telephone is a
landline, my backup telephone is a cell phone, and my
second backup uses a different cell service provider).
 I have a compatible hands-free headset to use with my
telephone.
 I have a backup compatible hands-free headset to use
with my telephone.
 My telephone and all accessories I use have a clear
sound connection (i.e., I can be clearly heard at all
times when speaking).
 All backup telephones and accessories have a clear
sound connection (i.e., I can be clearly heard at all
times when speaking).
 My primary telephone headset is fully charged prior to
the start of the virtual training event.
 All of my backup telephones are fully charged prior to
the start of the virtual training event.
Subtotal
TRAINING FILES
 I have a printed copy of every training file associated
with the virtual training event (facilitator guide,
participant workbook, saved poll questions, etc.).
 I have a second printed copy of every training file
associated with the virtual training event.
 I have an electronic copy of every training file
associated with the virtual training event that can be
easily accessed from my computer.
 I have an electronic copy of every training file
associated with the virtual training event that can be
easily accessed on every backup computer, even if the
Internet connection is down.
 I have an electronic copy of every training file
associated with the virtual training event that can be
easily accessed from any computer with an Internet
connection (i.e., stored on an accessible website).
Subtotal
TRAINING EVENT
 I have all web links for my virtual training event,
including host, presenter, and participant links if they
are different.
 I have all event passcodes, including host, presenter,
and participant codes if they are different.
 I have all teleconference details, including moderator
and participant codes.
 I know all the teleconference commands for
moderators (e.g., *21 to activate breakout groups).
 I know all the teleconference participant commands
(e.g., *6 to mute and *7 to unmute an individual
telephone line).
 I have all logistical details, including web links,
passcodes, and teleconference information, printed
out prior to the virtual training event.
Subtotal
126730.27260
Find more tools at
www.td.org/membertools
JOB AID
3
The Extra-Prepared Virtual Facilitator
and Producer Checklist
By Cindy Huggett
FACILITATOR SUPPORT
 I have a producer who will assist with all technical
details of the virtual training event.
 I have a backup producer who could fill in for the
producer if needed.
 I have another facilitator or trainer who could fill in for
me at the last minute if needed.
 I have a second backup facilitator or trainer who could
fill in for me at the last minute if needed.
 I have a technology specialist available to assist
participants behind the scenes.
 A technical support person who is knowledgeable
of the virtual classroom software and teleconference
service is on-site or available at every location where
participants are located.
Subtotal
And because this is an extra-prepared checklist, here’s a
bonus section.
PARTICIPANTS
 I know the participants’ full names and job positions
prior to the virtual training event.
 I know the length of time participants have been with
their organization.
 I know the length of time participants have been in
their current role.
 I know the biggest challenges the participants have
related to the training topic.
 I know the questions that participants will have related
to the training topic.
 I know whether participants have talked with their
direct supervisor about the training topic.
 I know whether participants will be held accountable
for what they learn.
 I have personally spoken to or exchanged messages
with each participant about the training event.
 I have verified that participants have completed all
prerequisites or pre-session assignments for the
training topic.
Subtotal
Grand Total:
SCORING KEY
60
Fantastic! Enter your name on the Extra-Prepared
Facilitator All-Star List!
50–59 Excellent! Consider helping other trainers learn
from your preparation efforts.
40–49 Congratulations! You are extra prepared to deliver
virtual training.
30–39 You are prepared but have room for improve-
ment. Select a few areas where you can improve your
preparation.
20–29 You are on the verge of preparation. Identify
the next five items you can add to your virtual delivery
preparation.
10–19 You have started to prepare and have opportunity
to improve. Select 10 items from this checklist that are
most important for you and make an effort to add those
to your list.
0–9 Ask an experienced virtual facilitator for assistance in
getting started.
This job aid originally appeared in Virtual Training Tools and Templates by Cindy Huggett, ATD Press, 2017.
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Completed 11 June 2021

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