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Setting up a Respiratory Virtual Training Day
Initial setup
1. Confirm training date on the Wessex Respiratory website, consultant and registrar to discuss aims and objectives, no later than 6 weeks before the training day.
2. The training day length should be aiming for a ‘normal’ training day length; however it is appreciated that they may be shorter in the virtual format.
3. Approach lecturers via email or telephone to outline the topics and aims or training day. In the email inform that lecturer that we are maintaining the current training
programme in a virtual format. This is on Microsoft Teams. Inform the lecturer that we are hoping to record the meeting and place it on the
Wessex Respiratory website in the password protected area. https://wessexrespiratory.com/. This is to allow trainees who cannot attend to catch up on training.
Gain consent for recording the lecturers and sharing of the password protected sight. If they do not agree to this then their sessions should not be recorded.
4. Ask the lectures how long they would like for their talks, best to aim for 45 minutes with 10-15 minutes for questions.
5. Allow for coffee breaks and lunch if/when required.6. Produce a poster/infographic for the running times for the training day. Send copies to
James Pillinger ([email protected]) and David Lodge ([email protected]) who will disseminate this to the respiratory trainees. Also place on respiratory trainee’s whatsapp group.
Setting up the Microsoft Teams meeting
In Teams:
1. On the left menu on Microsoft Teams if you have the meetings/calendar icon then please set up a meeting for the start time and date for the training day. This will then generate a link which you can forward on to James Pillinger and David Lodge, they will email the link out to trainees. Suggest starting the meeting 30 minutes prior to the start of the first lecture to check microphone/video and screen sharing.
2. If you do not have the teams/calendar icon then contact your local IT department, if this cannot be resolved then contact James Pillinger at HEE.
Via Outlook:
1. In your trust outlook account click calendar, bottom left of the screen. In the top ribbon there should be ‘New Teams Meeting’ in the top ribbon under file. If this is not present work through the following guidance:
2. Send a copy of the meeting link to yourself then the timetable can be attached in the same email and sent to James Pillinger and David Lodge to send out to the trainees.
Collect the lecture slides from the lecturers so that a back-up is available during the meeting if required.
Ask each lecturer if they would like to control the slides themselves (via share screen) or if they would like you to share your screen with the slides (they will be required to tell you when they need the next slide).
Ask if lecturers would like questions during the talk or at the end, they will then anticipate having interruptions.
During the Meeting
1. At the beginning of the meeting inform the meeting that it will be recorded.2. Select record when the lecture starts (the videoed time can be edited later to remove breaks
if recording is not stopped and restarted between lectures).3. Ask people to use the hands up item or chat in the teams meeting to ask questions. If you
are controlling the slides this can be difficult so you may choose to facilitate questions after the talk has finished.
4. When the meeting is completed it will be saved to Microsoft Stream https://www.microsoft.com/en-gb/microsoft-365/microsoft-stream
5. The videos can be downloaded and edited into individual lectures or send link to David Lodge who can them embed them onto the Wessex Respiratory website.
After Meeting
1. Send out a survey monkey to the trainees to gain feedback on the lectures and send the feedback to the individual lecturers.
2. Please also could you send a short survey monkey survey to the speakers to see how they felt the training day went and also how they feel it could be improved.
Version 1.4
Mark Watson & Hannah Schiff
