Tips for successfully moving your in-person training online

Have you resisted moving your in-person training online?

Concerned that it won’t be as effective or that you’ll lose engagement? Not sure about the technology or how to facilitate online training? This is the guide for you. 

Whether we like it or not, online/virtual training is here to stay. Even before Covid-19, many companies began moving their employee and client orientation and technical training online. Not only is virtual training becoming ubiquitous, but it’s also cost-effective and is just as effective (or better) than face-to-face teaching. 

There are a few key differences between in-person and virtual training, of course. Some of the differences are likely due to the employee’s general comfort level with technology while others are due to the lack of face-to-face or social interaction. In this guide, we’ll discuss a few ways to increase engagement, improve employee/client buy-in, and a few tips for successfully facilitating software training online. 

Online training takes longer than in-person training 

Distractions and technical difficulties happen when working from home. Simply beginning the video session takes longer as people get logged in, figure out technical issues, and get settled. Build-in time for distractions and technical difficulties in your session plan to avoid frustration. 

You might want to share login/troubleshooting instructions on the website you’re using for your training (Click HERE for Zoom’s login directions) before the session so everyone can get familiar with the platform.

Preparation is vital to successful training 

Just like in-person training, the first step in creating your curriculum is to determine exactly what you’d like your team to learn from each session. Break down the new software procedures into smaller chunks to avoid overwhelming your team. This not only helps retention of the information, it increases engagement. When people see that they’re understanding the new software, confidence goes up and they’re more likely to continue using it. 

• What is their level of understanding of the material/software now? 

• What are their feelings about new software or new procedures in general? 

• What are the top three key takeaways you’d like them to walk away with from each session? 

• What information do they need to have at the end of the training? 

Have a backup in case of technical issues. If Zoom isn’t working, maybe have a Skype account ready to go. Also, make sure you know how to use the technology well. Hopefully you won’t have any difficulties, but someone might have an issue you’ll need to troubleshoot. 

SAM SAYS: If you’re using Zoom, we recommend you check out their breakout rooms for breaking into smaller groups and whiteboards for collaboration. Also, make sure to record the training for new employees or to review to make improvements. Visuals are very effective in this training format: create slides with your outline, screenshots of the software, etc. to keep the training moving forward and keep people engaged.

Prioritize training and allow time for integration

Make learning and implementing your new software a priority by dedicating a good amount of time for learning and prioritizing training sessions. Just as important, encouraging the integration and practice of your new process helps avoid resistance to using the software. Set clear, realistic timelines for implementation and offer as much support as possible. Encourage your team to spend time going through the software’s user guides, videos, and webinars to continue learning. 

Consider using incentives for completing training objectives, practicing/using the software, training a client on the software, or training others. The key here is to know your team well enough to know what motivates them. Be creative! 

SAM SAYS: Think of your new software as an employee or colleague, one that you’ve invested time and money in training and getting to know that will make your life easier! Check out this interesting and quick TEDTalk video on the topic. 

Get buy-in to increase engagement

Getting buy-in from your staff/employees about the new software is extremely important to the success of the implementation. What’s the most critical problem(s) the software will solve? Create a concise explanation of how, after the learning curve, this WILL make their lives easier. 

Start with your organization’s WHY. Remind everyone why they are there. For our clients, this might mean connecting your work learning SAM’s software to your organization’s mission - helping connect children and families. Show them how the software’s features connect directly to driving your mission forward. 

Have fun and connect on a personal level

One of the difficulties with virtual training is the lack of non-verbal cues you normally receive when you’re physically in the room with someone. 

Here are a few ideas for increasing connection:

• Start with an icebreaker or game

• Share photos of your workstation or a fun/special object on your desk

• Change your Zoom background to your favorite place/vacation and describe why

• Use Brene Brown’s team opener: a 2-word feeling check in to gauge how everyone is 

• Get up and get moving! Dance party anyone? We love the amazing Lizzo’s (clean version) of Juice. Just try NOT to dance! :) 

Create group rules together

Before the training (or after the icebreaker) brainstorm rules for the extent of the training. Here are a few that come up regularly: 

• No hiding - participation is key!

• Have a bathroom break every 50-60 min

• Decide on lunchtime/how long for lunch

• Create a “parking lot” for issues to discuss later

• No multitasking during training - turn off your phone and close other browsers

• Assign roles to keep engagement such as a timekeeper, note keeper(s) for action items or “parking lot” issues

• Discuss how to “raise your hand” or when questions will be taken

• Decide how you’ll gather feedback for the next meeting - what worked/didn’t work

We hope this guide has given you a framework and some ideas to transition your in-person training online. As your partner in learning and implementing SAM’s software, we’re here to help. Simply email support@inreachsolutions.com for more information. 

More Resources:

Remote Leading Class

Leading Virtual Meetings

Yours in partnership,

The SAM Team

10 Ideas for Fundraising During Difficult Times

With continued uncertainty in the world, many organizations that rely on fundraising are having to get creative. Developing short, mid and long term strategies and messaging to connect with donors is still important, however, there must be room for re-evaluating and shifting gears to respond to current events. It’s more important than ever to be flexible and make sure your messaging and fundraising efforts are in touch with the moment.

Reach out to corporate donors.

According to this article from Social Impact Architects, now is the perfect time to reach out to and partner with corporate sponsors. Cultivating relationships with corporate sponsors and understanding what they need are important pieces of the building that partnership. 

Create a small, specific, tangible donation ask.

Create an event around collecting for tangible items such as backpacks, formula, clothing, household supplies, etc. When donors know that the $40 they are giving is for something specific and tangible, it’s easier for them to write the check. 

Host a virtual event.

Many organizations are moving to online events this year. Including NACAC whose annual convention is now entirely online. Check out these websites for lots of ideas about hosting events online:

Virtual Gala Ideas

Online contests/T-shirt fundraisers

More unique virtual ideas

Use video and social media to tell a story.

Storytelling is a fantastic way to connect with donors emotionally. Video allows you to tell real stories of the people you serve and help donors and volunteers connect with your organization’s mission. Right now, videos do not need to be overly produced or expensive. Since we all started working from home we’ve gotten used to seeing people smiling over fuzzy Zoom meetings or sharing their stories from home video taken with phones. Don’t worry about production value. There are two things to keep in mind when creating your video for social media: keep it short and tell a good story. 

Deepen relationships with past donors. 

Now is the perfect time to pick up that phone and call your past donors. Connect with them with a real conversation and be transparent about the challenges your organization may be facing right now. Build authentic connections with your donors by engaging them directly and remind them of why they love your organization. 

Create ways for volunteers to help your organization from home. 

So many people are searching for ways to help during this time. What are some ways they can help your organization from home? Or with kids at home? Could they reach out on their social media for a peer-to-peer donation drive? Or maybe sew masks for sale? Set up a drive thru donation drop off? If you have awesome volunteers asking how they can help, set up a Zoom meeting and brainstorm! You’ll get a lot of creative ideas as well as build buy-in and excitement to see the project through.

Remind donors of the new CARES Act charitable giving changes.

To encourage charitable giving, the CARES Act allows for a $300 “Above the Line” deduction. Yay!

Thank your donors & volunteers. 

Showing your gratitude for donors and volunteers is not only the right thing to do, it fosters the connection to your organization that keeps them coming back to help time and again. Giving them a call directly and/or creating a short video of gratitude are both great options above and beyond the typical email. 

Again, these videos do not need to be professionally done. You can record a message during a Zoom meeting, ask your clients to record one from their phone, or use a service like Gratavid to create & send personalized videos.

Get people excited about what’s to come. 

Use email campaigns and social media to get people excited about your upcoming events. Even if you have to shift course to respond to changing current events or Covid-19, it’s still a great idea to tease the virtual events or year-end giving plans. 

Bottom line, don’t stop asking.

People want to help, so don’t stop asking. Even if you aren’t meeting 100% of your fundraising goals, don’t give up. Keep reaching out in authentic ways, be consistent, flexible and creative. Good luck! 

Additional websites/resources:

Prosper Strategies Webinars

Coronavirus and fundraising

Donor engagement (w/templates)

Communication Series 1: Using Video At Home

In the first post of our Communication Series, we’re discussing how to keep in touch with teams and clients with pre-recorded video and how to create professional-looking videos to share. 

We’ve stepped into a new normal of communicating over video chat. While it’s been a great way to stay connected with people both personally and professionally, it might leave you feeling a bit disconnected or even burned out. This is due to what professionals are calling “Zoom fatigue,” in which people are feeling more drained from communicating over video than in person. 

According to an article from Harvard Business Review, the combination of direct and constant eye contact as well as the distraction of seeing ourselves in the video makes us hyper-aware and bombarded with visual cues. “Without the visual breaks we need to refocus, our brains grow fatigued.” 

Cut back on Zoom meetings by recording your updates to share with teams and clients.

We’re all also dealing with other distractions at home including children, noisy neighbors, and those piles of dishes and laundry that are never quite done. Although we have scheduled daily video meetings, sometimes life happens and the meetings don’t. To stay connected, we’ve started using recorded videos that can be watched at another, more convenient time.

Loom and Vidyard allow you to record yourself and your screen and creates a shareable link you can email or post to Slack. We’ve found Vidyard to be a bit easier and more reliable than Loom. There’s even a Google Chrome extension to make the process simple as well as a free version. We use Camtasia and Snagit to create our user guide videos and have used Snagit to record quick updates to share (although this requires upload to a google drive to create a link to share.) 

Here are some ideas to use pre-recorded video:

• Updating your staff/supervisor/team on a project or case file

• Create a video to show your families how to use the family portal or other public forms in SAM

• Create training videos for staff

• Share a change in your program or a new procedure

Good lighting and camera position make all the difference for professional-looking video.

Want to look your best on video chats with clients and your team? Find natural light. Position your computer in front of a window (preferably one that receives indirect or “soft” light.)

If you don’t have a window that has soft light coming through, you can use a white sheer drape to cut the harsh light (curtains/drapes with color will change the color in the room - white drapes keep the color from changing). Turn off your overhead light if it’s creating “hot spots” on your face or changing the light to seem very yellow. Side lighting can create harsh lights and shadows. If possible, position yourself in front of the window. 

Overhead yellow light

Hot spots from harsh direct lighting

Harsh side light

Back light

Even soft front lighting - overcast day or using sheer drapes

If you need additional lighting or don’t have a convenient window to use, you can use a desk lamp or ring light to brighten up your video. 

Don’t forget your background! Make sure anything showing in the background is professional and not that pile of laundry. :) 

Raise up your computer or webcam to slightly above your eye line. Use a stack of books or a monitor riser to position your camera in the most flattering way. (Risers are also good for combating neck pain!) 

Don’t lean into the camera. Webcams are wide angle so the closer you get, the more distorted your face will look. 

We hope these tips are helpful! This is the first in an ongoing series on best practices for good communication with teams and clients. If you have any tips that you think our SAM community would benefit from, please feel free to share them with us and we’ll pass them along.

Yours In Partnership,

The SAM Team