Do you have teaching responsibilities, or are you thinking about putting together a PGR-led seminar or writers’ retreat? Read our top tips for leading a live webinar.
1. Plan your content as well as modes of interaction
Keeping participants’ attention during a webinar is hard work, but a clear structure for the session and well-planned interactions can help mitigate that. Organise your content in clear themes/parts and let participants know upfront what the flow will look like.
There are many forms of interaction that you can build into your session depending on the platform you are using. Consider including opportunities for participants to ask questions via their microphones, setting them short tasks and asking them to contribute via the chat box (this encourages those that are less forthcoming to interact as well).
Through some platforms, such as Zoom, you can also put participants in smaller ‘break-out’ style web-rooms to enable small group discussion.
2. PowerPoint is your friend … most of the time
Even if you are leading a session that is not content heavy (for example, a writers’ retreat), sharing PowerPoint slides during your session is a good way of ensuring that participants know what is happening at all times. For example, you can use a PowerPoint slide to signpost that you are ready to receive questions, to specify the requirements of an interactive task, to indicate that it is break time (and at what time you will resume), etc.
However, keep in mind that sharing PowerPoint slides takes up a large portion of the screen and in some cases it might be preferable to shut it down, allowing a ‘gallery’ style view of participants’ web cameras to create a stronger sense of community.
3. Practise
Before leading a live session, you should practise managing the platform of your choice. Consider organising a test-run with a few friends or colleagues. You don’t need to replicate the full session but you should go through the key motions, including any planned points of interaction.
Alternatively, if you have access to a spare laptop, use it as a ‘faux’ participant and place it next to your main device to see how things will look like for your participants.
4. Send out joining instructions
Sending out simple joining instructions will help manage your participants’ expectation. How will they access the platform? Will they be expected to use their microphone? Will they have to put their web camera on?
You should also encourage participants to join the session a few minutes before the start time so that they can test their audio/visual.
5. Provide guidance on webinar etiquette at the start of the session
Devote a few minutes at the start of the session to taking participants through your webinar etiquette. You should explain upfront what forms of interactions they can expect, how and when you will take their questions, as well as a quick overview of the key controls of the platform you are using.
6. Get yourself a ‘wingman’
If possible, ask a fellow PGR to be your session wingman. This means that you have someone ready to step in and help if any of your participants have connection issues or if you need a hand with managing conversations in the chat box.
A wingman can also help you fill any awkward silences as you are waiting for all participants to join at the start of the session, as well as during the breaks. Initiating small talk with your wingman during downtime will encourage others to participate as well and help foster a sense of community that is much needed at the moment.
7. Follow up with participants if needed
Managing time during live sessions is a tricky business and issues with technology can also eat up delivery time. If this happens to you, then don’t stress. Tell your participants that you will follow up with some written notes on content that was not covered, or send them a voice-over-PowerPoint recording. If you didn’t have enough time to take questions then encourage participants to put their queries in the chat box or email you, and then follow up with a written Q & A.
Last but not least, remember that we have all been thrown into digital modes of learning and interacting very abruptly and making mistakes is expected. It’s all about progress, not perfection.
Stay tuned for more guidance on delivering digital content in future blog posts.
With current guidelines around COVID-19, vivas are being conducted by videolink where possible. What should you expect from a videolink viva and how can you prepare? The Bristol Doctoral College asked five PGRs who’ve been through the process to share their experiences and tips.
Debbie Daniels, School of Biochemistry
Why did you have to do your viva by videolink?
My viva took place during the early stages of the COVID-19 outbreak – as non-essential travel was advised against and flight schedules were looking increasingly unreliable, we made the last-minute decision for my external examiner to take part via videolink.
How did you prepare?
I was feeling a bit nervous about the prospect of a viva over videolink so one thing I did was to practise some answers to a few common opening viva questions, for example “why did you decide to do this project?” or “briefly summarise your project for us”. I think even if you don’t end up using them it makes you feel a bit more confident when beginning the viva, especially when you throw in the added nervousness of it not being in person!
What was the main thing that stood out for you about the experience?
“It took a few minutes to settle in, but after that it really felt like my external examiner was in the room with me.” Debbie Daniels
How surprisingly normal it felt! It took a few minutes to settle in, but after that it really felt like my external examiner was in the room with me.
In the end, I found it a really positive experience, despite the initial nerves! The whole process went really smoothly and my examiners even commented on the fact that they felt they were able to conduct the viva exactly as they would do in person. Overall, I would say to try not to be too nervous about the videolink aspect and to trust in your ability – you will have spent much of your PhD explaining your work to other people and doing it via videolink really feels no different.
Any tips for someone who now has a videolink viva planned?
Think about any aspects of your projects (for example, a complex experiment set-up) where your go-to explanation may have involved drawing a diagram or using other visual aids – this might be trickier to do via videolink so it could be worth practising some verbal explanations for these out loud during your viva prep.
Catherine Chan, School of Humanities
Why did you have to do your viva by videolink?
My viva took place before the COVID-19 pandemic. One of my external examiners was supposed to come to Bristol from London but he had injured his back and had to restrict his mobility. The decision to move to videolink was quite last minute (if I’m not wrong, less than 24 hours before).
How did you prepare and what did you learn?
“Having a set-up where you do not have to constantly worry about unnecessary details will help you focus on the exam.” Catherine Chan
Personally, there was not much I could do but to face the ‘challenge.’ I was a bit jumpy over the sudden change of plans, especially because I (and I trust a lot of others) have always found video calls/meetings awkward. I was mainly worried about the awkwardness and the possibility of glitches. Talking to my supervisor about this helped a lot, particularly because spelling out my worries in detail made me more aware of the actual issues I had with a Skype viva.
Looking back, I wouldn’t have prepared differently.
If properly set up and with good internet connection, an online viva is not too different from an actual face-to-face examination.
I have learned to be less wary of online videocalls/meetings and this has been extremely helpful during the current situation with COVID-19. I’ve increasingly dealt with online teaching and meetings in the last two months, and I can assure everyone that it does get easier after a few tries.
Any tips for someone who now has a videolink viva planned?
Take the videolink viva as you would a face-to-face examination. While you’re in the process, you’ll find yourself so immersed in dealing with the examiners’ questions and discussing your thesis that it feels as if everyone is physically present in the room.
Make sure to do a test call (or a few test calls) to make sure that the internet connection is stable, you are comfortable with the angle of the camera, and that you’re showing only what you want to show in the background. Having a set-up where you do not have to constantly worry about unnecessary details will help you focus on the exam.
Jon Prager, Bristol Veterinary School
How has COVID-19 impacted on your viva?
In a way the most unsettling thing was constantly changing plans – when COVID-19 initially became a problem I was going to join the external examiner in London (where I’m now based) and have a two-way Skype call between Bristol and London, then my internal had to self-isolate so it was going to be three-way call, with him at home. Then, a couple of days before the viva, the external’s campus was closed so we moved to four-way Skype call from home.
What was the main thing that stood out for you about the experience?
“My external examiner afterwards commented it was great to be able to do a viva in fluffy slippers” – Jon Prager
The examiners were both really friendly. In a way, because doing it by videolink was new for everyone, it meant we were all a bit unsure how things would work and could all laugh off any teething connections issues and lighten the atmosphere. (My internal examiner accidentally disconnected – I joked he was bored already!)
It all worked much more smoothly than I expected/feared, and certainly I don’t think it had any negative impact on the viva. My external examiner afterwards commented it was great to be able to do a viva in fluffy slippers – so that’s one positive!
Any tips for someone who now has a videolink viva planned?
Check your internet connection and platform set-up. Do a test call with and without a headset to find the best approach for you.
Try to find somewhere quiet and without distractions. Make sure anyone around knows when you’ll be busy so you’re not disturbed. Similarly, close your emails and any other messaging apps to avoid distracting notifications.
Think about how you’ll reference your thesis during the viva. I considered marking up my thesis digitally but ended up sticking to pen and paper.
Check whether the examiners want you to join at the diary start time, or whether they will want to discuss first and ask you to join later.
Vivian Kong, School of Humanities
What was your experience and how did you prepare?
“Before the viva I had a mini-mock viva with a friend over Skype.” Vivian Kong
Before the viva, I worried whether I would be ableto hear everything clearly over Skype and understand my examiners’ questions. English is my second language, which also added to my concern. I also had concerns about other practical issues, such as internet speed and sound clash.
Before the viva I had a mini-mock viva with a friend over Skype. My friend asked me standard questions about the thesisand checked if my answers were audible and clear over Skype. That really helped ease my concerns, as I knew the right speed and volume to speak at in order to convey my thoughts.
How did it go in the end?
There were occasions where I couldn’t hear myexaminers properly, and I had to ask them to repeat. However, once my examiners started asking me inspiring questions and gave me feedback, I almost forgot we were doing it over Skype! Having done a videolink viva, I understand how one may find it trickier to prepare, but I hope my positive experience can give students preparing for a videolink viva some assurance, and hope they’d find their viva useful too!
Hang Yee Leung, School of Education
Why did you have to do your viva by videolink?
“I tried to maintain a healthy body and peaceful mind.” Hang Yee Leung
My doctorate was based at City University in Hong Kong and taught by academic staff from the University of Bristol. My viva was originally scheduled to take place in Hong Kong. However, due to the spread of COVID-19, the teaching team had returned to the UK and the viva was rescheduled to take place in Bristol. Unfortunately this was also cancelled due to closure of the School of Education. I was then informed that my viva would be conducted by Zoom two days before the scheduled date, with the five attendees all dialling in from separate locations.
How did you prepare for it?
Despite the coronavirus pandemic and sudden transition from offline to online viva, I tried to maintain a healthy body and peaceful mind, which helped me turning the viva from a challenge to an enjoyable experience.
Any tips for someone who now has a videolink viva planned?
As well as academic preparations and getting used to the technology, take the time for a walk or listen to your favourite music when you are feeling stressed.
Getting enough sleep and having a clear mind are also vital for a successful viva.
What are your thoughts, looking back on the experience?
To cite a quote from Forrest Gump: “Life is like a box of chocolates. You never know what you’re going to get.” 2020 is perhaps one of the most tumultuous years in many people’s life, but we should never give up hope. Good luck to all candidates who are going to attend an online viva. Enjoy the experience and learn from it.
