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20 Best Practices for Using Application Sharing
By Margaret Driscoll
Organizations that have purchased e-learning software for the live virtual classroom start off by simply using the system to show PowerPointTM slides and deliver lectures. While this may be a starting point, many organizations find that application sharing is the must-have feature when they start to teach information technology topics.
In Elliot Masie's February 2002 report, Virtual Classroom Technology Scan, there is a noteworthy trend that should focus our attention on application sharing in the virtual classroom. The study reports that the top three types of content or training delivered using a virtual classroom are: business technical processes and procedure (69 percent); business process training (67 percent); and information technology skills (67 percent). These statistics suggest that technical training using the virtual classroom accounts for a significant portion of training in the live virtual classroom versus professional development or sales training.
This finding is not surprising given the power of the live virtual classroom (LVC) for teaching technical skills and knowledge. One of the best-kept secrets is the power of the LVC to share software applications. This feature is called application sharing or screen sharing (for the purpose of this article we will refer to this as application sharing). This feature allows the instructor to launch an application such as ExcelTM.
What many people don't realize is that application sharing offers more functionality than simply a one-to-many presentation. Using application sharing the instructor broadcasts an image of his or her application (screen) to learners. In addition, this feature allows the instructor to give learners permission to interact with an application. For example, if the instructor is sharing an Excel TM application, she can give a learner permission to enter sales figures into the spreadsheet cells and see the impact of a ten percent increase in sales.
Instructor
Learners
Now for the reverse, application sharing also allows the learner to launch the application and share it with the instructor and his or her fellow students. In this mode the learner can grant the instructor permission to interact with his or her application. For example, a learner can allow an instructor to take control of an application such as WordTM and ask the instructor to demonstrate how to use the "Track Changes" feature.
Learner
Learners
Application sharing has rich features -- this is both a blessing and a curse. As James Sharpe, Director of e-Learning Technology, IBM Learning Services points out, "it takes more than simply learning to use these features; organizations need to rethink how courses are designed and delivered." The remainder of this article looks at twenty best practices culled from organizations that have experience using application sharing to teach technical skills and competencies.
Application sharing can be used in a number of settings that range from one-on-one office hours to broadcast mode in which a single instructor demonstrates concepts to large groups. In addition to being used as a pure e-learning solution, application sharing is an excellent component of a blended solution. For example, after a traditional instructor-led classroom program has concluded, an application sharing session can be scheduled to provide access to an instructor who can answer questions that have arisen since learners have returned to their jobs.
20 Best Practices
1. Use the long method. Avoid using short cuts and smart keys because learners find it easier to follow you through a series of pull down menus. For example, when teaching how to use the "Cut" feature, don't use [CTRL]+[X]. Instead tell learners to go to edit, expand menu, and cut.
2. Tell learners where to look. Think of this as a narrative tour. As you move your mouse around the screen, tell learners where to look. For example, tell learners to look at the top left for the edit menu and explain when you are clicking, dragging, and pulling down.
3. Apply window management. If you are sharing your entire desktop, close any windows that you do not need. Closing all the unnecessary windows will help focus learners' attention.
4. Optimize the visibility of the mouse. Go to start menu -> settings -> control panels -> mouse to change the properties of size, shape and color to make it as visible as possible.
5. Define class size. Depending on the complexity of what you are teaching, the sophistication of your learners and the evel of interactivity, limit the size of your class. For example, a session that provides overview or awareness training can have a larger number of students than a course that is teaching actual skills.
6. Evaluate when to use and when not to use application sharing. Application sharing may not be the best way to teach a complicated application with lots of steps or applications that require practice. For example, learning to use Flash TM may be better taught as a self-paced course where students can work at their own pace and engage in drill and practice.
7. Schedule sessions for 40-60 minutes. Because learning technical skills and knowledge is demanding, limit sessions to 60 minutes.
8. Probe for understanding. After teaching major concepts, facts, principles or interactions, stop to determine if learners understand. Ask questions, or better yet give students permission to interact with the application and demonstrate their competency.
9. Plan for latency. Latency describes the effect of screens repainting at different speeds for students at different locations on the Internet. As the instructor, be prepared to stop and check that everyone is looking at the same application screen.
10. Determine student viewing area. Look at a student's view of the application sharing tool and determine how much space there is. Then when you are sharing the application, make your window the same size. This way you will only refer to screen elements the students can see without scrolling.
11. Use the page up and page down keys. To move up and down in the application you are sharing, use the paging keys. By using these keys instead of scrolling, the participants' screens will render new images more quickly and clearly.
12. Warm up the participants. When in a group, have the students warm up with the tools before using them to address the substance of the training. Passing around the tool to play a quick game like concentration or drawing a picture will alleviate any anxiety the participants might feel when they are called on to perform in the core training activity.
13. Watch your presentation. Consider setting up a second PC nearby so that you can see the student perspective when first acclimating yourself to the tool. This will give you insight into the student experience and will help you polish your skills.
14. Move slowly. PCs are one of the greatest productivity tools of our time and they sometimes cause us to move fast. Move slowly and pause frequently when demonstrating menus and new features that you are familiar with to give participants time to visualize and absorb the information.
15. Coach participants' performance. When participants are performing difficult tasks, watch and coach them through the steps they face whenever possible. Resist taking control, as overcoming the challenge on their own will be a more effective learning experience.
16. Ask permission. When assuming control of another's shared application be sure to ask permission. Seeing someone drive an application on their secure PC environment may be a new experience for many participants, and it is good to ensure it is a comfortable one.
17. Assign finite tasks. When working with a group and sharing control of an application for learning, ask participants to perform clear and finite tasks. This will keep the session on track and avoid any confusion or frustration with the tools.
18. Monitor the other tools. When sharing an application, place the window so that you can still view your other classroom tools like hand raising and chat. This helps maintain the connection that you have established with the participants.
19. Start with a moderator. With the first wave of training you roll out using the application sharing tool, consider having a moderator or a co-instructor. This will enable you to focus on your task and ensure your success. It also provides another perspective on which parts of the session were most effective and what was least effective so that you can improve.
20. Practice, practice, practice. Think of how easily you pick up a marker and write on a whiteboard. When you gain this level of facility with application sharing it will become as transparent as pointing to a slide in a stand-up classroom. The participants will assume your confidence as well.
Summary
If you are using the live virtual classroom and have put off using application sharing because of the complexity, here are some ideas for getting started. Start small. Tap the power of application sharing to take advantage of a cost-effective way to do technical training for well-targeted small projects with large impact. For example, identify an existing application such as an online expense account reporting or human resources application being updated. Use application sharing to demonstrate the difference or minor changes in the new version.
If you don't have any application updates, consider running a short clinic. Would the clerical staff benefit from a session on the advanced feature of using tables in WordTM? Would accounting benefit from a lesson in importing spreadsheet data into PowerPointTM? These small initiatives will build your confidence and skills in using application sharing and you will begin to see all the possibilities for information training in the virtual classroom.
Reprinted from ASTD, Learning Circuits
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