Using All Your Bells and Whistles: Making Effective Use of Instructional Technology in the Training Room

Presented by Jason Good and Peggy Cordero

At the 2008 West Coast Trainers’ Conference

San Diego, California

What Are Your Training Room Technology Horrors?

Imagine (Or Remember) This:

You have arrived at an assigned training location an hour early to set up for your daylong or evening training of adult professionals. No one is there to greet you, but you charm your way past security and are directed to a dark and empty training room. After slinging tables and chairs into roughly the classroom configuration you need for your training day, you are able to locate your previously shipped box of training supplies. You are on your own to set up the classroom technology, including LCD, laptop, video and DVD player, speakers, and other technology.

What Training Room Technology Nightmares Come to Mind?

  1. Power cords don’t reach to outlet or extension cord is two-pronged instead of three-pronged.
  1. DVD/VHS remote is missing and new television monitor doesn’t have controls.
  1. No one knows how to connect up wires to make speakers work.
  1. Your local training contact forgot the video clip that is the centerpiece of your training day.


Output: Devices that are used to display or convey information. These devices must be connected to an information sources or they remain a “blank slate.”
Input: Devices that contain information that is to be displayed or conveyed. They must be hooked up to display devices in order to communicate their information magic.
Connectivity: The cables and wires that, properly installed, allow input and output devices to work together to display, convey and move through information.
Power Source: Whether battery-operated or operated by available power current, each output and input device must have a power source.
Display Technologies:
  • Easels, poster paper and markers
  • Whiteboard and markers
  • Television monitors
  • Traditional
  • High Definition Plasma
  • High Definition LCD
  • Overhead Projectors
  • Mirror and Light
  • Camera to LCD
  • LCD Projectors (Liquid Crystal Display)
  • Stand Alone
  • Smart Classroom
Other Outputs:
  • Speakers
  • Classroom installed
  • Portable
/ Inputs
  • Pens
  • VCR
  • DVD (stand alone and within laptop)
  • VCR/DVD combination units
  • CD (stand alone and within laptop)
  • MP3 Player
  • Cassette tapes
  • Microphone
  • Wired
  • Wireless
  • Computers
  • Laptop – theirs/yours
  • Classroom computer
  • DVD player
  • Power Point
  • Internet
  • Music
  • Accessories:
  • Keyboards
  • Mouse
  • Power Point Presenter

Types of Signals:
Analog: Transmission of a signal that varies continuously and analogously with the waveform of the voice or other source analog TVs, telephones, and recordings. Our natural environment, such as a voice, heartbeat or a temperature reading are analog in nature. Analog signals are more and more often converted to digital signals for transmission and storage
Digital: Data, images, sounds, etc. that are stored, transmitted, manipulated, or reproduced by a process using groups of electronic bits represented as 1 or 0.

As instructional technology has become more sophisticated, the “plug and show” Smart Classroom allows instructors to connect to embedded and permanently installed display technologies that support the multi-media needs of the adult learner.

In the same way that stand-alone input and output technologies fall on a continuum of technological advancement, Smart Classroom technologies may be as basic or as complex as the designer’s imagination and pocketbook allows.

At minimum, a Smart Classroom will involve various display technologies that can be connected to by cables and connectors and accessed via wireless technology.

Features of a Basic Smart Classroom:

  • Overhead LCD projector with remote control device
  • Available connections to projector may include:
  • VGA: Video Graphics Display connection – a standardized 15-pin analog computer display connector used between computer and LCD projector
  • DVI: Digital Visual Interface connection – an analog, digital and/or integrated analog/digital connector for flat screen laptops and LCD projectors.
  • S-VIDEO: An analog connector that conveys analog video signals using a mini four-pin oval connector that looks a bit like the traditional one-pin cable connection. These connectors are used for VHS and DVD players.
  • Composite: A connector that supplies analog video signals without sound before it is combined and coordinated with a sound signal. Also called an RCA connection, these connectors are often color-coded into four different composite options: color, video, blank and sync. These connectors will connect VHS and DVD components to the LCD projector.
  • Speakers that are permanently installed within the walls or at strategic points within the classroom.
  • Speakers will have a centrally located volume and power control
  • Available connections to speakers may include:
  • 1/16-inch mini jack to connect computer to speaker
  • 1/4-inch jack to connect microphones to speakers
  • Microphone Jack to connect microphones to speakers
  • RCA connectors to connect sound from VHS and DVD players
  • A centrally located power source and pedestal for portable equipment
  • A permanently installed screen or white board for projection
  • Controls to manage classroom lighting

Features of An Advanced Smart Classroom

  • All of the features noted above, but various components such as the computer, VCR, DVD and other systems will be installed with a provided connection.
  • Onsite Internet access that can be displayed through LCD projector.
  • Touch screen operation or all-in-one remote controls of computer, VCR, DVD, volume, lighting, and other components.

If it is too complicated, it’s not better…

As a field-based instructor who must operate in multiple classroom environments, when confronted by a sophisticated Smart Classroom, setting up and operating technology in the classroom can cause considerable stress. In addition, more advanced Smart Classrooms may limit your options in terms of classroom configuration because of permanently installed equipment.

Seven tips for making the IT connection process less stressful:

  • When conducting a training day needs assessment, always ask about the type of technology within the classroom. A checklist for conducting a classroom technology needs assessment follows below.
  • Ask for the name and cellular telephone number of the technical support staff you can call to help you to connect and learn to operate various IT components. Check in with that person on the day BEFORE you arrive to be sure they are not out sick or on vacation.
  • Always burn video clips, music clips and Power Point presentations, as well as camera-ready copies of your handouts, onto DVD and CD discs.
  • Know the basic types of connectivity (cables) that your computer and other portable components require and bring them with you. This is especially important with Apple or other specialty components.
  • Always bring a non-technology alternative to your Power Point or Internet presentation such as overhead transparencies, screen-shot handouts and notes to allow presentation on whiteboard or easel board.
  • Make sure to carry a multi-outlet, three-pronged extension cord or power strip that has sufficient length to allow access to remote power sources.
  • Consider carrying your own portable technology options, including LCD projector, lap top with DVD and CD capability, speakers, and classroom microphones and remote presentation tools that you know well and can reliably connect and operate.

Checklist for assessing technology in the classroom

Before Calling the Training Site:

Make a concrete list of various training methodologies you are using for your training, including Power Point presentations, games or competitions, video clips, music, photographic or graphic slide shows, and Internet access as well as group discussion and partner or group skills application that require particular types of classroom set-up to be effective.

TIP: Consider creating a training day supplies and equipment list when creating your curriculum and handouts that can be used multiple times. Most standardized curriculums include a training day materials and supplies list.

Make a list of the type and brands of portable technology that you plan to bring and use at the site, including laptop computer, portable LCD projector, Power Point Presenter, microphones and speakers. Identify the specific names of the connectors used by your equipment to hook to other components.

Questions to Ask IT or Training Room Logistics Coordinator Before the Training Day:

What are the in-classroom technologies that are available at the training site?

Is this a Smart Classroom: What is included and what types of connections are available for portable equipment? Are the classroom components operated by all-in-one remote, more than one remote or touch screen technology?

Lap Top or Desk Top Computer: What applications are available? Does the computer have CD and DVD player and sound capability? Does the computer include a remote presenter? Is there a table or pedestal for appropriate placement of a personal laptop in the training room?

LCD Projector:Installed overhead or stand-alone? Is there a table or pedestal for appropriate placement in training room?

Speakers:What connectors are available for portable equipment?

Microphone:Wireless or wired, lapel or hand-held microphone? If I bring my own, do I need to bring speakers?

VHS and DVD players:Stand alone or projected through LCD projector, are remotes available to efficiently operate?

CD Player and Cassette Player:Stand alone or played through laptop or MP 3 player

Overhead projector, if needed?

What is the projection screen set-up?

Where are power sources located and is a power strip available?

What components use remote controllers? How many remotes will I need to use to operate my technology? Who will assist in teaching me how to use them?

How are lighting, room temperature and volume controlled in the classroom?

Fall Back Planning: Availability of whiteboard (do I need to bring my own erasable markers?) or easel with poster paper (do I need to bring my own markers and masking tape?)

Who will meet me to assist me in connecting to and learning to operate in-room equipment?

What time will they be available? Tip: When using multiple technologies, always allow an hour of preparation time to deal with delays and problems.

How can I access the building early?

Who can I reach by cell phone on the morning of training (and what is their number) in case I can’t find my contact person?

Who can I call for technical assistance during the training day when technology doesn’t work as anticipated?

Equipment to consider transporting with you to every training site:

  • A copy of any video, DVD or audiotape/CD essential for your training methodology.
  • A copy of the application needed to run your presentation.
  • A 3-prong, multiple outlet power strip with sufficient length to access remote power sources.
  • A spare of each adapter or connector you need to connect your own portable components.
  • Overhead transparency slides of your Power Point presentations.
  • Erasable and colored tear sheet markers.

Wires, wires everywhere… but not a sound is coming out!

JASON – already developed quick guides? Photos of adaptors we can include? Photos of hook-ups?

Hooking Up Your Laptop to An LCD Projector

Hooking Up A DVD/VHS player to LCD and Speakers

Hooking Up a DVD/VHS player to a Television Monitor

Hooking Up Your Portable Microphone to Speakers

How to Use Multiple Remote Controls

Common Connections:

LCD Connections

Speaker Connections

Available Adapters

Going Wireless

Microphone

Mouse

Power Point Presenter

Internet Access:

On site access

Wireless cards – by subscription through your phone company

Creating Fun and Competition: Using Game Software In the Classroom

A variety of free and low-cost software programs that operate using Power Point or other Microsoft Office technologies are becoming increasingly available for classroom use.

Examples of Available Game Software

JASON

Links to Game Software

JASON

Tips for Using Game Software in the Training Room:

Visit the 99 Cent or Dollar Store and keep a variety of prizes.

Be generous with winning – ties should be awarded with prizes for everyone!

Use round robin format rather than buzzer response

Appoint a team spokesperson who must speak for entire team

Appoint a non-partisan judge to resolve disputes

Ask sometime to keep score

Know how to write good game show questions!

Make sure timing of game allows for material to be covered before the competition or allow “open handout” competition

Use games during low energy times of training day

Practice each and every link to be sure the game is operating correctly

Spell check

Create a trainer’s answer guide that provides specific citation for correct answer

Test the game with friends first!

Tips for Effective Use of Classroom Technology

Classroom learning technologies have reached such an advanced level of sophistication that the creative use of instructional technology can make learning fun, memorable, relevant and seamless.

Knowing your style as a trainer, what types of technology makes an effective learning experience, knowing your own technical capabilities and being realistic about the capabilities of the training site are all considerations when deciding what, when and how much advanced technology you should use during a training day.

  • Add new technologies one at a time – taking on too much new technology can make for a stressful and embarrassing presentation.
  • Use technology that allows you to move and use the entire training room and that avoids keeping you tethered to the front of the classroom.
  • Ask yourself, is this a technological gimmick for gimmick sake, or a relevant and high impact way to help someone learn and remember something? What is the underlying learning point?
  • Examine transitions from one type of technology to another. For example, what is the most seamless was to transition from Power Point presentation to video to slide show technology?
  • When is a low-tech approach, such as poster paper or mix and match games at tables, a more effective approach?
  • Use of video clips should always include a guided debriefing or group discussion. Prepare discussion questions or guidelines prior to your training day.
  • Make effective use of Power Point technology, using this technology to graphically guide your verbal dyadic lecture, rather than reading or reproducing handouts.
  • Be careful about using methodologies with computerized or advanced technologies back to back – it may overwhelm a highly-sensitive person, fail to attend to different learning style and may result in technological complications that are embarrassing.
  • Consider offering handouts and useful resource lists in CD format.

Traveling with Technology

In this day of high-speed travel, realize that not all airplanes, trains and busses are created equal.

Traveling with your portable technology can be relatively stress-free if you carefully consider what you need and how to pack it.

PEGGY to finish

Using Your Bells and Whistles: Making Effective Use of Instructional Technology in the Training Room1