This post is directed to distance learning and how it is happening every day all around us but perhaps it is going unnoticed.  In this post we will discuss how to incorporate techniques for distance learning into the training being devised for a new automated staff information system being implemented by an organization.  The staff is located in different offices throughout the country and they cannot meet at the same time or location. 

My first inclination was to offer what is referred to as a live meeting.  There are several different live meeting software packages available however I like Microsoft’s Live Meeting.  (http://www.youtube.com/watch?v=1oSbxAURjWs&feature=player_embedded) The live meeting could be recorded and made available to all staff personnel to replay when they are free.  After the meeting is held the recording would be placed in another application where files may be shared between groups of people.  Another option is to utilize an application called Brainshark to create a recorded training session. (http://en.wikipedia.org/wiki/Brainshark )  The difference between the Brainshark and the Live Meeting is there are no people interacting in the meeting so you do not have the advantage to see facial expressions or hear questions posed by the listeners.  The recorded training would be placed in a location so everyone could access it when they had time.

There are two options for the shared area – Microsoft’s OneNote application (http://www.youtube.com/watch?v=f85IyulX0TI&noredirect=1) and/or on the contact management system (CMS) being utilized by the organization at the time.  Utilizing one of these applications will not only allow the live meeting recording to be shared but the staff members could utilize the space to share information, screen captures and documents as requested.  My preference would be to the CMS area only because there are many options within this package to be utilized by the organization.  Why not use a package with more abilities, unless there is a budgetary issue and the CMS software is just too expensive. 

To create those screen shots there are a couple of options as well.  Microsoft has this new tool in their Windows 7 operating system called Snipping Tool. (http://www.youtube.com/watch?v=YR_cq21c0T4) This tool is used to capture whatever part of the screen the user wants and then place that picture into whatever location needed to share.  The other option has several steps that are manual and you may not ever retrieve all the information you need but you also may have no choice if using something other than Windows 7 operating system.  To do a screen shot the steps are:

1.       Depressing the CTRL and the PRTSCR button

2.       Open Word, PowerPoint, or an e-mail

3.       Use the Edit menu and paste the information into the document or use CTRL-V

4.       Save to document

5.       Attach the document to an e-mail

6.       Send it to the recipient and how they are not on vacation

The obvious answer is to use the snipping tool so everyone upgrade to Windows 7!

An example of CMS software is a package I have recently found called CourseSites. (https://www.coursesites.com/webapps/Bb-sites-course-creation-BBLEARN/pages/index.html)  This site is used for classes primarily; however it is a great location in which to share information with others in a particular group.  The site is free as well so it is something that can be reviewed for some time instead of making a hasty decision on software that the organization has not had time to thoroughly review.

It is important that the staff in the organization can keep constantly informed and the use of a CMS system helps by having a venue by which all the staff can place and retrieve information promptly. (Simonson, Smaldino, Albright, & Zvacek, 2012)  If the proper CMS software was chosen for the organization it can also be of great service to help keep the requirements for the training (as well as future trainings) organization and easily accessed from any location. (Simonson, Smaldino, Albright, & Zvacek, 2012)

My last comment is to make note of a site which supplies all kinds of information with regards to distance learning.  It is not the prettiest site but the content is quite extensive. (http://performancepyramid.muohio.edu/Distance-Learning/Examples.html)  Take some time to review this information – it deals mostly with school situations, however if you select the link toward the lower left side labeled, “Technology-in-the-Classroom” you will be overwhelmed with the information supplied. (http://performancepyramid.muohio.edu/Technology-in-the-Classroom.html)