App issues
So, let’s talk applications (“apps”). This was an essential factor in our use of the iPad.
Pages app
The main application the workshop participants would use was Pages, the iPad’s word processing application. The workshop activities would introduce several coaching tools. These tools were Microsoft Word documents that the management team would use once back on the job. (See Figure 2.) We investigated the possibility of converting these documents into Adobe PDF forms to keep formatting and allow for “locking” those areas of the document we did not want participants to accidently edit. However, PDF was not an option on the iPad. Ultimately, we had to re-create the Word documents in Pages because the formatting did not completely transfer over to the Pages version of the tool. We also broke the coaching tool document into separate Pages documents so that the workshop participants could easily access them on the iPad. Because of the way we designed and set-up the materials on the iPad, participants had no issues accessing and completing the Pages documents during the workshop.
Figure 2. Participants were able to use actual coaching tools, converted to the Pages app, on the iPad.
E-mail and Contacts app
We asked participants to e-mail their completed documents to the instructor. We determined the best way to effectively facilitate this was directly from the Pages application. So, instead of exiting Pages and then having to access the e-mail application, participants simply e-mailed their completed form using the e-mail option within Pages. (See Figure 3.) During set-up, we added the instructor’s e-mail address using the Contacts App. This simplified it for the participants during the workshop. They could simply start typing the e-mail address, and after a few characters, the instructor’s e-mail would pop up for them to select. Once again, this set-up allowed participants to seamlessly e-mail their activity results to the instructor. These results were then collected during a break, reviewed, and displayed during debriefing of the activity.
Figure 3. Participants were able to e-mail documents to the instructor directly from Pages.
Video app
To assist participants in correctly completing the coaching forms, we created an e Learning tutorial. Due to the iPad not playing Flash files, we had to do a bit of research and testing of our instructional video during development. Some development tools do not publish to a format other than Flash. However, we were able to use Camtasia since it allows publishing of content in a movie (.mov) format that works on the iPad. The instructional movies, once tested, were simple to create. Since we already use Camtasia as one of our e-Learning development tools, it was simply a matter of publishing to a different format and we were off and running. Each of the coaching documents, available on the iPad via the Pages icon, had a corresponding instructional movie available via the Video icon. Once again, our participants located and played these movies without difficulty.
Safari app
Participants would be using a survey created with Survey Monkey during one of the activities. This required them to access two different surveys via the Safari app (Safari is Apple’s Web browser). To once again make this experience seamless, we created two bookmarks for the participants to quickly locate and launch each survey. The most complicated set-up for this functionality was the initial programming of each iPad to access the wireless internet connection in the conference room. Although a bit time consuming, once again, this worked flawlessly during the event. Of course, we did test each of the iPads prior to the workshop to verify their connection!
Security
Okay, since we knew this iPad was incredibly sexy and was going to offer a huge distraction for our participants if not handled correctly, we decided to remove as much temptation as we possibly could. So, using the security feature on the iPad, we removed all the icons from the desktop of the iPad, except those we would need during the workshop. The iPad provides the option to set a password so no one can go in and change the settings. We used this option, and “locked” participants out of access to any other apps on the iPad. This removed the temptation, as well as made it very simple for participants to locate activity materials. As I mentioned earlier, the only three icons available to participants on the iPad were Pages, Video, and Safari. (See Figure 4.) We even removed the E-mail icon so they would be sure to use the e-mail option available within the Pages application. Once again, this made it super easy for workshop participants. We did however catch a few participants surfing the Web. What can I say – some people just can’t resist temptation!
Figure 4. We set up the desktop of the iPad to restrict participants to the apps they needed for the workshop, and no others.
Wallpaper (yes, wallpaper)
The final consideration regarding set-up focused on the event theme and table set-up. As my boss always says, “What does it look like in the classroom?” So, the final touch that pulled everything together was the creation of the graphic that we would use as the wallpaper on each of the fourteen iPads. (You can see the wallpaper in Figure 4.) The theme for this meeting was “Challenge 11” and we were already using it on all the PowerPoint templates, participant agendas, workshop handouts, etc., so it made perfect sense to make this sexy little iPad match this theme. So, after creating our graphic and loading it to a photo album on iTunes, we were able to load to our iPad and use the option in the settings for Brightness and Wallpaper to customize our iPad to “fit in” with the Challenger theme! (Perhaps I should say “stand out,” because the iPad definitely did not “blend” in with the rest of the theme materials! You probably noticed this in the video at the beginning of this article.)
Finishing touches
Additionally, we purchased the keyboard charger for each of our iPads. These made it easy for participants to type and complete the coaching documents during the activity. Finally, for the “wow” factor, we didn’t unveil the iPads until after lunch when the workshop began. So, participants returned to the room to find their tables proudly displaying this new and exciting technology. This generated excitement for the workshop before it even began!
Well, to say this event provided participants with a “Wow” factor is an understatement. My team is known for the high-impact events we deliver and it is difficult for us to find ways to go beyond what we’ve done before. However, I had confirmation directly from one of the sales managers participating in the event that we had indeed “Wowed” them and made an impact. Now, understand this manager is not known for giving praise lightly – or at all. But when he went out of his way to find us and let us know, “This was hands-down the best event you’ve ever delivered,” I knew we had done it. We had found a way to weave in the sexy technology of the new iPad with an impactful learning event that resulted in management coaching their teams, using the coaching materials, and moving toward a new sales profile – “the Challenger” in FY’11.
Back to the beginning
So, back when I first pitched this iPad idea to my boss, her concern was that we focus the event on “learning” and not on the “iPad.” Yes, we needed a “Wow” factor, but the “Wow” couldn’t come from the technology alone. How did we obtain “Wow” beyond the iPad? Well, we preceded our workshops with executive presentations based on solid research and exciting concepts that engaged the audience and had them ready to dig-in and begin applying these new ideas. Then, during the workshops, participants had exposure to, and hands-on experience with, the new tools they would be using to coach their teams. The activities provided real-life scenarios that the management teams were able to relate directly to their sales associates, and discuss best practices and possible solutions within their table groups. So, as sexy as the iPad is, we were able to simply use it as a tool to facilitate learning. Okay – yes, a really COOL tool! But, at the end of the day, it wasn’t about the iPad, it was about the materials on the iPad, the conversations, and what happens beyond these workshops.
At the conclusion of the workshop, we introduced participants to a new Coaching Community available on the learning management system that contained all the tools introduced and used during the workshop. This community was only available to sales management. Expectations were set regarding how management would be using this community moving forward, as well as the visibility it would provide to senior management. This community allows senior management a quick view into the established coaching contracts, the scheduled coaching conversations, and the coaching results. The visibility provided by the reports within this community allows the District Vice Presidents and Senior VP to have associate-specific conversations around coaching with their management team. They can agree on goals, track progress, and determine development strategies – all based on activities within the coaching community. What can I say? Wow!
In conclusion, I have to thank an incredible team of learning and performance professionals it has been my pleasure to work with. Almost everyone on our learning and development team touched this project, including all the IDs, the trainers, and management. The only one who escaped the craziness was one of my IDs that had his computer crash (nothing to do with this project). If that hadn’t happened, we would have pulled him in to assist with some of our scenario recordings too. From design, to development, and ultimately to the delivery, this team was amazing to watch work together and make the event come off flawlessly – 18 total people (plus a few from some other teams pulled in to help where necessary!).
This project could never have made it off the design table without the talent of Jenna Kay, a Senior Instructional Designer on the team. Her amazing writing skills created the simulated team and situations our managers would use to test their coaching skills. If not for her, we would have had nothing to put on the iPads. She also ran our train-the-trainer event to introduce the eight facilitators to what they’d be doing in the workshop.
Hollis Burnett, another Senior ID on the team created all the tutorial movies – testing and re-testing to verify they would work well and look great on the iPad.
Jim Abbinanti, newly named Manager of Evaluation and Business Impact for ADP’s National Account Services client and associate L&P team, is our resident measurement and evaluation guru. He was responsible for the design of the new Coaching Community. If not for his insight and results-focused attitude, the impact on the organization may have ended once participants left the workshop. Instead, with the creative design of the new community, sales management now has an online environment to foster and support their coaching efforts.
David Hoch was the other talented player on this team. I can truly say that without his persistence on this project to find ways to make it work we would have never gotten there. Since the iPad is so new, much of what we planned to do no one had ever done before. David spent countless hours on the internet researching, talking with Apple’s tech support, and testing our ideas on the iPads to make sure they worked.
Finally, a special thanks to my boss, Lynn Ritter. She never removes her focus from what is relevant to the audience and the ultimate results to the business. Thank you, Lynn, for always pushing the boundaries to make us go where we’ve never been before and add that elusive “Wow” to everything we deliver.
