HUD's Web Management Operating Procedures

Appendix D: Checklist For Web Clinic Training Teams

At least 6 weeks in advance

• Make hotel reservations
• Contact the FOD (or RD, in a Regional Office) and the local contact person - copy the Regional Web Manager.
  
  Sample message:

  Greetings, Pat and Marvel! Sam and I are looking forward to coming your way to do a Web Clinic on November 13. I just wanted to confirm our needs. Basically, all we need is a room that can seat at least 25 people (preferably classroom style), a screen, an InFocus projector, and an Internet connection. We'll bring everything else.

  We hope you'll cast a wide net to invite HUD partners and potential partners throughout your region (you don't need to stop at the borders of your jurisdiction). We encourage you to reach out to public housing agencies, state and local governments, CDBG grantees, non-profits, faith-based and community-based organizations, multifamily housing managers, and others. We need a minimum number of 25 people pre-registered (we always have about a 20% no-show rate) to make our travel cost-effective. You can find more information about hosting the Web Clinics at: http://hudatwork.hud.gov/webinc/webclinic/checklst.htm. Your Regional Web Manager would be happy to assist you.

  We'll plan to arrive at your office the day before the clinic, to make sure our laptop works OK and check on the setup. (Office Director's name) - we'd love it if you could intro us on the morning of the clinic. We always like to give it that "local connection."

  Please let me know if you have any questions, we're looking forward to seeing both of you.

           - Candi

• Consult with the Regional Web Manager about plans. If at all possible, the Regional Web Manager should plan to attend. Make sure the Regional Web Manager puts a link to the Web Clinic page on the front of the state page.

Week before the clinic

• Contact the local contact person. Check to make sure there are at least 25 people signed up. If there are fewer - and the prospect of getting 25 is dim - we may need to cancel the clinic. Only the Departmental Web Managers can decide to cancel clinics. If it is decided to cancel a Clinic, the trainers assigned to that Clinic should contact the FOD and/or local contact immediately to communicate the decision and explain the situation. Please be sure to arrange to get the packets returned.
  
  
• Establish a time and place to meet the local contact person the day before the clinic, to set up the room and test the computer hook up.
  
  
• Send the itinerary to ODOC and the Departmental Web Team members. Include: hotel address, travel plans (including flight numbers and times), clinic location, local contact, and cell phone numbers.
  
  
• Be sure to take a tax-exempt form with you for the hotel.
  
  
• Make sure you have your travel authorization.

Day before the clinic

• Arrive in time to meet the local contact person, make a courtesy visit to the FOD or RD, and check out the training room. It is absolutely essential that you test the Internet connection the day before the clinic, to make sure it will work properly. Many times, we've had to do quick fixes or find additional cables and cords to ensure the laptop and/or projector works. Don't take chances - test the equipment. Participants hate it when we have technical problems that could have been avoided.
  
  
• Position tables so that participants will be comfortable and so that they have a clear view of the screen. Leave yourself room to move among the participants, if possible.
  
  
• Test the lighting. You may have to dim the front lights and/or adjust the window blinds to minimize the glare on the screen. Be sure to walk to the back of the room and check to see that the participants can see the screen easily.
  
  
• Make sure the local host has created the name tags and has the signs ready to go.

After the clinic

• Be sure to ask the local contact person to return any extra packets and supplies to the Web Team.
• Send a thank-you email to the local contact. Be sure to name any local staff who did something to help you - e.g., IT staff who may have helped with set-up, receptionists who help direct attendees, etc. Copy:
  • the FOD,
  • the RD,
  • your training partner,
  • the Departmental Web Managers
  • the ODOC Directors
  • the Assistant Deputy Secretary for Field Policy and Management, and
  • the Regional Web Manager.
    

    Sample message:
    
    

    Pat and Marvel -
    
    What a terrific time we had in New Orleans, working with you folks and the folks at Dillard on that web clinic. Marvel - you did an excellent job getting everything organized. The goodies for the attendees were such a nice (and appreciated) touch. Please also thank Eleanor Peyton and Tia Evans for their help with registration and hosting duties.
    
    I'll drop a line to our friends Dean Tom Holton and Theodore Callier, at Dillard. It was such a bonus to be able to hold the clinic in that brand new tech center at one of our HBU grantees and to see that beautiful old university.
    
    Again, many thanks for being wonderful hosts. The evaluations were excellent, and I think we really got some folks excited about what they can do with the web. Hope we'll see you again, one of these days

• If the clinic was held at a facility other than a HUD office, send thank you's to your hosts/contacts at that facility.
• Send the Departmental Web Team the actual cost of your travel.
• Send the evaluations and sign-in sheets to the Departmental Web Manager