Virtual instructor led training

Definition of virtual instructor-led training (VILT)

Virtual instructor-led training or VILT is a training method in which a virtual environment is used by a trainer/coach to explain, discuss, demonstrate and help participants learn.

What is virtual instructor-led training (VILT)?

Virtual instructor-led training (VILT) takes the fundamentals of face-to-face (F2F) training and replicates the experience online and live.

The instructor and participants log into a chosen virtual training (VILT) platform (such as MS Teams or Zoom) from different locations.
The workshop is run live with all learners participating at the same time.
Virtual workshops are interactive. Everyone joins in on discussions, shares experience, practises conversations and asks questions. They are encouraged to use a webcam. Quality VILT workshops should be a conversation and not a presentation.
Virtual workshops are usually bite-size, 60-180 minutes.
Groups of up to 12 participants are typical for a VILT workshop, keeping the sessions small and personal.
VILT can be combined with F2F training and other approaches, like e-learning or webinars, to create a blended learning programme.

The 6 benefits of virtual instructor-led training (VILT)

A bullet point diagram of the virtual instructor-led training benefits, as listed below.

The VILT approach offers a wide range of benefits including:

Enhanced flexibility
Bite-sized learning
Accessibility for all
More inclusivity
Cost effective
Application

We’ll explore each of these benefits in detail below:

1. Enhanced flexibility

65% of employees say that meetings prevent them from completing their own work. However, with VILT, the ability to join training workshops easily and quickly with no commute and no need to attend a physical venue is a great advantage. Running virtual learning workshops allows learners to return to their daily duties with minimal disruption to their working day, with meetings slotting easily into calendars.

2. Bite-sized learning

Most virtual training programmes deliver their learning material in bite-size chunks. The lack of travel and preparation time results in an ability to train more regularly yet for shorter periods of time. This streamlined approach creates a more effective learning environment, with more time in between workshops to digest information, models and approaches learned.

3. Accessibility for all

Training in virtual classrooms allows much greater accessibility for all employees, due to having no physical, geographical location where the workshop takes place. Participants who may have struggled to attend a traditional co-located workshop are now easily able to attend as anyone with access to a computer and internet connection can take part. This leads to a much more diverse virtual learning environment, creating rich, varied conversation which is highly effective, helping to develop deeper insight and understanding of key issues.

4. More inclusivity

People learn in different ways. The virtual classroom fosters an enhanced capability to facilitate and cater for the needs of many, by offering a myriad of ways in which to learn. Vocally, visually, by using colours or video in presentations, the only limit is time and the facilitator’s imagination. This inclusivity means that the sessions really can be adapted to suit how the learners work best, meaning real behavioural change is more likely to be achieved.

The virtual setting may feel like a much safer environment in which to contribute, meaning that many employees who might have been previously daunted by a large meeting room now feel able to speak up, fostering more creative and innovative ideas coming being developed. According to the 2021 state of remote work report, 66% of those surveyed said remote meetings make participation more equal, and that the meetings were more inclusive.

Furthermore, those colleagues sited in remote locations get equal access to the opportunities for development as do those at HQ.

5. Cost effective

Once the travel, venue costs, accommodation, and the productivity loss caused by time away from work are removed, training can become much more budget-friendly when undertaken virtually. It renders many of the additional costs associated with providing organisational training obsolete. In fact, companies can save between $9,950-$15,870 by moving just one course from a classroom to VILT.

6. Application

Virtual training is easily integrated into the working day and does not require any travel. This means that participants can apply the skills learned during a virtual workshop immediately into their working environment.

Virtual programmes are often delivered through a number of bite-sized workshops which allows participants to practise working on defined tools and techniques as they progress through the learning.

This way of learning improves retention and provides an on-the-job application that improves outcomes for learners.

Virtual instructor-led training vs. instructor-led training

A signpost pointing in three different directions.

Virtual instructor-led training (VILT) and instructor-led training (ILT) both deploy training techniques to deliver learning transfer to a cohort of participants — but where do they differ?

VILT takes place ‘live’ entirely online, using a platform, such as MS Teams or Zoom, and allows participants to take part regardless of location, in an office, remotely or when working from home.

ILT is traditionally conducted in a physical meeting room, hotel or conference space, meaning participants will have travelled variously to a central location in order to attend.

VILT offers major benefits compared to ILT, such as being more cost effective, more accessible and genuinely inclusive for a wider population of participants.

How can virtual instructor-led training (VILT) be used to its best advantage?

A man wearing a headset is smiling and looking at a laptop on his desk.

Here are 5 tips to get the best out of your virtual instructor-led training (VILT):

Have participants turn on their webcams
Build rapport and trust through real conversation and information sharing
Get expert on the technology before commencing virtual deliveries
Encourage the minimisation of distractions
Be engaging and interactive to uplift participant focus

We’ll explore each of these tips in greater detail below:

1. Have participants turn on their webcams

Creating visual contact is important, allowing facilitators to better connect with their learners. Body language and facial expressions are an essential part of communication and when available through the virtual medium will enhance the experience and understanding for all attending.

Getting to interact with participants is key for facilitators especially in a VILT setting. It helps learners settle and enjoy the process as facilitators can adapt the workshop to meet the needs of the group. In order to develop this relationship, facilitators need to allow time for introductions at the beginning of a workshop. Ensuring the trainer is friendly, personable and authentic really adds to outcomes for participants.

Review this guide once more and consider whether there are any ongoing conflicts within your team or organisation at present. What type of conflicts are they? How should you deal with each one individually? And what are the potential benefits of resolving this conflict for the individuals involved and the team as a whole?

3. Get expert on the technology before commencing virtual deliveries

Trainers who are fully versed in their platforms are better equipped to deal with occasional technical hiccups and can sometime prevent them from occurring. By understanding the technology, trainers can deliver rich and powerful workshops creating significant behavioural change in learners.

4. Encourage the minimisation of distractions

Encouraging participants to focus their concentration by choosing a dedicated workspace in which to log in, putting other devices on ‘silent’ and using techniques that create engagement and immersion in the learning from the get-go will enhance their learning experience.

5. Be engaging and interactive to uplift participant focus

Delivering interesting and involving content in an engaging way really enhances the potential for behavioural change in participants. Generating purposeful interaction leads to a richer learning environment and more enjoyable workshop for all.

12 top tips for virtual instructor-led training (VILT)

Here are our 12 tips for VILT:

One device per person
Breaks in long workshops
Audio is key
Foster inclusivity
Keep an eye on the time
Polling and voting
Practise!
Ask for feedback
Make eye contact
What do the participants see?
Keep a learner log
Bring personality

We’ll explore each of these tips in more detail below:

1. One device per person

Virtual training works much better when it is attended by one participant per device. This minimises distractions, and ensures each participant contributes equally.

2. Breaks in long workshops

For longer workshops, it is worth scheduling in regular breaks, allowing participants to grab a drink or just stretch their legs for a moment. They then return refreshed, with their concentration levels restored.

3. Audio is key

Audio is integral to the success of a virtual workshop, as it is the main tool of communication. Participants should be encouraged to manage their mute when dealing with excessive background noise, or feedback.

4. Foster inclusivity

By making sure that whole group discussions are a part of the workshop, engagement is immediately boosted. Some of the best conversations happen when more people are involved. Keep a log of participants’ contributions and encourage equal and regular inputs to prevent over or under contributing.

5. Keep an eye on the time

Experience shows that everything takes longer in a virtual setting. We recommend factoring in extra time for breakout groups, tasks or small group conversations. This also breaks up the time and keeps participants engaged.

Want some extra time tips? Watch our short video — learn 3 different time tips to make your virtual workshop brilliant — for some helpful tips for managing time during a virtual workshop.

6. Polling and voting

This is a great function to give participants an opportunity to contribute to discussions or display their understanding with the poll function — it is a great way to break up long dialogues and keep participants actively involved.

7. Practice!

As with most learning, delivery practise is key. We recommend practising live with trusted colleagues, recording sections of delivery for review and getting feedback as essential. Know your gigs of delivery, your supporting information and stories and the purpose of each chunk of delivery.

8. Ask for feedback

It is important to ask for feedback on delivered workshops. This will help to identify areas that are working well and those needing improvement.

9. Make eye contact

Facilitators should look directly into the camera giving participants the feeling of connection and involvement. Remember not to stare out participants and ensure that you have plenty of time looking into camera.

Check out our blog on how to rock using your camera?

10. What do the participants see?

It can be worthwhile to test the set-up and practice the delivery with a second device prior to the actual live learning session. This allows facilitators to see what the participants see, as their screen and set up can be different. In order to facilitate a smooth experience, it is helpful to know how their screen may be displayed.

11. Keep a learner log

For many virtual trainers and facilitators, a learner log is a golden tool. It helps them to remember key pieces of information about participants, from how engaged they have been, to details about them that will help them to encourage and tailor their learning on an ongoing basis.

Investigate how to use a learner log in this short video — it will change the way you interact with participants forever.

12. Bring personality

Remember, a trainer who brings their own personal flair to their delivery will engage with their participants much better. If they can see that the trainer is enjoying themselves, this will radiate to all, delivering a richer workshop.

What are the 4 best platforms for virtual instructor-led training (VILT)?

A laptop and second screen are displayed on a desk.

Choosing the right VILT platform software for your organisation is vitally important. It’s key to the success of any virtual training programme and your learners’ experience, so investing the right time and effort to ensure your chosen platform suits your organisational requirements is a must.

The following are examples of the more widely used available platforms we have experienced.

1. Zoom

Zoom is an online audio and web conferencing platform. It can be used to make phone calls, or to participate in video conference meetings.

While there is a basic option that is free, in order to run virtual training workshops via the platform, there are a couple of upgrade options, such as Zoom Pro, Zoom Business or Zoom Enterprise. Each of these adds a substantial set of additional features to the basic plan, such as the ability to have a conference of more than 100 people at a time, or most importantly, extend a learning session beyond a standard 40 minutes.

Zoom offers a host of tools on the platform like screen sharing, the ability to record, on screen annotations, breakout groups, chat, emojis and in their 5.2 update, the ability to present from your slides like a weather reporter.

It has grown in popularity rapidly and is a serious option for virtual training due to its wide range of capabilities and also down to it being a reliable, high quality conference tool that is easy to use.

Check out our video on Zoom 5.2 August update, and let Catherine show you all the cool things you can now achieve.

2. Microsoft Teams

Microsoft Teams is a communication and collaboration platform that many trainers find easy to use for training purposes. It is also used for video and audio meetings, file and app sharing.

There is a free version, but also two upgrade options with more security and administration facilities which benefit businesses, Office 365 Business Essentials or Office 365 Business Premium.

It offers a wide range of tools such as integrated apps such as Forms or Excel, powerful video conferencing and extensive chat options including GIFs and emojis, and the ability to create side meetings to function as breakout rooms.

It is a regularly updated virtual platform which enables colleagues to communicate effectively from any location.

3. Cisco WebEx Training Centre

Cisco WebEx Training Centre is an online platform that allows you to deliver live workshops and is widely used by many virtual training companies.

It offers high-definition video, breakout groups, polling, whiteboards and chat functions as well as standard video and audio functions.

It is a paid for platform, offering a host of benefits for users, but compared to other, less expensive options can be a little clunky and less user friendly.

4. Adobe Connect

Adobe Connect can provide a virtual classroom for your virtual training. It is accessible from anywhere via the internet and works across a range of devices. It is a versatile platform, and while the more expensive of the platform options, offers a large amount for that investment.

Unlimited and customisable meeting rooms, breakout session, standard audio and video conferencing ability, recording capabilities, enhanced whiteboards, chat and polling are amongst the many functions that Adobe Connect can offer.

Once the most suitable platform for an organisation has been decided, it is time to design the training to best fit that platform. Each platform will have numerous functions, meaning they require a skilled facilitator with a workshop designed to create behavioural change.

8 steps to designing virtual instructor-led training (VILT)

A birds-eye view image of brightly coloured pencils, arranged with the points facing upwards

Simply lifting a slide-deck from a face-to-face (F2F) workshop and presenting it in a virtual one will not deliver optimum results. Delivering virtual training requires adaptation to really allow participants to benefit. Virtual workshops are bitesize in nature, so choosing the correct content to make time work best for you is critical.

Here are our steps for designing virtual instructor-led training:

Start with the end goal in mind
Brainstorm content early
Decide on the content
Work out the processes
Bring the content to life
Link
Create the introduction
Create the slides and materials

The details and approach for each of these design steps follow:

1. Start with the end goal in mind

What should participants come away thinking, feeling, doing or knowing as a result of this workshop? It’s an important question to allow the learning to be focused on the right outcomes throughout.
It’s only possible to design a focused, outcome-driven workshop if the end objectives are clearly in mind.
Starting with the result the workshop is aiming to achieve, and then working back from there makes it much easier to edit and decide on content that is aligned.

2. Brainstorm content early

What are the key messages that participants should take away from a workshop? What key skills, models or processes need to be included to ensure these messages are delivered?
Taking the time to really consider what could be included in a workshop rather than using what already exists ensures that the workshops is focused and makes best use of time. Being purposeful and diligent here will ensure that your workshop will successfully work for the virtual environment.
Ensure you include creativity and brainstorming approaches to enhance the quality of your learning design and materials. This will really help to create an exciting and innovative workshop. The idea is not to include all initial ideas, but to create a smorgasbord to choose from.

Want more virtual design tips. Click here to watch our video for virtual instructor-led training best practices — VTT’s 6 principles for virtual design.

3. Decide on the content

This is the step where we ask you get ruthless — deciding on what must stay in and what can and needs to be dropped.
Come back to the purpose of the virtual workshop. If there is content or a process that doesn’t move learners towards that outcome, then it should be removed.
Remember, everything takes a little bit longer in the virtual environment compared to F2F — the time is available needs to be factored in.
Virtual workshops are best delivered in bite-sized format — somewhere between 90 minutes and 2 hours. It is often worth considering delivering multiple workshops that allow time to explore all important and relevant content.

4. Work out the processes

How will each section of content be achieved? What processes, materials and activities will deliver this? This is the moment when timings should be considered.
Variety is best, but still with purpose. Considering best practice for each model and how it feeds back into the overall purpose helps ensure the workshop remains focused.

Check out this case study on how we helped to design a virtual global vision and values programme:

An engineering consultancy client to enhance and embed their vision and values. Training was made available to all via virtual workshops with great results. VTT designed all the virtual workshops focused on the vision and values for managers with supporting materials.

5. Bring the content to life

What stories, examples, research, or science will add appropriate flair to each section?
This is about what makes the content interesting, memorable, and fun — which will in turn boost engagement and embed learning. Carefully choose imagery and case studies/examples will bring the content to life and really put it into context.
Flair and fun can still be achieved — alongside the purpose!

6. Link

Think about sequencing, timings and order. By deciding what needs to be shared to link each section to the next, will contribute to the overall purpose and outcome of the workshop.
Examine the whole flow of the workshop. Look at it from the participants perspective. Is it interesting and engaging? Is the overall message clear?
It is helpful to consider alternative options to adapt for different groups or if there are any timing issues. Where can cuts be made? Where are their opportunities to be flexible?

7. Create the introduction

One of the last things to do is to consider how to kick-off a virtual workshop. The idea is to immediately grab your participant’s attention, setting the tone for the whole workshop so that they begin feeling intrigued and ready to learn.
What will go on the welcome slide? It needs to attract the participant’s attention, getting them interested and ready to engage with the workshop.
The welcome slide is the opportunity to begin creating context for the participants and getting them into the zone of the topic, providing a “feel” for the workshop. Putting the thought in and really considering how to get things started, can help your virtual workshop to get off on the right foot — and set the tone for the whole workshop.

8. Create the slides and materials

Finally, everything can be pulled together into a seamless, flowing, simple to follow, slide-deck with extra materials on Powerpoint.
Powerpoint should be the last step once the design mastery is complete!

Conclusion

Virtual instructor-led training is an incredibly versatile and increasingly popular tool for learning and development teams around the globe.

If you would like help with your virtual instructor-led training, virtual train the trainer programmes or virtual design, please don’t hesitate to get in contact with us.

As a professional virtual training company, we would be happy to talk through your virtual training requirements and help you to get on your way to virtual success.

Want to learn more?

Check out our Train the Trainer series to learn how to design and deliver virtual training like a pro.

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