July 2006 Newsletter
IN THIS ISSUE
News from Dulles Chapter of SHRM and other timely HR information
"EMERGING TRENDS IN HUMAN RESOURCES"
Wednesday, August 16, 2006
The workplace is changing! The traditional relationship between the employer and employee continues to be impacted by the fluctuating economy, downsizing/rightsizing, and blurred career paths. The uncertainty of staffing levels has employers scrambling to retain their quality employees while seeking additional help. The demographics of the workforce are shifting, forcing us to re think how we motivate and recognize our employees. What does the future hold? What competencies do we HR professionals need to be embraced as strategic business partners? Take a look into the "crystal ball" at the emerging and evolving trends facing the workplace today...and tomorrow with Keith Greene, SPHR, Vice President of Member Relations for the Society for Human Resource Management (SHRM).
Keith J. Greene, SPHR
Keith Greene, SPHR, joined the Society for Human Resource Management (SHRM) in January 1993 and is the Vice President of Member Relations. He is responsible for providing leadership to the SHRM regional staff, developing and managing programs for the SHRM Volunteer Leadership structure, and overseeing the SHRM Chapter Relations program. He is also the staff leader for the SHRM Workforce Staffing and Deployment Panel. Prior to joining the staff of SHRM, Keith was a human resources practitioner for thirteen years. He holds a BBA Degree in Personnel Management in 1979 from the George Washington University in Washington, DC, and in 1995, he received his certification as a Senior Professional in Human Resources (SPHR). He is a member of the Board of the Business and Labor Responds to AIDS for the Centers for Disease Control (CDC) and the Friends of the National Zoo.
August Sponsor: ettain group provides IT Staffing and Professional Services Consulting. They are able to staff a breadth of technical resources on temporary and permanent opportunities, build best of breed project teams that meet the unique requirements of any project and provide unparalleled technology and business leadership and consulting. Whether you need to augment your organization's IT staff or are looking to outsource a mission critical enterprise application, ettain group has the flexibility and breadth to deliver solutions that are tailored to fit your organization's requirements. Contact them at www.ettaingroup.com or via email at hmcelfish@ettaingroup.com.
August Community Speaker: Karen Silberman, CAE, joined the SHRM Foundation as its executive director on April 18, 2005. She is responsible for new project/partnership ideas, research updates and fundraising plans.
The SHRM Foundation promotes research, innovation and the use of research-based knowledge and it funds major research projects that have a direct and practical impact in advancing the HR profession. It also funds research, publications and education to advance the HR profession and enhance the effectiveness of HR professionals
Register online.
This program has been approved for 1.0 recertification credit hour toward PHR and SPHR recertification through HRCI. For more information, visit www.hrci.org.
EMBRY RUCKER SHELTER DONATIONS UPDATE
Members who attended the May meeting donated $67 in cash and a gift card! Cash donations were used to purchase Target gift certificates for the homeless. Thank you for your continued support. Reston Interfaith's programs address the most critical issues facing our neighbors: affordable housing needs and homelessness, nurturing and healthy environments for families, and social issues, such as domestic violence and substance abuse. For more on how to help, check out www.restoninterfaith.org.
DULLES SHRM 2006 SCHOLARSHIP PROGRAM
Contributed by Lisa Forester, PHR, SHRM Foundation Rep & Scholarship Coordinator
The Dulles SHRM Chapter is pleased to announce our fourth annual scholarship program. In support of the development of our chapter members, sons and daughters of chapter members, and students from local SHRM chapters, we have allocated $2,000.00 for scholarships, and up to two $1,000.00 scholarships may be awarded.
To qualify, applicants must be:
- A chapter member in good standing, a son or daughter of a chapter member in good standing, or a member of a local student chapter during the time of application and receipt of the award; AND
- Enrolled in a full-time or part-time program earning a degree in HR or an HR-
related concentration in a college-level or graduate program.
We encourage chapter members and other eligible individuals to apply! Pursuing an education is expensive, and we look forward to providing these funds to deserving members!
Applications will be available at chapter meetings and may also be downloaded from the Dulles SHRM website at www.dullesshrm.org. Applications are due by September 30, 2006. Please send completed applications to:
Dulles SHRM Scholarship Committee
P. O. Box 1249
Herndon, VA 20172
For more information, please contact Lisa Forester at forester.lisa@kingfishersys.com, or 703-635-2952.
PHR/SPHR CERTIFICATE EXAM FALL STUDY GROUP
Contributed by Chas Sumser, PHR, Certification Representative
Interested in Taking the PHR/SPHR Exam?
Want to Study With and Learn From Other HR Professionals?
Want the Guidance of a Proven and Experienced Facilitator?
The Dulles SHRM Chapter has organized a PHR/SPHR Study Group for Fall 2006 to prepare for the PHR/SPHR examination in December/January. We have also invited the members of our sister chapter, NOVA SHRM, to join our study group. The study group is a low-cost yet effective and dynamic 13-week session designed to cover all modules of the 2006 SHRM Learning System. The study group boasts an 80+% pass rate, far exceeding the national average. Eileen Taylor will once again facilitate, applying practical knowledge with the course material to help you learn and retain the information.
Dates:
Tuesdays, September 12th - December 5th, 2006
Time:
5:45 p.m. - 8:45 p.m.
Place:
National Louis University (in Tyson's Corner area), 8000
Westpark Drive, Suite 125, McLean, VA 22102
Cost:
$700 for Dulles/NOVA SHRM members (including the SHRM Learning System)
Please register no later than August 10th, 2006!!! For more information or to register, contact Chas Sumser, Dulles SHRM Certification Representative at 703-885-1008 or chas@fgm.com.
DAY INSIDE THE BELTWAY
Contributed by Judy Carter, Legislative Liaison
Members of the Dulles SHRM Chapter will have an opportunity to visit with their elected Members of Congress within the next couple of months. This one-day "road-trip" will include a visit by bus to SHRM National Headquarters, a private federal and state legislative and regulatory briefing with SHRM's Governmental Affairs Staff, then on to Capitol Hill for meetings with elected officials from Virginia.
This is a great opportunity for you to learn more about what's going on "inside the beltway", how federal legislation directly impacts your day-to-day work, and how to use your HRVoice to influence positive change. If interested in participating, please contact Judy Carter by July 31st at Judy.Carter@cox.net and let her know what time frame would be best for you, i.e., August or September, day of the week, etc.
IMMIGRATION REFORM EMPLOYMENT VERIFICATION SYSTEM NEEDS YOUR HELP
Contributed by Judy Carter, Legislative Liaison
As a member of National SHRM, you recently received an e-mail from SHRM Governmental Affairs regarding employment verification provisions in immigration reform bills passed by both the House and the Senate. This e-mail urged you to write to your elected officials to amend these bills so that they are administratively easy to use, expedites the employment verification process, creates no new employer liabilities for using the system, and restores integrity to our immigration system.
If you haven't yet done so, please take some time now to write your elected officials, as we, the HR professionals, will be the ones to implement any legislation passed by Congress. The process is so easy. There is a link on the Dulles SHRM website that will take you directly to a form letter addressed to your representatives in Congress. You can also modify the form letter to tell your own story: what challenges have you had with the current employment verification system? If you would like additional information on this issue before you write your letter, please contact Judy Carter at Judy.Carter@cox.net.
MARK YOUR CALENDAR
Chapter Breakfast/Dinner Meetings:
- September 20 (Dinner Meeting) - "HR and the Law" Presenter: Caryn Pass, Krupin O'Brien, Focus: HR Law
- October 18 (Breakfast Meeting) - "Straight talk…Crucial Conversations" with Marcia Riley, Chief Learning Officer and AVP Talent Management, INOVA Health, Focus: Career Development
- November 15 (Dinner Meeting) - "Career Development" Present Steve Arneson.
- December 6 (Dinner Meeting) - Holiday Party
VIRGINIA SHRM STATE COUNCIL GOLF TOURNAMENT OCTOBER 11TH
(At the start of the State Conference)
Date:
October 11, 2006
7:30 AM Registration, 8:00 AM Shotgun Start, 1:00 PM Awards & Lunch on the Deck
Sponsored by:
Roanoke Valley SHRM
New River Valley SHRM
Virginia SHRM State Council
Hanging Rock Country Club
18 holes of Captain Choice
Prizes for the Winning Teams
Closest to Pin on Par Three's
Beginners are Welcome
Cost:
$50 per player
$200 per team
Please submit your entries by September 20, 2006:
Coy Renick, SPHR Phone 540-890-3153, Cell 540-556-4480 Email: crenick@cox.net
DULLES SHRM MEMBER SURVEY - WE'RE LISTENING!
Contributed by Mary Saily, President Elect
Thanks to all of you who participated in our recent member survey. The Dulles SHRM Board was pleased that more than 30% of you took the time to respond (15% to 20% is typical for member surveys).
What We Learned
Responses show high levels of satisfaction with our programs and activities (ratings were on a 5-point scale; 5 = very satisfied). Key services scored 4.0 (Satisfied) or above, as shown in the table below.
Email announcements of chapter events 4.5
Chapter newsletter 4.2
Learning/information exchange - breakfast discussion groups 4.2
Learning - speakers at regular monthly dinner/breakfast meetings 4.0
Ability to pay for meetings online 4.0
Job/resume posting system (on website) 4.0
Of these services, Learning through our monthly dinner/breakfast speakers was rated the highest in importance at 4.5. To help us plan future programs, the survey included a list of topics organized by category. Those selected as being of greatest interest are listed below. The number of mentions are indicated for each category, along with the top-rated sub-categories.
1. Employee Relations/Morale (82) - ways to retain employees in the D.C. market; ways to improve employee morale; handling difficult situations/delivering difficult news
2. Legal Issues (63) * - compliance (especially for Federal contractors); Sarbanes-Oxley and/or whistleblower regulations
3. Compensation (49)* - rewards & recognition programs; salaries for high-demand skills or experience; current trends/market analysis
4. Performance Management/Individual Development (46)- trends/best practices; coaching for improvement; succession planning
5. Training and Development (36)* - training managers on HR topics; leadership training
6. Benefits (28) - creative approaches to benefits
7. Recruitment (26) - Washington-area challenges
8. General HR (25) - measuring HR effectiveness
We also asked for comments and suggestions, and members suggested a variety of program and networking ideas.
Actions Being Taken
The Board is using the data to plan upcoming programs. We already held a program on compensation and rewards in May 2006 and upcoming 2006 programs address legal issues, handling difficult conversations, and leadership development. We will be focusing on other topics of greatest interest to members as we plan for 2007. Members also said they like alternating between dinner and breakfast meetings, so we will be continuing to hold some of each in the coming year.
In addition to the survey, we use information from the evaluations completed at the end of each meeting to plan our programs. Thanks to all of you who are providing feedback - be assured, we're listening!
* This category ranked higher in 2006 than in 2005 member survey.
AUGUST CHAPTER DISCUSSION GROUP "INTERNSHIPS - MAKING THEM MEANINGFUL" THURSDAY, AUGUST 3
Contributed by Cindy Loison, SPHR, Director, Discussion Group
Internships - a valuable additional resource, a great recruiting tool, an opportunity to get your company known in a positive light on university campuses…and also a way to earn bad publicity quickly if the internship does not go well. Take this opportunity to join other professionals who have invited students into their company and learned from the experience. Feel free to bring your current intern along for the discussion. Kimberly Esch, Human Resource Manager, Comtech LLC will facilitate the group on how to plan for a positive internship opportunity.
In preparation, please reflect on the following questions:
- How can you best set the expectations for the intern?
- What types of projects work best for students who are new to the business world?
- What is the best way to measure the intern's performance?
- What does it take to be a good mentor for an intern?
You are invited to bring examples from your experience, or, if you have had no previous experience in this area, consider this an opportunity to learn from your colleagues. There is no charge for attending. Just be sure to call ahead so we expect you.
Please confirm your participation by registering on-line, at least 24 hours in advance, at www.dullesshrm.org. If you have questions, feel free to call Cindy Loison at 703-265-7520. Participation is limited to the first 25 people who sign up.
Date:
Thursday, August 3
Time:
7:30 a.m. to 9:30 a.m.
Place:
FGM, Inc.
12021 Sunset Hills Road, Suite 400
Reston, VA 20190
Phone:
703.885.1000; Contact: Chas Sumser
Directions:
From Route 495
Take the Dulles Toll Road West (Route 267)
Exit and turn right onto Reston Parkway North.
At first traffic light, turn left onto Sunset Hills Road
Turn Left at Second traffic light into Two Reston Overlook parking area
Visitors may park in any available spot
From Dulles Airport
Take the Dulles Access Road East (Route 267)
Exit and turn left onto Fairfax County Parkway North
Exit right onto Sunset Hills Road
Turn right at third traffic light into Two Reston Overlook parking area
Visitors may park in any available spot
WELCOME TO NEW MEMBERS
Contributed by Lynn Padgett, Vice President, Membership
The Dulles Society of Human Resource Management SHRM welcomes our newest members.
Thank you for choosing our chapter!
Laura Kinney, PHR, Client Services Manager, Helios HR
Jackie Coats, Senior Manager, Time Warner Cable
Heather James, HR Representative, Time Warner Cable
Jeffrey S. Bryan, SVP Human Resources, Loan to Learn
Meredith Stephenson, HR Generalist, Data Matrix Solutions
Chauna Powell, HR Advisor, Gemini Air Cargo
Angie Doster, PHR, Project Manager, Institute for a Drug-Free Workplace
Rebecca Elsen, HR Administrator, MSRC
Loretta Williams
ARTICLES OF INTEREST
Contributed by Evelyn Kaiser, Diversity/Workforce Education Director
CACI Ups Hiring for Background Checks
By Jeff Clabaugh, Staff Reporter
Check out the Washington Business Journal article "CACI ups hiring for background checks," by Jeff Clabaugh, written 7/10/2006, http://www.bizjournals.com/washington/stories/2006/07/10/daily8.html. You will find the latest news on CACI and their efforts to assist the federal government in clearing out the backlog of background checks for potential government employees.
When Interviews Go Astray ~ Untrained hiring managers and too much small talk can lead to discrimination charges.
By Fay Hansen
A telephone interview between a production manager and a job candidate is now evidence in the Equal Employment Opportunity Commission's race discrimination lawsuit against Universal Pictures, scheduled to go to trial June 26, 2006. The EEOC contends that the termination of an African-American assistant director was racially motivated, and cites the interview as part of its evidence.
The EEOC is seeking $8 million in back pay and damages plus court-enforced monitoring and oversight of the studio's hiring and firing practices. The telephone interview included a blatantly impermissible question about race that a federal court found was "sufficient to give rise to an inference that the termination decision was motivated by illegal discrimination." Lawsuits fueled by forbidden lines of inquiry are less common in this age of diversity classes and compliance training, but the legal boundaries surrounding the interview process are becoming far more complex. "We've moved from the first generation of interview issues, which centered on explicitly impermissible questions about age, race and national origin, for example, to the second generation, where the problems are far more subtle and hiring managers still need more training," says Judith Keyes, an employment attorney with Davis Wright Tremaine in San Francisco.
Interviews that stray into impermissible areas carry three potential consequences, Keyes notes. An unsuccessful candidate may claim discrimination based on information that was revealed. Alternatively, a rejected candidate may claim discrimination because the line of questioning and information provided was not consistent for all candidates. Finally, a successful candidate who is later terminated may reach all the way back to the interview to show evidence of discrimination or, as occurred in the Universal case, use remarks from a separate interview to show a pattern of discrimination.
Training hiring managers
Hiring managers are the weak link in the compliance chain. "They lack a basic understanding of employment law," says Jennifer Sandberg, an employment attorney with Fisher & Phillips in Atlanta. "They may be aware of that they should avoid potentially discriminatory behaviors with employees, but often are not aware that applicants are protected with equal force by the very same anti-discrimination laws that apply to employees." Sandberg says that problems also arise because hiring managers often don't have a "big picture" process for thinking about the open position and the qualifications it requires or for deciding where recruiting will occur and within what time frame. In addition, they don't have a "smaller picture" plan for interviewing specific candidates. This lack of planning means that hiring mangers might not see the right candidates and might stray into dangerous territory during the interviews.
"Hiring managers often talk too much and ask the wrong questions," Sandberg says. "Also, they don't know how to respond to questions from candidates, such as queries about health care benefits for specific conditions, that can lead into dangerous territory. Managers need a plan to redirect the conversation when it goes astray." While there may be no law against asking a specific question in an interview, courts may make inferences about why an employer is asking that question, Sandberg explains. The most common line of inquiry that can lead to discrimination claims stems from questions related to child care and child rearing. "The hiring manager's real concern here is that the candidate may not come to work because of child care issues," Sandberg says. "Instead of asking about the candidate's child care arrangements, the manager should ask the candidate directly how often he or she misses work. Questions related to attendance and productivity are entirely appropriate." Sandberg also advises managers to deal decisively and immediately with any new employee who is late or absent to avoid potential discrimination charges. "Managers have to learn to say that the employee's excuse doesn't matter," she says. "One of the most dangerous things a company can do is to allow managers to hire warm bodies," Sandberg notes. "Once they are in your organization, it's difficult to get them out. If they are a member of a protected group, discrimination charges may follow the termination." Breakdowns in preventive policies often occur between HR and hiring managers, particularly at multi-location companies. "HR may have good policies in place, but if they are not disseminated to the outlying areas, problems arise," Sandberg says.
Also, application forms should be customized for each state to reflect differences in state laws." Undisciplined hiring practices will frequently get employers in trouble," says Margaret Hart Edwards, shareholder at Littler Mendelson in San Francisco. She advises HR and staffing executives to design open-ended interview questions that force each applicant to demonstrate whether they have the required skills and experience. Hiring managers should be carefully trained to restrict their questions to explicitly job-related topics. Applicants should be treated alike and asked the same questions. When possible, applicants should be interviewed by more than one manager, and the same panel should interview all candidates.
"Group interviews offer the opportunity to get much more information from the applicant if the interviewers stick to their questions and logical follow-ups," Edwards notes. The group of interviewers should rank the applicants against one another using the information obtained. "Only the final ranking should be preserved," Edwards says. She advises employers to avoid shortcuts in the hiring process, such as skipping reference and background checks. In addition, she suggests that employers use an offer letter with at-will language that has been reviewed by employment counsel.
Eliminating chitchat
Discrimination issues are particularly likely to arise when hiring managers are trying to ferret out information on the candidate's personal, social and interactive skills. They may be more common when the candidate is under consideration for a higher-level position and the interview process includes a dinner or other social occasion, Keyes says. Even if hiring managers know which topics of conversation to avoid, the candidate may open the door to a troublesome area in an attempt to be more likable. "This is a major potential pitfall because the hiring managers may believe that certain conversations are permissible if the candidate initiates them," Keyes warns. The solution is to train hiring managers to redirect the conversation to neutral terms.
"This is a complex area," Keyes says. "Obviously, a disabled applicant may tell the employer in an interview that he or she is disabled and what the reasonable accommodation would be. It is permissible for the applicant to offer this information, and for the employer to consider whether the accommodation is reasonable. But if the accommodation is reasonable, then the disability becomes a neutral part of the conversation and may not influence the hiring decision." Keyes advises HR executives to ensure that hiring managers receive face-to-face training that includes role-playing. "In the role-playing, a knowledgeable interviewer is confronted with an applicant who, reading from a script, leads the interviewer out onto thin ice," she explains. "The purpose of this role-playing is to impart the lesson that responses to open-ended interview questions can turn problematic and the hiring manager must steer the conversation back into permissible job-related territory."
When candidates push the conversation into a potentially impermissible area, hiring managers need to follow three steps, Keyes advises. First, they must maintain a comfortable and relaxed atmosphere. "They must not suggest that a wrongdoing has occurred," Keyes notes. Second, the hiring manager should suggest through words or body language that the information the candidate is giving is interesting but not pertinent. Third, the hiring manager should pick up on a permissible neutral point and then turn that point back to a job-related line of inquiry.
In situations where the interview process extends into a dinner or another social occasion, Keyes reminds hiring managers that being under the influence of alcohol is not a defense if they are charged with discriminatory behavior. "Although they may be in a social setting, the rules remain the same," she cautions. "And it is assumed that any information the employer elicits is subject to the rules." If a candidate provides impermissible information at any point in the process, the company is prohibited from using it in the hiring decision. "Hiring managers should be aware that they should not write down the impermissible information in their notes or the interview summary, and they should not share the information with anyone," Keyes warns.
The only caveat is that if the candidate's remarks are so out of line that the actual information offered is not only impermissible but inappropriate. That inappropriate behavior may be considered in the hiring decision, Keyes says. In that case, the inappropriate behavior can be noted and shared.
Within the realm of "creative" interviewing, employers can expect that the EEOC will eventually scrutinize this approach, particularly because it often promotes different lines of discussion with different candidates, cautions Gayla Crain, managing partner at Epstein Becker Green Wickliff & Hall in Dallas. "If employers are going to use 'creative' questions, they should ensure that they are using the same ones for all applicants," Crain says. Crain also warns hiring managers that some questions, such as inquiries about the applicant's leisure activities or hobbies, may open the door to impermissible information about religious or political beliefs. The key is to keep small talk and story swapping within the realm of employment history and job-related topics.
COMMISSION TAKES AGGRESSIVE STEPS TO STEM DECLINE IN NUMBER OF FEDERAL WORKERS WITH TARGETED DISABILITIES
Those with Targeted Disabilities Now Comprise Less than 1 Percent of Federal Workforce, EEOC Reports
WASHINGTON - People with targeted disabilities have dropped to less than one percent of the permanent federal workforce, continuing a long-term decline, according to data released today by the U.S. Equal Employment Opportunity Commission (EEOC) during a public meeting on the topic. Commission Chair Cari M. Dominguez called for aggressive steps to stem the decline.
"It is unfortunate that despite the President's tenacious leadership in promoting workplace access and inclusion for people with disabilities, the federal sector in general has not yet met expectations," Chair Dominguez said. "By highlighting the issue, we hope to accelerate efforts toward finding solutions that will open the doors to federal employment for more people with disabilities."
Chair Dominguez tasked Commissioner Christine M. Griffin with developing a strategy to create greater opportunity in federal agencies for individuals with targeted disabilities - identified as blindness, deafness, partial paralysis, complete paralysis, mental illness, mental retardation, convulsive disorders, and distortion of limbs or spine. Commissioner Griffin, a legal expert and long-time advocate for disability issues, announced her new initiative at today's meeting. The initiative is called LEAD: Leadership for the Employment of Americans with Disabilities.
Commissioner Griffin said, "In order to improve the overall employment rate for people with targeted disabilities, we have to begin with the federal government. Congress directed the federal government to set the example for all other employers. Our example needs improvement. I fully expect the LEAD initiative to significantly contribute to this improvement."
People with targeted disabilities comprised .96 percent of the federal work force last year, according to EEOC data for FY 2005. The percentage of permanent federal workers with targeted disabilities has been consistently below 1.3 percent.
The Rehabilitation Act of 1973 requires that federal agencies take proactive steps to provide equal employment opportunities for individuals with disabilities. Moreover, under Executive Order 13164, agencies are required to establish effective written procedures for processing reasonable accommodation requests, which are submitted to the EEOC for review.
Additionally, under the EEOC's Management Directive 715, agencies annually report their efforts to implement a Model EEO Program; to identify and eliminate barriers to equal opportunity in the workplace; and to implement special program plans for the recruitment, hiring and advancement of individuals with targeted disabilities.
EEOC is also striving to advance employment opportunities for individuals with disabilities through the President's New Freedom Initiative and the agency's Freedom to Compete Initiative -- a national outreach, education and coalition-building campaign launched in 2002 to provide free and unfettered access to employment opportunities for all individuals.
Earlier this month, the EEOC presented one of its annual Freedom to Compete Awards to the Department of Defense (DoD) for its Computer/Electronic Accommodations Program (CAP), the first federal agency to win the award. CAP provides assistive technology and other accommodations to federal agencies free of charge. Additionally, the EEOC's Office of Federal Operations recently established a strategic, cross-functional team to examine data and provide recommendations that may improve employment opportunities for people with targeted disabilities.
During today's public meeting, the Commission heard testimony from senior leaders of the Department of Defense, Office of Personnel Management, Social Security Administration, and the Department of Veterans Affairs; disability rights organizations, including the American Association of People with Disabilities; private employer representatives; and persons with disabilities. In cooperation with these stakeholders, the EEOC examined barriers facing individuals with targeted disabilities in obtaining federal employment, and addressed new and existing strategies to eliminate those barriers. The written testimony of the invited panelists is available on the EEOC's web site.
The EEOC is responsible for enforcing federal laws prohibiting employment discrimination. Additional information about the agency is available on its web site at www.eeoc.gov.
For more information, contact: Charles Robbins David Grinberg (202) 663-4900 TTY: (202) 663-4494
ADD VIDEO PIZZAZZ TO YOUR NEXT TRAINING PROGRAM IN THREE EASY STEPS
Bypass the VCR and Insert Video Directly into Your PowerPoint Presentation
Contributed by Steve Mack, Dulles SHRM Chapter Member
Introduction
Due to technological advances, it's now easier than ever to incorporate media elements into training presentations. Recent versions of Microsoft PowerPoint allow you to play audio, video, and flash files directly from your project, making it easier to keep a class engaged and entertained as they learn.
Here is the three step process I use to add video pizzazz to my PowerPoint training presentations.
Step 1 - Get the Video Clip
This first step - finding and properly formatting your video content - is often the hardest part of the process. Once you've found a piece of video that fits well with your training program, you will need to ensure that you have the video file in a format recognizable by the PowerPoint application. PowerPoint is compatible with several video formats. The most widely used are AVI, MPEG1, and Windows Media-WMV.
Let's go into a little detail on how to get the video digitized onto your computer. You can do this in a couple of different ways. If you have some video on your camera, you can download it directly onto your computer using a firewire cable and some edit/capture software (Adobe Premiere Elements, Avid Pinnacle Studio, Apple iMovie, and Windows Movie Maker are just a few of the many programs available - see image on page 2). If the video is on VHS or DVD format, try exporting the video onto your camera first or directly into your computer from your VHS/DVD player. Some newer computer and DVD player models have RCA and/or firewire cable connections, which make this step easier. However, many VHS and DVD titles are copy-protected and don't allow you to export the video to your camera or computer. To work around that issue video professionals can, for a nominal fee, use high-end equipment to create a video file from the VHS or DVD source.
Once you've successfully loaded a video clip onto your computer, you may need to use software to edit or shorten the clip and then convert it to one of the three file formats I listed above (AVI, MPEG, WMV). For editing you can use free software, such as Windows Movie Maker, or you can purchase software that allows more control and options in the editing process (I recommend Premiere Elements 2.0 or Pinnacle Studio, priced between $100-$150).
Of the three main file formats recognized by PowerPoint the AVI format provides the best picture quality but is a very large file size (5 minutes of video = 1.1 Gigabyte!). Windows Media compresses the video into a smaller file size but won't display as well on a big overhead screen. I often use the MPEG1 file type, which has a size of just under 50MB for a three minute video clip. Important Note: This is a good place for me to mention that QuickTime files do not play in PowerPoint. You'll need to convert these to AVI or MPEG1 using one of the software packages I noted above. I've also had good results using QuickTime 7.0 ($29.99 at apple.com).
As for the length of your video clip, you are the best judge of what works best for your training needs. I've used video clips ranging from 30 seconds to 9 minutes in length and have found that as a general rule, one to three minutes typically works best to keep a class interested and engaged.
Step 2 - Attach the Video File into PowerPoint
Unlike images, which are embedded into a PowerPoint file, video files are only referenced by the PPT program. So, to ensure that the video will play properly, you'll need to keep the video file in a consistent location. I suggest placing the video file in the same directory with the PowerPoint file.
To reference the video: from the PowerPoint main menu (listed at the top of your screen), click Insert / Movies and Sounds / Movie from File (see image below), and choose the video file to play on that PowerPoint slide. You can then adjust the play settings by right clicking on the video item and selecting Edit Movie Object to adjust such options as enlarging to full screen, volume control, "play on click," and others.
Step 3 - Test the Video (Before Class Starts!)
Though a critical step, testing out the video is often overlooked. Simply having a video file does not guarantee that it will play. There are a few things that can create glitches, but by performing a quick check before your training class starts you will be more likely spot and correct issues.
First, ensure that the audio plays correctly on the room's and/or computer's speaker system and get familiar with the physical set up of the cables. Most systems are fairly simple, with a cable from your laptop headphone jack connecting directly into the speaker system. There will also be a separate video cable that goes from your computer to the overhead projector.
Next, test the video display. Make sure the PowerPoint slides are appearing as intended on the overhead screen and then try watching the video, accessing it from Main Menu / View / Slide Show. Note: while the slides show up on both the computer and overhead screen, the video clip cannot display on both at the same time (it's a technical thing). If your computer does not automatically display the video on the overhead projector, you'll need to adjust the display settings on the computer's control panel. To manually adjust the controls on your computer, go to Control Panel / Display / Settings / Advanced / Displays (see image below). In many cases, you can also access this function using the FN-F4 keys, although the exact keys will vary by laptop manufacturer.
Finally, to increase your confidence and comfort level with these new video functions and their use within PowerPoint, try playing the video file(s) several times. See how the display settings (right click and choose "edit movie object") affect the video, using Play on Click, View at Full Screen, and others. Note that the video will stop if/when you click the PPT presentation forward, and that getting back to the use of the video clip will require you to click to the slide prior to your video clip slide and then click forward into the slide containing your video. Also allow a second or two for the video to "load" before it begins to play. As you use these new functions repeatedly you'll gain more confidence and familiarity with all aspects of how the video is located, how it loads, and how it looks.
Now you are ready to WOW your class!
That's a Wrap!
As trainers we're all familiar with the highs we can get and the flow we often feel when running a class that is going well: the attendees are engaged, your jokes are getting laughs, activities are approached with enthusiasm and sincere effort,…they're really learning! Effective use of video can be a great way to sustain that, and to possibly even take it a level or two higher. When I look at class evaluations, I'm always particularly pleased to see comments regarding the value that my audio/video selections (and their competent, effective use) added to an attendee's experience. When you begin to receive that kind of feedback, you'll find that acquiring these new skills has been well worth the effort. I hope this material has been encouraging, motivating, and helpful, and that it has helped you to become a more capable, engaging, and effective trainer.
About the author:
Steve Mack specializes in video production for training and conferences. He lives in and works from Reston, VA.
VOLUNTEER OPPORTUNITIES
Contributed by Evelyn Kaiser, Diversity/Workforce Education Director
New Vision ~ A faith-based, non-profit organization dedicated to helping female ex-offenders make the transition from confinement to freedom without re-offending.
They are seeking:
- Female Pen Pals and Mentors for female inmates and ex-offenders.
- Administrative and Clerical Volunteers (2 or more hour shifts per week) for New Vision Center.
- Are you a great organizer? And detail conscious? Well, New Vision has an opening for you to shine! We are looking for a volunteer Pen Pal Coordinator.
Contact Debbie at 540-361-1823 or by email at debbie@newvis.org for more information.
Your Support is Greatly Appreciated!
NEW VISION CENTER www.newvis.org
Located at: 7 Butler Road, Fredericksburg, VA 22405 Mailing: P.O. Box 251, Garrisonville, VA 22463
540-361-1823/Voice; 540-361-1940/Fax
NEWLY REVISED U.S. DEPARTMENT OF LABOR: EMPLOYMENT LAW GUIDE AVAILABLE
Contributed by Evelyn Kaiser, Diversity/Workforce Education Director
The U.S. Department of Labor (DOL) announces the availability of a newly revised edition of its Employment Law Guide. The Employment Law Guide describes in plain language the major employment laws and regulations enforced by DOL. The Guide is available in English or Spanish and is written in plain language to assist employers in developing wage, benefit, safety and health and nondiscrimination policies for their businesses.
Both English and Spanish versions of the Guide can be printed from or viewed on the DOL Web site at www.dol.gov/compliance/guide/index.htm. A free English language bound copy of the Guide can be ordered by calling 1-866-4-USA-DOL.
El Departamento del Trabajo de los Estados Unidos (DOL) anuncia la disponibilidad de una nueva edición revisada de la Guía de Derecho Laboral. La Guía de Derecho Laboral describe claramente las leyes principales del empleo y las regulaciones impuestas por el DOL. La guía está disponible en Inglés o Español y está escrita en lenguaje claro para ayudar a los empleadores en el desarrollo de los sueldos, los beneficios, la seguridad y la salud y políticas de no discriminar para sus empresas.
Se puede ver e imprimir ambos versiones de la Guía, en Inglés y Español, en la página web del DOL en www.dol.gov/compliance/guide/index.htm. Se puede ordenar una copia gratuita en Inglés de la Guía en llamar 1-866-4-USA-DOL.
Visit them on the web at www.dol.gov.
That’s all for this month unless you have any ideas or suggestions? This is your chapter - let us know what’s on your mind!
Maggie Chan
President
Dulles SHRM
maggie.chan@bearingpoint.com
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