Being organized helps things run smoothly and keeps me on track of what needs to be done. Below is a checklist I use when doing Skype visits to classrooms.  Feel free to tweak for your personal use.

At time of the booking:

ü Ask for school’s or library’s Skype name.

ü Set up a time to test the connection, either 2-3 days before or 15-30 minutes before actual visit.

One week before:

Note: If you have a test call set up for 2-3 days before actual Skype visit, you can cover this checklist at that time also.

ü Call or email teacher or librarian to confirm date and time of visit. Confirming time is especially important when visiting via Skype across different time zones.

ü Ask if they are able to open and download PowerPoint and video I sent along with the letter of agreement, which we will use during the Skype call.

ü Ask how they will be set up on their end. Will they have Frankie and me on one screen and PowerPoint on another screen, or will they toggle back and forth on one screen?

ü If it will be a small classroom I am doing the Skype call with, I will ask the teacher or librarian to call on one student to answer when I ask a question.

ü Confirm that teacher or librarian will advance slides when you say, “Next slide please.”

ü Confirm if they will allow time for Q & A at the end, and if they will allow each child to approach the webcam to ask their question. If group of students is large, ask them to designate 10-15 children for Q & A.

ü Ask if they have any concerns or questions.

Day before:

ü Pull copy of letter of agreement for reference of day/time/Skype name.

Day of:

Remember to leave enough time before testing to fix anything that might not be working properly.

ü Set up office for actual Skype call if you need to rearrange.

ü Check Internet connection.

ü Test audio and video through Skype screen.

ü Test headset if you will be using one.

ü Check lighting and place task light to give best light to you and your props.

ü Set up extra laptop if doing a PowerPoint, so it is accessible to you for use during the Skype call.

ü Have book handy, with selected reading marked if you’re doing one.

ü Have note cards handy for reference.

ü Hang sign on door of office stating: Please Do Not Disturb – Video conference call in progress. If you have children at home when doing this call, you may want to enlist the help of your husband and/or neighbor or friend to watch the kids while you do the call. I also lock the door, so my husband doesn’t accidentally walk in.

ü Disconnect or mute landline phone if you have one, as well as silencing cell phone so it doesn’t ring during the call.

ü Keep a glass of water nearby in case you get a dry throat or coughing spell (it happens!).

ü Be ready 5-10 minutes before actual Skype visit.

After call:

ü Put office back in order if you had to rearrange things.

ü Send a quick “thank you” via email.

ü In a follow-up email I ask if book order forms were sent home and confirm final date book orders are due.

ü Confirm book order forms and money are to be mailed to you before books will be mailed.

Day after:

ü Write out thank you card to teacher/librarian/organizer. You can include token of appreciation if you wish, and kindly ask for a testimonial.

ü Mail Thank You card.

ü If school/library has ordered books from an outside distributor or independent bookstore, have teacher/librarian email names of students who purchased books and fill out bookplates to mail to them. These can be mailed with or without Thank You card.

One to two weeks after:

ü Receive book order forms and money, and sign books.

ü Mail books to school.

ü Deposit book order money along with speaking fee (if have not done so already). Schools will likely mail all money due at once, so you may need to wait for speaking fee until book orders are mailed.

Two to three weeks after:

ü Confirm that book orders have arrived and thank again for the opportunity to Skype with them!

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