Virtual Office Hours: Best Practices to Engage Your Students
The radical shift educators have faced this year, moving from largely in-person teaching to mostly online coursework within days, has required substantial adjustments. Informal discussions in between courses are no longer possible. And gone are the days, at least for now, of students popping by for a quick chat during office hours.
Still, the need for one-on-one, individualized help is needed. Office hours are perhaps more important now than ever before.
In a virtual world dominated by large group Zoom and Microsoft Teams chats, where the number of participants is often too many to fit on a screen, some students may not feel comfortable to ‘raise their hand’ during a video call and ask a question. Others may need specific guidance on an assignment or mark. Offering the opportunity for your students to get focused face time builds rapport, increases learning outcomes, and is a great way to identify what may and may not be working in your course.
While your physical office door may be closed, you can still ensure your students know how to get your help. It goes beyond using one chat application and becoming comfortable with its functionalities. Here are best practices to keep you and your students in step towards success this semester.
Offer a variety of times
Schedules, as we all know too well, are varied and nearly impossible to coordinate. Students have jobs, families to care for, and other commitments to meet. Offering office hours at a couple different times in the week will improve accessibility. Using a survey to determine the best times and days for your students will help, too.
But keep those times consistent week to week. Life moves at such a rapid pace that communicating and scheduling different office hours each week is more than students — and probably you — can handle.
Use a scheduling assistant
When it comes to booking appointments, a scheduling assistant will make your and your students’ lives easier. Scheduling assistant apps allow students to choose and book a time that works for them. Plus, the apps often integrate with your calendar, automatically ensuring you see what’s up to date. Not only does this lower your time spent emailing back and forth to find an appointment time, but it eliminates double-booking and overscheduling, keeping you within a sustainable workload.
Discourage the “no-shows”
Blame forgetfulness, emergencies, or life, but realistically, even the most organized of folks miss an appointment. The odd no-show is unavoidable; still, you can put measures into place to discourage the behaviour. Ask students to send a message on your video/chat platform ahead of their schedule appointment to confirm their attendance. This could also serve as an opportunity for students to say what they want to discuss, helping you prepare for a more efficient meeting.
Harness your resources
A huge benefit of online office hours is that it’s easier than ever to share digital documents and resources in real-time. When many students come to you with similar questions, build a repository of resources and answers to common questions. Take screen shots of step-by-step processes, helpful webpages or other resources that improve comprehension. Having these on-hand will make your office hours more efficient.
Promote yourself
Used to social media’s constant notifications, most students benefit from regular reminders. So you don’t let your office hours go unused; give reminders after lectures or on your online course homepage. Plus, regular encouragement to chat through questions and assignments will normalize office hours for those students who lean on the shy side, increasing the chances they’ll use the resources and supports you offer.
Stay positive
Ultimately, the biggest factor in ensuring your students make use of your office hours and truly benefit from them is creating a welcoming and positive space for learning. This year has been hard on everyone, so bringing patience and positivity to meetings goes a long way towards students feeling more comfortable to ask questions, and therefore, achieving greater learning outcomes.