2012 marlc-social media-virtualmeeting-videochat

Social Media and Virtual Meeting Options

Web 2.0 means community now reaches beyond geographic location. Virtual meetings, web conferences, video conferencing -- it’s the "wild west."

Come learn about current trends in Social Media, and get an up-to-date snapshot of the best virtual-meeting and video-meeting tools for Association use.

In Today’s Session …

1. Social Media Trends2. Video Chat 3. Virtual Meetings / Webinars / Web Meetings4. Video Broadcasting5. Best Practices for Meeting Virtually6. Recording and Sharing7. Additional Resources8. Acknowledgements

SOCIAL MEDIA TRENDS

1. Social Media Trends2. Video Chat 3. Virtual Meetings / Webinars / Web Meetings4. Video Broadcasting5. Best Practices for Meeting Virtually6. Recording and Sharing7. Additional Resources8. Acknowledgements

4

Behaviors Have Forever Changed

1985 Personal

Productivity

Office suites

Individual content

Filing cabinets

Personal

1995 Knowledge Distribution

E-mail attachments

Content distribution

Computer networks

Teams

2012 Collective Empowerment

Social software

Mass collaboration

People networks

Collectives

Are you prepared for this fundamental empowerment shift?

Digital Revolution 2Social networking – 50% of all adults

Digital Revolution 3Mobile – 84%

327.6Total U.S. population:315.5 million

Top 10 Sectors by Share of Internet Time

Profile on Social Networking site by Age

Gadget Ownership, 2010

35% own “smartphones”

Hot TopicContent Curation: http://paper.li

Social Media Books to Read

Open Community: A Little Book of Big Ideas for Associations Navigating the Social Web

Humanize: How People-Centric Organizations Succeed in a Social World

by Jamie Note and Maddie Grant

by Lindy Dreyer and Maddie Grant

VIDEO CHAT

1. Social Media Trends2. Video Chat 3. Virtual Meetings / Webinars / Web Meetings4. Video Broadcasting5. Best Practices for Meeting Virtually6. Recording and Sharing7. Additional Resources8. Acknowledgements

Video Chat

• Facebook Video Chat 1:1• Google Video 1:1• Google+ Hangout = 10• Skype = 1:1 or 10 with premium service• Oovoo = 6 or 12 for • TinyChat = 12• iMeet (and Evernote) = unlimited for $39/mo

http://www.facebook.com/videocalling

Google+ Hangout

About Google+ Hangouts

Skype

• 1-Way videos calls: Free• 10-Way video calls: $4.49/mo (normally $8.99/mo)

Oovoo

• 6-Way video calls with ads: Free• 6-Way video calls with no ads: $9.95/mo• 12-Way video calls: @29.95/mo

TinyChat

• Unlimited video chat: free• High-res video chat: $9.99/mo

iMeet

• Unlimited video calls: $39/mo• Add unlimited phone calls in US $69/mo

VIRTUAL MEETINGS / WEBINARS WEB

MEETINGS

1. Social Media Trends2. Video Chat 3. Virtual Meetings / Webinars / Web Meetings4. Video Broadcasting5. Best Practices for Meeting Virtually6. Recording and Sharing7. Additional Resources8. Acknowledgements

Virtual Meetings / Webinars / Web Meetings

• Adobe Connect • WebEx • Live Meeting• GoToMeeting

Adobe Connect

• Through NEA’s Vender, PGi Services:– $33/mo for up to 100

participants– Additional charge for phone/

audio conference line

• Through Adobe:– Annual Plan: $45/month/host– Monthly Plan: $55/month/host– Audio via computer only

WebEx

• Through Cisco:– $19/mo for up to 8 participants– $49/mo for up to 25 participants– Additional charge for phone/ audio conference line

• PGi also offers WebEx (contact PGI for pricing)

LiveMeeting

• Microsoft LiveMeeting is being replaced by Microsoft Lync• Microsoft Lync is designed for enterprises and to be used

inside a private network.

GoToMeeting

• Through Citrix– Monthly Plan $49.00/month – Annual Plan $468.00/year Best Value (Save 20%)

• Prices Include: – Unlimited meetings with up to 15 attendees – Integrated conference calling service, including VoIP capability

VIDEO BROADCASTING

1. Social Media Trends2. Video Chat 3. Virtual Meetings / Webinars / Web Meetings4. Video Broadcasting5. Best Practices for Meeting Virtually6. Recording and Sharing7. Additional Resources8. Acknowledgements

Ustream

• Free video broadcasting

BEST PRACTICES FOR MEETING VIRTUALLY

1. Social Media Trends2. Video Chat 3. Virtual Meetings / Webinars / Web Meetings4. Video Broadcasting5. Best Practices for Meeting Virtually6. Recording and Sharing7. Additional Resources8. Acknowledgements

Roles, Tasks, and Terms We’ll Use Today

• Roles– Presenter: Delivers material; chair

may be both presenter and facilitator– Facilitator: Keeps track of meeting

process and time– Host: Provides logistics and

technology support• Tasks

– Note-taking– Timekeeping

Terms• Teleconference: Conference-call only

meeting.• Webinar / Webcast: For sharing

information. This is that! May include video or not.

• Web meeting / Virtual meeting: For discussions and action. May include video or not.

• Virtual class / Online class: Specifically for learning; generally has multiple sessions.

• Virtual conference: Multiple presentations and presented over several days.

• + / ∆ (Plus/Delta): Best-practice way of debriefing every meeting

Virtual Meetings Use Three Basic Technologies

1. Audio conference line

2. Materials on Groupsite / sent by email in advance

3. Virtual meeting room & presentation “slides”

What Makes a Great Virtual Meeting?

• Virtual meetings are productions– Prepare, practice, stage, engage

• Remember 4 “I’s”– Interesting– Informational– Interactive– Inspiring

“Communication is the transfer of emotion”

—Seth Godin

Have You Asked these Questions?

• Is everyone who’s supposed to be on the call present?• Are you fully equipped and ready to go on time?• Does your agenda tell a compelling story?• Do you “show” not “tell” when you speak?• Have you included at least one surprise?

In the Best Virtual Meetings …

• First “Get Voices in Room”

As we focus on our shared screens…

Instructions on updating map here

Overall Guidelines for Virtual Meetings

Roles Rotate presenter, facilitator, host Assign note-taker, timekeeper Pair "break" buddies Post notes immediately

Etiquette If no agenda, then no meeting Post pre-reading in advance Use Agenda Template for presentation Be on time if not early Don’t use hold – yikes, music! When not talking, mute phone,

computer speakers to prevent feedback

Process Check-in: go around “face map” Get voices in room with ice breaker Say name each time you speak Avoid status reporting Generate heat: Discuss, disagree,

decide Evaluate meeting via +/∆ template Check out around map

Ten StrategiesTo Deal with Basic Meeting Problems

1. Plan ahead2. Sequence topics

strategically3. Identify a facilitator or host4. Use non-work related

check-ins/team builders5. Clarify roles (who’s there &

why)6. Use desired outcomes

7. Clarify decision making8. Conduct “round robins” to

get all opinions out/open before you narrow

9. Get agreement on problem before getting agreement on solution

10. Conduct +/∆ meeting evaluation

from Interaction Associates

“Can You Please Repeat the Question?”

What’s wrong with multitasking?

Do you check email in face-to-face meetings?

Do you check email more often when others are remote?

Why do you attend meetings when you only partially listen?

Is it preferable for some people to be together, others remote?

How do you engage remote peoplewhen everyone else is together?

What is multitasking doing to our brains?

“I pay more attention when there’s

something on screen.”—Senior Director

39© 2011 NetAge, Inc. NEA Staff Liaisons | Meeting VirtuallyNovember 2011

Preparing and ConductingThe Virtual

Meeting

Virtual Meeting Toolkit

Reading List• Ten Strategies to deal with basic meeting pro

blems (which if neglected, can make your virtual meeting a nightmare), Interaction Associates, Inc.

• Ten techniques for improving your virtual meeting, Interaction Associates, Inc. These tips will help the meeting leader the person who calls the meeting and is accountable for the results of the meeting. A person in the role of virtual facilitator will also find these techniques useful.

Webinar • Recorded Webinar, Meeting Virtually for Staff

Liaisons, by Jessica Lipnack• Meeting Virtually for Staff Liaisons

PowerPoint, by Jessica Lipnack Templates• Virtual Meeting Agenda Template

• Tutorial: How to update the map template contained in the Agenda Template

Resources and checklists for Presenters, Facilitators, and Hosts

• Preparing for the meeting checklist• Practice Session Example PowerPoint• Building your Agenda checklist• Storyboard template• Storyboard Example• Sample Agenda and Meeting Invite• Count-down Checklist• Technical Checklist• Conducting the Virtual Meeting checklist• Crib Notes: text to have on-hand to paste

during the virtual meeting (PDF, DOCx)• Meeting Notes Template• Closing the Meeting and Follow-up checklist• Word file with all checklists: use to make your

own version of the checklist.

Preparing for the Virtual Meeting

• Schedule practice sessions • Use the Storyboard Template to create a detailed agenda for

use by presenter, facilitator, and host• Send invitation to attendees well in advance • Set up the room: Prepare and upload all content items

beforehand; makes meeting flow• Practice, practice, practice!!! • Rehearse, rehearse, and rehearse!!!

Creating Your Agenda & Presentation

• Draft Agenda with timing for each section; duplicate and insert at beginning of each section

• Add conference call information to presentation title slide that starts virtual meeting

• Be sure to include Introductions: Facilitator, host, and their roles; name(s) of presenter(s) include photo, biography

• Create Visual map of Committee Members (with pictures)• Reiterate Norms such as muting phone, how you’re using chat• Notify participants as to whether sessions are being recorded• Point out where, how to access supplemental materials and handouts

(i.e., NEA-Committees Groupsite)• Remind people who to contact for technical support during session

Agenda & Presentation continued

• Insert “Any Questions?” slide into your presentation after each major section.– Reminds you to stop to encourage participation

• Engage Participants at least every ten minutes– As for feedback, use text chat, hand raising or Q&A– Best times for feedback is at beginning or end of new topic or section– For an hour long meeting, preload six polls with appropriate questions.

• Schedule Breaks: If meeting is longer than an hour, schedule a 5-minute break mid-way through

– For longer meetings, take break at 45 minutes– Ask participants to do an exercise or activity during the break– Start meeting again on the hour and have participants report on break exercise or activity

• If your PowerPoint file is large, break it up into two or three smaller files– 10 MB is rough size limit for PowerPoint files that can be loaded into virtual meeting room

Use Formatted Agenda,Return to Agenda to Indicate Progress

Use +/∆ to Review Meeting at End

End with News of Next Steps

And Be Sure To...

40 minutes before event start• Use restroom• Fill water bottle• ChapStick®• Cough drops• Turn phone to silent mode.• “Do Not Disturb” sign on door• Photos (map) of participants near

by

30 minutes before event start• Join session room• Turn on audio• Confirm all files loaded, properly

linked15 minutes before event start• Greet early participants• Start sound checks• Chat with early participants

Now Start the Meeting!

• Greet each participant as they join• Remind people to:

– Mute phones (when not talking)– Never use hold– Do use teleconference commands to minimize background noise– Log in with both first and last names to avoid name confusion

• Inform people if call is being recorded– Note: People speak more freely if not recorded

• Remember: Have all login information ready to email to those who’ve misplaced it!

49© 2011 NetAge, Inc. NEA Staff Liaisons | Meeting VirtuallyNovember 2011

Increasing Participation

Set/Reiterate Ground Rules:Some Common Ones

• No sidebar conversations• No multitasking (e.g., running e mail while participating in the ‐

virtual meeting)• Everyone says name each time they speak• Use of “mute” technology as per group agreement

– Most groups prefer that non active speakerphones be muted to ‐minimize extraneous noise/feedback

• Agree on how to use chat and hand-raising

Set Participation Expectationsat Beginning

• Explain whether expecting lots of participation or if mainly information-only call

• With smaller group, people probably able to just speak up• With medium-size group (fewer than 30), ask people to use

Raise Hand or Chat to speak or ask questions• When using PGi Event Services for large groups, remove Raise

Hand option; use phone queue only for questions• For logistical issues, encourage participants to use email (for

LiveMeeting) or private chat (for Adobe Connect) to communicate with you individually as host

Simple Pointers to Increase Participation

• Meet (virtually) with as many participants as possible prior to meeting for practice sessions

• Arrange for multiple presenters• Separate roles of presenter, facilitator, host

– Facilitator monitors and introduces hand-raising; presenter responds

• Address frequent, clearly worded questions to specific people; wait for responses– Use preformatted slides with questions as necessary– Use pre-loaded polls to obtain responses– Acknowledge each response insofar as practical– Reveal prepared answers to questions after people have responded

Prompt Participant InteractionAt Minimum Every 10 Minutes with Polls

• Use polls to get feedback, vote, test knowledge• You may be able to share results immediately with

participants or save for later analysis• Prepare up to 6 polls in advance for a one-hour meeting• Pre-populate polls

Closing and Follow-up

• Restate and confirm conclusions drawn from the meetings.• Conduct meeting evaluation using + / ∆ method

– Capture this information to share with other Committee Staff Liaisons– Helps us to learn together as we go forward

• Thank you to speaker(s) and participants• Follow-up immediately (within 48 hours) with meeting notes and action

items, next steps, assignments, and tasks to complete– Include link to the NEA Committee Groupsite– Put link to recording on the Groupsite and with any materials.

And Remember the Importance of Trust

Interactions

Media

Every team needs trust to start

Trust provides grease for ongoing hard work of team

Team leaves behind a legacy of trust (or not)

Importance of trust cuts across virtual team’s life cycle

Trust is the lifeblood of 21st-century organizations

Trust is confidence in, reliance onintegrity, strength, ability, and surety of someone else

Strategy for Success at a Distance

80% People + 20% Technology

Myth Meeting virtually is about using

right technology

Reality Meeting virtually requires understanding

people, culture, organization, and collaboration

And, Always Remember …

Focus on your meeting objectives, not the technology

RECORDING AND SHARING

1. Social Media Trends2. Video Chat 3. Virtual Meetings / Webinars / Web Meetings4. Video Broadcasting5. Best Practices for Meeting Virtually6. Recording and Sharing7. Additional Resources8. Acknowledgements

Recording and Sharing

• Jing• Screencast.com• Vimeo

http://www.techsmith.com

Jing for Screenshots

Jing for Screencasts

Instantly Share Screencasts on:

http://www.screencast.com

Screencast.com Free• 2 GB of Storage • 2 GB Monthly Bandwidth • 4 Privacy Options • Clear Videos and images,

every time

Screencast.com Pro• 25 GB Storage & 200 GB Monthly Bandwidth • Add & Edit Video Captions in Select Formats • Personalize with Your Colors & Logos • Purchase Pro for $9.95 per month »

Vimeo

http://www.vimeo.com

Basic (for the casual creator) Free

• High quality video• 500MB/week upload space• Upload 1 HD video/week• 3 albums, 1 group, 1 channel• No bandwidth or time limits• Basic video player customization• Password-protected videos

Plus (for creators who need the best)$59/year or $9.95/mo

• Even higher quality video• 5GB/week upload space• Unlimited HD uploading/embedding• Advanced statistics• Faster, priority uploading• Original file storage and downloading• Super-customizable video player• Privacy with domain-level control• Plus members never see ads, ever• Exclusive discounts on products

ADDITIONAL RESOURCES

1. Social Media Trends2. Video Chat 3. Virtual Meetings / Webinars / Web Meetings4. Video Broadcasting5. Best Practices for Meeting Virtually6. Recording and Sharing7. Additional Resources8. Acknowledgements

Resources

• NEA’s Virtual Meeting Toolkit and This PPT Deck:http://neamarlc.groupsite.com

• 11 Excellent iPad Apps for Meetings & Presentations • Video Conferencing Service iMeet Makes Evernote

Its Virtual Notebook • HOW TO: Launch Facebook Skype Video Chat [PICS]

ACKNOWLEDGEMENTS

1. Social Media Trends2. Video Chat 3. Virtual Meetings / Webinars / Web Meetings4. Video Broadcasting5. Best Practices for Meeting Virtually6. Recording and Sharing7. Additional Resources8. Acknowledgements

Maddie Grant, CAEChief Social Media Strategist

[email protected]/Twitter: @maddiegrant

Lindy DreyerChief Social Media Marketer

[email protected]/Twitter: @lindydreyerhttp://www.socialfish.org

Lorraine WilsonNEA ITS

[email protected]: @LorraineWDC

Beth KanterTwitter: @kanter(650) 823-9401

http://www.bethkanter.orgJessica Lipnack

NetAge Inc.Twitter: @jlipnack

(617) 965-3340 [email protected]

http://netage.com/

http://www.interactionassociates.com