Let's go virtual: Online meeting models

Let’s Go Virtual! Online Meeting/Conference Models

Janet Fisher Arizona State Library, Archives and

Public Records

Sandy Rizzo Red Mountain Branch, Mesa Public

Library

Arizona State Library Association Conference November 16, 2010

Look around

You may be your library’s representative at this program, or

perhaps even at this conference.

We’d like to help you: Stabilize/increase attendance at staff training or

meetings. Share information/ideas with colleagues no

matter where they are. Include all meeting members, whether they can

attend face-to-face or not.

What makes us qualified?

During the last 3 or more years we have: planned, organized and participated in

virtual statewide group meetings several times each year

participated in meetings or taken training presented by others using wide variety of virtual connection options

provided virtual training classes and planned, implemented and participated in a completely-virtual regional conference last summer

Necessary basics

Computer Software – proprietary or open-source Connectivity - internet access; telephone

connection Telephone and/or VOIP

If use telephone, you may want a speakerphone VOIP is voice over IP – sounds through

computer headphones/microphone to listen and communicate

verbally People and content

Selecting software

Comparative information to gather: Cost Functionality Technical aspects Rooms and seats (What’s a room? How big is it?) How often will you use it? Your own preferences Cool features to look for – polling; chat formats Enhancements Ability to archive – video, audio, and chat

Look for reviews of software

WebJunction.orgWeb Conferencing Tool Optionshttp://www.webjunction.org/create-deliver-training/-/articles/content/74347964

TechSoup.orgWeb Conferencing Tools: Right for You? How to

pick a package that meets your nonprofit's needs

By: Brian Satterfield February 12, 2010http://www.techsoup.org/learningcenter/internet/page5975.cfm

Reviews (cont’d)

WebJunction.orgWeb Conferencing Tool Optionshttp://www.webjunction.org/create-deliver-training/-/articles/content/74347964

Reviews (cont’d)

TechSoup.org - Web Conferencing Tools: Right for You? How to pick a package that meets your nonprofit's needs By: Brian Satterfield February 12, 2010

http://www.techsoup.org/learningcenter/internet/page5975.cfm

Suggestions for choosing a product

Get free trial – test product as currently available Test all aspects – those you’ll use and those nice to

have In addition to reviews, speak with associates who

have experience with products under consideration or with other virtual program software

Compare several before deciding Cost – justify whether will use enough to

purchase (could realize cost savings over travel costs)

Screen shot – OPAL (participant view)

Screen shot – OPAL (moderator view)

Screen shot – OPAL (web conf view)

Screen shot - GoToMeeting

Screen shot – Adobe Connect

Screen shot – AT&T Connect

Screen shot – DimDim (dimdim.com)

Demonstrations

OPAL

AT&T Connect

Getting comfortable

Beauty of using virtual method – can plan and participate from anywhere

Start small, then expand uses Hold regular meetings of small, core group

Get comfortable with software and what it can do

Build experience within group; contact “experts” if necessary

Test use of elements that are more than basics Always test software a few times prior to the

meeting

Preparing for your virtual event Plan details for all anticipated aspects of

event Prepare backup plans in case something fails Put together images that attendees will see

on their computer before and during the event PowerPoint very helpful

Work with speakers to ensure that they are comfortable and that their materials “translate” properly into software

What can you do to help attendees?

Provide connection instructions in advance Provide practice time(s).

Guide/documentation helpful Schedule several speakers – change of voices Limit session length (45 min to 1 hr

presentations; meetings can be longer) Send/post meeting materials in advance

Agenda PowerPoints Related handouts

What can you do (continued)

On day of meeting, have host log in before meeting starts (15 minutes?)

Host welcomes attendees as they log into meeting room and answers connection/functional questions

Have person act as technical support to be available by phone/email/chat during meeting

Verify that attendees can see pages you’re seeing and can hear clearly

Use that chat box!

Online presence

Event “nerve center” – schedule, link to software “room,” technical support, materials, contact information, Web 2.0 add-ons…

Obstacles and Reactions

Listening for long stretch is difficult To alleviate feelings of isolation, set up on-site

space where group can participate, if appropriate Eye-strain

Look away from computer periodically Overcome technical discomfort

Become familiar with software through practice Note: Virtual meetings/conferences don’t suit

everyone all of the time. On-site or face-to-face gatherings still have a place

IT issues that may crop up

Plug-in/version issues (alternative?) Sound issues (level, clarity, extraneous

noise) Material loading issues (bandwidth) Delays and IT coordination problems in the

field Formatting issues Pushing pages – how it’s done, skill in doing Capabilities beyond viewing Powerpoint

E-room Etiquette

Don’t add off-the-cuff comments No visual cues from audience, so try to listen/read

closely. Ask periodically how all are faring As you get comfortable, use emoticons (smiley face,

frown…) to allow quick, easy communication, verification

Integrate “texting” shorthand, if all are comfortable Be aware of spelling/typing errors Consent: “IMPORTANT NOTICE: This WebEx service includes a

feature that allows audio and any documents and other materials exchanged or viewed during the session to be recorded. By joining this session, you automatically consent to such recordings. If you do not consent to the recording, do not join the session.”

Psycho-Social Elements of Virtual Connections

Negatives/Challenges: Speaker-to-audience distance – can’t always

perceive reactions, needs Attendees may not feel “connected” – may multi-

task or leave computer more frequently. Can open unequal participation experiences,

especially if some live and some remote, or due to technical issues

Quality of speakers – skill, vocal abilities, ability in virtual environment with Q&A important

Stream of conversation can become disjointed Chatting – sometimes difficult being concise with

complex thoughts/comments

Psycho-Social Elements of Virtual Connections (more)

Positives/Benefits: Chat (to whole group or privately) allows more

people to share ideas, provides social connection Chat permits those struggling to seek and obtain

help If geographically distant from group, hearing

voices and using chat provides link reinforces group connection

More are able to participate than without virtual option

Can multi-task (research for program, email, etc.) Archive/chat retention allows way to cover gap in

learning/understanding

What has worked well for us

Identify Minute-Takers and/or Chat Monitors Assign person responsible for loading presentations Utilize online event registration system

Open? Closed? Password Paid event?

Put technical documentation together in advance Have Planning Committee meet frequently using

intended virtual software Use other tools to ease work – bit.ly, Doodle, time

zone converters, Zoomerang, wiki to prepare/schedule/ evaluate

Why do it? Six-State Evaluations

“Virtual conference sounded bit dull, was pleasantly surprised by how much I enjoyed programs and interaction provided by chat room and mics….. We also drew in our non-docs specialists for a few of the programs, which could never happen at a tangible conference.”

“Don't have a chance to go to FDLP conferences and meetings, so was great to be able to attend and have another person on staff attend.”

“Was very helpful to have schedule in advance, complete with program titles and times adjusted for time zone….. I must say, I was not disappointed with programming. At some conferences you hike all over town to get to someplace you've never been, only to find out that program title really doesn't match the content!! You did an excellent job of describing programs. ”

“Great conference, wonderful experience. Learned a lot and will apply what have been learned in the current job.”

Try it!

Small meeting/discussion Larger meeting 1-hr, ½ day, full day training Few limits – check your software details Participate in webinars offered in library world

to learn what you like, become comfortable in virtual environment

Try things with your library customers (as you move toward integrating new technologies)

Baby steps – participate, then offer your own

View archives

Six-State Virtual Government Information Conference, August 11-13, 16-17, 2010 Website:

http://ucblibraries.colorado.edu/govpubs/conference/6state/index.htm

Wiki: http://virtualsixstate.pbworks.com/w/page/24738327/FrontPage

OPAL: http://www.opal-online.org/archive6stateconf.htm

WebJunction: http://www.webjunction.org/gi21-conferences-and-training

Gi21 (Government Information in 21st Century) WebJunction:

http://www.webjunction.org/gi21

Contacts

Janet FisherLaw and Research LibraryArizona State Library, Archives and Public [email protected]

Sandy RizzoRed Mountain BranchMesa Public [email protected]