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2012 marlc-social media-virtualmeeting-videochat

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The document discusses trends in social media, video conferencing tools, and best practices for virtual meetings. It provides an overview of: 1. Current social media trends and how behaviors have changed with the rise of digital technologies and social networking. 2. Popular video chat platforms like Facebook Video Chat, Google Hangouts, Skype, and their features. 3. Common virtual meeting/webinar tools such as Adobe Connect, WebEx, GoToMeeting and their pricing structures. 4. Best practices for engaging participants and increasing participation in virtual meetings through techniques like using polls, prompting interaction every 10 minutes, and setting clear ground rules.

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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 Trends 2. Video Chat 3. Virtual Meetings / Webinars / Web Meetings 4. Video Broadcasting 5. Best Practices for Meeting Virtually 6. Recording and Sharing 7. Additional Resources 8. Acknowledgements
SOCIAL MEDIA TRENDS 1. Social Media Trends 2. Video Chat 3. Virtual Meetings / Webinars / Web Meetings 4. Video Broadcasting 5. Best Practices for Meeting Virtually 6. Recording and Sharing 7. Additional Resources 8. Acknowledgements
Behaviors Have Forever Changed 1985 1995 2012 Collective Personal Knowledge Empowerment Productivity Distribution Office suites E-mail attachments Social software Individual content Content distribution Mass collaboration Filing cabinets Computer networks People networks Personal Teams Collectives Are you prepared for this fundamental empowerment shift? 4
Digital Revolution 2 Social networking – 50% of all adults
Digital Revolution 3 Mobile – 84% Total U.S. 327.6 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 Topic Content Curation: http://paper.li
Social Media Books to Read Humanize: How People-Centric Organizations Succeed in a Social World by Jamie Note and Maddie Grant Open Community: A Little Book of Big Ideas for Associations Navigating the Social Web by Lindy Dreyer and Maddie Grant
VIDEO CHAT 1. Social Media Trends 2. Video Chat 3. Virtual Meetings / Webinars / Web Meetings 4. Video Broadcasting 5. Best Practices for Meeting Virtually 6. Recording and Sharing 7. Additional Resources 8. 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 Trends 2. Video Chat 3. Virtual Meetings / Webinars / Web Meetings 4. Video Broadcasting 5. Best Practices for Meeting Virtually 6. Recording and Sharing 7. Additional Resources 8. 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 Trends 2. Video Chat 3. Virtual Meetings / Webinars / Web Meetings 4. Video Broadcasting 5. Best Practices for Meeting Virtually 6. Recording and Sharing 7. Additional Resources 8. Acknowledgements
Ustream • Free video broadcasting
BEST PRACTICES FOR MEETING VIRTUALLY 1. Social Media Trends 2. Video Chat 3. Virtual Meetings / Webinars / Web Meetings 4. Video Broadcasting 5. Best Practices for Meeting Virtually 6. Recording and Sharing 7. Additional Resources 8. Acknowledgements
Roles, Tasks, and Terms We’ll Use Today • Roles Terms – Presenter: Delivers material; chair • Teleconference: Conference-call only may be both presenter and facilitator meeting. – Facilitator: Keeps track of meeting • Webinar / Webcast: For sharing process and time information. This is that! May include video – Host: Provides logistics and or not. technology support • Web meeting / Virtual meeting: For • Tasks discussions and action. May include – Note-taking video or not. – Timekeeping • 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 “Communication is the transfer of emotion” – Inspiring —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 Etiquette Process  If no agenda, then no meeting  Check-in: go around “face map”  Post pre-reading in advance  Get voices in room with ice breaker  Use Agenda Template for presentation  Say name each time you speak  Be on time if not early  Avoid status reporting  Don’t use hold – yikes, music!  Generate heat: Discuss, disagree,  When not talking, mute phone, decide computer speakers to prevent  Evaluate meeting via +/∆ template feedback  Check out around map Roles  Rotate presenter, facilitator, host  Assign note-taker, timekeeper  Pair "break" buddies  Post notes immediately
Ten Strategies To Deal with Basic Meeting Problems 1. Plan ahead 7. Clarify decision making 2. Sequence topics 8. Conduct “round robins” to strategically get all opinions out/open 3. Identify a facilitator or host before you narrow 4. Use non-work related 9. Get agreement on problem check-ins/team builders before getting agreement on 5. Clarify roles (who’s there & solution why) 10. Conduct +/∆ meeting 6. Use desired outcomes 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 people “I pay more attention when everyone else is together? when there’s something on screen.”  What is multitasking doing to our brains? —Senior Director
Preparing and Conducting The Virtual Meeting © 2011 NetAge, Inc. NEA Staff Liaisons | Meeting Virtually 39 November 2011
Virtual Meeting Toolkit Reading List Resources and checklists for Presenters, • Ten Strategies to deal with basic meeting Facilitators, and Hosts problems (which if neglected, can make your • Preparing for the meeting checklist virtual meeting a nightmare), Interaction • Practice Session Example PowerPoint Associates, Inc. • Building your Agenda checklist • Ten techniques for improving your virtual • Storyboard template meeting, Interaction Associates, Inc. These tips will help the meeting leader the person • Storyboard Example who calls the meeting and is accountable for • Sample Agenda and Meeting Invite the results of the meeting. A person in the • Count-down Checklist role of virtual facilitator will also find these • Technical Checklist techniques useful. • Conducting the Virtual Meeting checklist Webinar • Crib Notes: text to have on-hand to paste • Recorded Webinar, Meeting Virtually for Staff during the virtual meeting (PDF, DOCx) Liaisons, by Jessica Lipnack • Meeting Notes Template • Meeting Virtually for Staff • Closing the Meeting and Follow-up checklist Liaisons PowerPoint, by Jessica Lipnack • Word file with all checklists: use to make your Templates own version of the checklist. • Virtual Meeting Agenda Template • Tutorial: How to update the map template contained in the Agenda Template
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 30 minutes before event start • Use restroom • Join session room • Fill water bottle • Turn on audio • ChapStick® • Confirm all files loaded, properly • Cough drops linked • Turn phone to silent mode. 15 minutes before event start • “Do Not Disturb” sign on door • Greet early participants • Photos (map) of participants near • Start sound checks by • 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!
Increasing Participation © 2011 NetAge, Inc. NEA Staff Liaisons | Meeting Virtually 49 November 2011
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 Expectations at 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 Interaction At 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 Trust is confidence in, reliance on integrity, strength, ability, and surety of someone else Importance of trust cuts across virtual team’s life cycle Media  Every team needs trust to start  Interactions Trust provides grease for ongoing hard work of team  Team leaves behind a legacy of trust (or not) Trust is the lifeblood of 21st-century organizations
Strategy for Success at a Distance 80% People + 20% Technology Myth Reality Meeting virtually is about using Meeting virtually requires understanding right technology people, culture, organization, and collaboration
And, Always Remember … Focus on your meeting objectives, not the technology
RECORDING AND SHARING 1. Social Media Trends 2. Video Chat 3. Virtual Meetings / Webinars / Web Meetings 4. Video Broadcasting 5. Best Practices for Meeting Virtually 6. Recording and Sharing 7. Additional Resources 8. 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) Plus (for creators who need the best) Free $59/year or $9.95/mo • High quality video • Even higher quality video • 500MB/week upload space • 5GB/week upload space • Upload 1 HD video/week • Unlimited HD uploading/embedding • 3 albums, 1 group, 1 channel • Advanced statistics • No bandwidth or time limits • Faster, priority uploading • Basic video player customization • Original file storage and downloading • Password-protected videos • Super-customizable video player • Privacy with domain-level control • Plus members never see ads, ever • Exclusive discounts on products
ADDITIONAL RESOURCES 1. Social Media Trends 2. Video Chat 3. Virtual Meetings / Webinars / Web Meetings 4. Video Broadcasting 5. Best Practices for Meeting Virtually 6. Recording and Sharing 7. Additional Resources 8. 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 Trends 2. Video Chat 3. Virtual Meetings / Webinars / Web Meetings 4. Video Broadcasting 5. Best Practices for Meeting Virtually 6. Recording and Sharing 7. Additional Resources 8. Acknowledgements
Beth Kanter Twitter: @kanter (650) 823-9401 http://www.bethkanter.org Maddie Grant, CAE Jessica Lipnack Chief Social Media Strategist NetAge Inc. maddie@socialfish.org Twitter: @jlipnack Skype/Twitter: @maddiegrant (617) 965-3340 Lindy Dreyer info@netage.com Chief Social Media Marketer http://netage.com/ lindy@socialfish.org Skype/Twitter: @lindydreyer http://www.socialfish.org http://www.interactionassociates.com Lorraine Wilson NEA ITS lwilson@nea.org Twitter: @LorraineWDC

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2012 marlc-social media-virtualmeeting-videochat

  • 1. 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.
  • 2. In Today’s Session … 1. Social Media Trends 2. Video Chat 3. Virtual Meetings / Webinars / Web Meetings 4. Video Broadcasting 5. Best Practices for Meeting Virtually 6. Recording and Sharing 7. Additional Resources 8. Acknowledgements
  • 3. SOCIAL MEDIA TRENDS 1. Social Media Trends 2. Video Chat 3. Virtual Meetings / Webinars / Web Meetings 4. Video Broadcasting 5. Best Practices for Meeting Virtually 6. Recording and Sharing 7. Additional Resources 8. Acknowledgements
  • 4. Behaviors Have Forever Changed 1985 1995 2012 Collective Personal Knowledge Empowerment Productivity Distribution Office suites E-mail attachments Social software Individual content Content distribution Mass collaboration Filing cabinets Computer networks People networks Personal Teams Collectives Are you prepared for this fundamental empowerment shift? 4
  • 5. Digital Revolution 2 Social networking – 50% of all adults
  • 6. Digital Revolution 3 Mobile – 84% Total U.S. 327.6 population: 315.5 million
  • 7. Top 10 Sectors by Share of Internet Time
  • 8. Profile on Social Networking site by Age
  • 11. Hot Topic Content Curation: http://paper.li
  • 12. Social Media Books to Read Humanize: How People-Centric Organizations Succeed in a Social World by Jamie Note and Maddie Grant Open Community: A Little Book of Big Ideas for Associations Navigating the Social Web by Lindy Dreyer and Maddie Grant
  • 13. VIDEO CHAT 1. Social Media Trends 2. Video Chat 3. Virtual Meetings / Webinars / Web Meetings 4. Video Broadcasting 5. Best Practices for Meeting Virtually 6. Recording and Sharing 7. Additional Resources 8. Acknowledgements
  • 14. 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
  • 18. Skype • 1-Way videos calls: Free • 10-Way video calls: $4.49/mo (normally $8.99/mo)
  • 19. 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
  • 20. TinyChat • Unlimited video chat: free • High-res video chat: $9.99/mo
  • 21. iMeet • Unlimited video calls: $39/mo • Add unlimited phone calls in US $69/mo
  • 22. VIRTUAL MEETINGS / WEBINARS WEB MEETINGS 1. Social Media Trends 2. Video Chat 3. Virtual Meetings / Webinars / Web Meetings 4. Video Broadcasting 5. Best Practices for Meeting Virtually 6. Recording and Sharing 7. Additional Resources 8. Acknowledgements
  • 23. Virtual Meetings / Webinars / Web Meetings • Adobe Connect • WebEx • Live Meeting • GoToMeeting
  • 24. 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
  • 25. 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)
  • 26. LiveMeeting • Microsoft LiveMeeting is being replaced by Microsoft Lync • Microsoft Lync is designed for enterprises and to be used inside a private network.
  • 27. 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
  • 28. VIDEO BROADCASTING 1. Social Media Trends 2. Video Chat 3. Virtual Meetings / Webinars / Web Meetings 4. Video Broadcasting 5. Best Practices for Meeting Virtually 6. Recording and Sharing 7. Additional Resources 8. Acknowledgements
  • 29. Ustream • Free video broadcasting
  • 30. BEST PRACTICES FOR MEETING VIRTUALLY 1. Social Media Trends 2. Video Chat 3. Virtual Meetings / Webinars / Web Meetings 4. Video Broadcasting 5. Best Practices for Meeting Virtually 6. Recording and Sharing 7. Additional Resources 8. Acknowledgements
  • 31. Roles, Tasks, and Terms We’ll Use Today • Roles Terms – Presenter: Delivers material; chair • Teleconference: Conference-call only may be both presenter and facilitator meeting. – Facilitator: Keeps track of meeting • Webinar / Webcast: For sharing process and time information. This is that! May include video – Host: Provides logistics and or not. technology support • Web meeting / Virtual meeting: For • Tasks discussions and action. May include – Note-taking video or not. – Timekeeping • 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
  • 32. 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”
  • 33. What Makes a Great Virtual Meeting? • Virtual meetings are productions – Prepare, practice, stage, engage • Remember 4 “I’s” – Interesting – Informational – Interactive “Communication is the transfer of emotion” – Inspiring —Seth Godin
  • 34. 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?
  • 35. In the Best Virtual Meetings … • First “Get Voices in Room” As we focus on our shared screens… Instructions on updating map here
  • 36. Overall Guidelines for Virtual Meetings Etiquette Process  If no agenda, then no meeting  Check-in: go around “face map”  Post pre-reading in advance  Get voices in room with ice breaker  Use Agenda Template for presentation  Say name each time you speak  Be on time if not early  Avoid status reporting  Don’t use hold – yikes, music!  Generate heat: Discuss, disagree,  When not talking, mute phone, decide computer speakers to prevent  Evaluate meeting via +/∆ template feedback  Check out around map Roles  Rotate presenter, facilitator, host  Assign note-taker, timekeeper  Pair "break" buddies  Post notes immediately
  • 37. Ten Strategies To Deal with Basic Meeting Problems 1. Plan ahead 7. Clarify decision making 2. Sequence topics 8. Conduct “round robins” to strategically get all opinions out/open 3. Identify a facilitator or host before you narrow 4. Use non-work related 9. Get agreement on problem check-ins/team builders before getting agreement on 5. Clarify roles (who’s there & solution why) 10. Conduct +/∆ meeting 6. Use desired outcomes evaluation from Interaction Associates
  • 38. “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 people “I pay more attention when everyone else is together? when there’s something on screen.”  What is multitasking doing to our brains? —Senior Director
  • 39. Preparing and Conducting The Virtual Meeting © 2011 NetAge, Inc. NEA Staff Liaisons | Meeting Virtually 39 November 2011
  • 40. Virtual Meeting Toolkit Reading List Resources and checklists for Presenters, • Ten Strategies to deal with basic meeting Facilitators, and Hosts problems (which if neglected, can make your • Preparing for the meeting checklist virtual meeting a nightmare), Interaction • Practice Session Example PowerPoint Associates, Inc. • Building your Agenda checklist • Ten techniques for improving your virtual • Storyboard template meeting, Interaction Associates, Inc. These tips will help the meeting leader the person • Storyboard Example who calls the meeting and is accountable for • Sample Agenda and Meeting Invite the results of the meeting. A person in the • Count-down Checklist role of virtual facilitator will also find these • Technical Checklist techniques useful. • Conducting the Virtual Meeting checklist Webinar • Crib Notes: text to have on-hand to paste • Recorded Webinar, Meeting Virtually for Staff during the virtual meeting (PDF, DOCx) Liaisons, by Jessica Lipnack • Meeting Notes Template • Meeting Virtually for Staff • Closing the Meeting and Follow-up checklist Liaisons PowerPoint, by Jessica Lipnack • Word file with all checklists: use to make your Templates own version of the checklist. • Virtual Meeting Agenda Template • Tutorial: How to update the map template contained in the Agenda Template
  • 41. 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!!!
  • 42. 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
  • 43. 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
  • 44. Use Formatted Agenda, Return to Agenda to Indicate Progress
  • 45. Use +/∆ to Review Meeting at End
  • 46. End with News of Next Steps
  • 47. And Be Sure To... 40 minutes before event start 30 minutes before event start • Use restroom • Join session room • Fill water bottle • Turn on audio • ChapStick® • Confirm all files loaded, properly • Cough drops linked • Turn phone to silent mode. 15 minutes before event start • “Do Not Disturb” sign on door • Greet early participants • Photos (map) of participants near • Start sound checks by • Chat with early participants
  • 48. 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. Increasing Participation © 2011 NetAge, Inc. NEA Staff Liaisons | Meeting Virtually 49 November 2011
  • 50. 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
  • 51. Set Participation Expectations at 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
  • 52. 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
  • 53. Prompt Participant Interaction At 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
  • 54. 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.
  • 55. And Remember the Importance of Trust Trust is confidence in, reliance on integrity, strength, ability, and surety of someone else Importance of trust cuts across virtual team’s life cycle Media  Every team needs trust to start  Interactions Trust provides grease for ongoing hard work of team  Team leaves behind a legacy of trust (or not) Trust is the lifeblood of 21st-century organizations
  • 56. Strategy for Success at a Distance 80% People + 20% Technology Myth Reality Meeting virtually is about using Meeting virtually requires understanding right technology people, culture, organization, and collaboration
  • 57. And, Always Remember … Focus on your meeting objectives, not the technology
  • 58. RECORDING AND SHARING 1. Social Media Trends 2. Video Chat 3. Virtual Meetings / Webinars / Web Meetings 4. Video Broadcasting 5. Best Practices for Meeting Virtually 6. Recording and Sharing 7. Additional Resources 8. Acknowledgements
  • 59. Recording and Sharing • Jing • Screencast.com • Vimeo
  • 61. 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 »
  • 62. Vimeo
  • 63. http://www.vimeo.com Basic (for the casual creator) Plus (for creators who need the best) Free $59/year or $9.95/mo • High quality video • Even higher quality video • 500MB/week upload space • 5GB/week upload space • Upload 1 HD video/week • Unlimited HD uploading/embedding • 3 albums, 1 group, 1 channel • Advanced statistics • No bandwidth or time limits • Faster, priority uploading • Basic video player customization • Original file storage and downloading • Password-protected videos • Super-customizable video player • Privacy with domain-level control • Plus members never see ads, ever • Exclusive discounts on products
  • 64. ADDITIONAL RESOURCES 1. Social Media Trends 2. Video Chat 3. Virtual Meetings / Webinars / Web Meetings 4. Video Broadcasting 5. Best Practices for Meeting Virtually 6. Recording and Sharing 7. Additional Resources 8. Acknowledgements
  • 65. 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]
  • 66. ACKNOWLEDGEMENTS 1. Social Media Trends 2. Video Chat 3. Virtual Meetings / Webinars / Web Meetings 4. Video Broadcasting 5. Best Practices for Meeting Virtually 6. Recording and Sharing 7. Additional Resources 8. Acknowledgements
  • 67. Beth Kanter Twitter: @kanter (650) 823-9401 http://www.bethkanter.org Maddie Grant, CAE Jessica Lipnack Chief Social Media Strategist NetAge Inc. [email protected] Twitter: @jlipnack Skype/Twitter: @maddiegrant (617) 965-3340 Lindy Dreyer [email protected] Chief Social Media Marketer http://netage.com/ [email protected] Skype/Twitter: @lindydreyer http://www.socialfish.org http://www.interactionassociates.com Lorraine Wilson NEA ITS [email protected] Twitter: @LorraineWDC

Editor's Notes

  • #2: It often takes time to appreciate the full impact of a particular innovation or technology. In the case of the Web, we still have a long way to go before we understand the ways it is changing how we work and play. One aspect of it, however, in relation to the way we work together, is becoming clearer. When many of us were introduced to workplace technology in the 1980s, the emphasis was on personal productivity using word processing and other office tools. In the 1990s, we got office networks, and e-mail became the norm for distributing and sharing information among workers. Collaboration support was primarily in terms of communication. Web technology and the browser were used at the same time by many organizations internally, but these were about distributing information to employees (intranets) and about access to applications (enterprise portals), not about collaboration support. The past few years have already begun to see the arrival of some new technologies — often led by end users — such as blogs, wikis, and social networks to support collaboration in a more open and flexible way. We believe that these Web applications have a common architectural heritage (being Web-oriented) that promises to change again the way we collaborate: from sharing resources created using our personal tools, to working directly on the same resources, in place, in the same context, and in a way that captures and reflects all interactions with these resources and with each other.
  • #13: Humanize: How People-Centric Organizations Succeed in a Social World by Jamie Note and Maddie GrantOpen Community: A Little Book of Big Ideas for Associations navigating the social web.
  • #32: One person can fill all or expand as necessary; technology independent
  • #33: Redundancy