2012 marlc-social media-virtualmeeting-videochat
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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 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”
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
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
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
maddie@socialfish.orgSkype/Twitter: @maddiegrant
Lindy DreyerChief Social Media Marketer
lindy@socialfish.orgSkype/Twitter: @lindydreyerhttp://www.socialfish.org
Lorraine WilsonNEA ITS
lwilson@nea.orgTwitter: @LorraineWDC
Beth KanterTwitter: @kanter(650) 823-9401
http://www.bethkanter.orgJessica Lipnack
NetAge Inc.Twitter: @jlipnack
(617) 965-3340 info@netage.com
http://netage.com/
http://www.interactionassociates.com
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