TAX-AIDE Introduction to AARP Webinar Bill Dornbush Sonoma-Napa Technology Coordinator

TAX-AIDE Overview ● Ways to Utilize Webinars ● Advantages of Webinar Versus Physical Meeting ● Webinar Roles ● Procedures for Requesting a Webinar ● Demonstration of Capabilities CA1 SC Meeting

TAX-AIDE Pacific Region Webinar Program Organization ● Two Pacific Regional Administrators, with four sub-state Assistant Administrators Pacific Region 1 – Bob Eslinger, AZ1, Pacific Region Training Advisor  CA4  CA5 Pacific Region 2 – Larry Metz, CA1, Pacific Region Technical Advisor  CA2 – Bill Dornbush  CA CA1 SC Meeting3  AZ1  NV1  CA3  UT1

TAX-AIDE Ways To Utilize Webinars ● Usually used when participants are widely geographically separated ● Can be used when only some participants can’t attend Meeting in a room where several participants can’t attend  Can lecture to people in room  Others can attend via Webinar CA1 SC Meeting

TAX-AIDE Ways To Utilize Webinars ● Used when inconvenient for all to gather, but all can attend via Webinar 2014 CA1 SC Meeting5

TAX-AIDE Ways To Utilize Webinars ● Types of Webinars – just about anything State meetings Beginning of season planning Prep for instructor workshop DC, TC, and LC meetings ERO training End-of-season wrap-up CA1 SC Meeting

TAX-AIDE Ways To Utilize Webinars ● Can be used for short meetings or long meetings ● Can be set up days in advance or on the spur of the moment (if available) ● The procedure to schedule a Webinar is straightforward and uncomplicated CA1 SC Meeting

TAX-AIDE Ways To Utilize Webinars ● Conducting a basic Webinar requires little training ● Participating as an Attendee is equally simple Need a computer with Internet access and a telephone (or VoIP, speakers and microphone on your computer) ● Your sub-state Administrators/Assistant Administrators are always there to help CA1 SC Meeting

TAX-AIDE Advantages of Webinar vs Physical Meeting ● No one would suggest Webinars are an equal replacement for a face-to-face meeting, but Webinars do have advantages ● Cost – Webinars are very cost-effective No mileage reimbursement No need to provide lunch Can avoid overnight stay CA1 SC Meeting

TAX-AIDE Advantages of Webinar vs Physical Meeting ● Ease of assembling people Don’t have to gather everyone at a single location which involves more time and coordination Don’t have to schedule a meeting place Call your people in the morning and have the Webinar in the afternoon (or the morning) ● Use when it would be nice to have a meeting but you’re using , instead Schedule the Webinar so you can have instant interaction among Participants CA1 SC Meeting

TAX-AIDE Webinar Roles ● Webinar Leader Is “go-to” person for conducting Webinar Organizes the Webinar content and identifies Participants Contacts Assistant Administrator to schedule Webinar and provide training, if required Notifies Participants of website, date and time, and other pertinent information CA1 SC Meeting

TAX-AIDE Webinar Roles ● Webinar Host (Usually the Leader, also) “Runs” the Webinar Is the most active participant in the Webinar Required to have the most detailed knowledge of using WebEx Takes over Host role from Administrator upon actual Webinar start Introduces Presenters CA1 SC Meeting

TAX-AIDE Webinar Roles (Host, continued) Informs Participants of Webinar procedures, e.g.,  How to mute/unmute their phones  If muted, how to get recognized  Explains how to Chat or otherwise ask questions  How to take Notes and download the Notes  How to download presentation documents  Controls flow of Webinar, moving from Presenter to Presenter  Records Webinar if desired CA1 SC Meeting

TAX-AIDE Webinar Roles ● Administrator is assigned WebEx license Assistant Administrators  One per sub-state CA1 SC Meeting

TAX-AIDE Webinar Roles ● Assistant Administrators Schedule Webinars Send Webinar info message to Leader Provide training to leaders/hosts/presenters Start the Webinar as Host Transfer Host role to Webinar Leader/Host Participate in the Webinar if requested Publicize Webinar usage in sub-state 2014 CA1 SC Meeting15

TAX-AIDE Webinar Roles ● Presenter Creates the presentation Uploads, or provides for upload of, the presentation prior to the Webinar Presents the presentation to the audience ● Attendee Joins the Webinar Participates by asking questions Downloads documents 2014 CA1 SC Meeting16

TAX-AIDE Procedures for Requesting a Webinar ● Leader wishes to conduct a Webinar ● Leader contacts the Assistant Administrator (AA) Explains general purpose and makeup of Webinar Requests and submits Webinar request form If desired, requests copies of the detailed Leader, Host, Presenter, and Participant duty descriptions Requests necessary training, practices, dry-runs Sends Webinar invitation message to Participants CA1 SC Meeting

TAX-AIDE Procedures for Requesting a Webinar ● The Assistant Administrator Checks to assure desired time and date are available and schedules Webinar Sends Webinar information message to Leader Schedules training, practice, dry-run dates and times CA1 SC Meeting

TAX-AIDE AARP Tax-Aide Webinar URL ● Attending a Tax-Aide Webinar is as easy as going to aarptaxaide.webex.com Webinar must be listed on calendar  Usually the case Click the Meeting Center tab and look for the Webinar ● Or, just click the link on the invitation message you receive 2014 CA1 SC Meeting19

TAX-AIDE 2014 CA1 SC Meeting20 Leader will change “Webinar Host” to his/her name Sample Meeting Invitation Message Sent to Leader - Leader can edit it and distribute to Attendees

TAX-AIDE Webinar Privacy ● Privacy features Can opt to not put Webinar on calendar Can require people to register prior to Joining the Webinar  sent to invitees with link  Will know who will be attending  Can accept/reject their attendance Can require a password to join a Webinar 2014 CA1 SC Meeting21

TAX-AIDE Demonstration of Capabilities ● Next several minutes is devoted to showing what you can do with a Webinar ● Will show How presentation capability is transferred among Presenters Types of things you can share with (present to ) the audience How the audience can interact with the Host/Presenters Other advanced capabilities CA1 SC Meeting

TAX-AIDE Demonstration of Capabilities ● Displaying presentations in the Webinar is called sharing ● Things that can be shared A file on your computer, e.g.,  my to do list.doc An application on your computer, e.g.,  Internet Explorer, PhotoShop, Quicken Your computer’s desktop  Whatever you do on your computer will be displayed to the audience 2014 CA1 SC Meeting23

TAX-AIDE Demonstration of Capabilities ● Share a file This is what I have been doing ● Share an Application, Internet Explorer, on my computer Show how TWO training site can be displayed Demonstrate Webinar use for training purposes CA1 SC Meeting

TAX-AIDE Demonstration of Capabilities ● Share my Desktop and demonstrate Microsoft Office programs – Word and Excel  Shows ways of presenting technical information in an interactive environment A short video ● Demonstrate tools and other capabilities available to the Host, Presenter, and Participants ● Open and share results of a Poll NOTE: Video cameras (Webcams) can be used, but are not recommended – can slow down the response and make huge recordings CA1 SC Meeting

TAX-AIDE Screen captures ● From actual Webinar 2014 CA2 Meeting26

TAX-AIDE Sharing a presentation Globe represents presenter

TAX-AIDE Tips and panels Participants panel Chat panel Chat entry

TAX-AIDE Notes panel

TAX-AIDE Chats to you or everyone appear here Save notes to your computer by clicking Save, here

TAX-AIDE Polling panel

TAX-AIDE Presenting and sharing Host and Presenter select tabs to choose; which pres- entation is displayed Clicking this shows Host or Presenter computer desktop Host and Presenter select tabs to choose; which pres- entation is displayed Clicking this shows Host or Presenter computer desktop

TAX-AIDE What’s Next ● Bill Dornbush has scheduled Webinar as demonstration: Tuesday, October 7, 10 am ● To schedule your Webinar, see CA2 Meeting33

TAX-AIDE Sign up for OCT 7 Webinar ● Send to ● using subject line: Webinar Demo ● You will receive invitation with link to this Webinar 2014 CA2 Meeting34