Take the Virtual Leap: A Method for Meetings Dewoun Hayes, MAEd, CAP IL Division Leadership Conference August 6, 2011

Why Virtual Meetings? Flexible & convenient Save on room rental fees and catering Weather is NOT a factor Go Green initiative Increase attendance

Virtual Agenda Definitions Tools Preparation Services w/Demos Best Practices

Types of Virtual Meetings Web Conference/Web Meeting Webinar Webcast

Web Conference/Web Meeting Enhanced telephone call with video Interactive, informative experience Under 20 people Option for several presenters

Webinar Web-based seminar Educational experience Participants view a presentation Options for interaction

Webcast Live or recorded video/broadcast No or limited interaction Used for announcements or teaching Designed for larger audiences

Cool Tools

Slide shows Document sharing Live streaming video VoIP – Voice over IP Raised hands and emoticons

White/Black Board This feature is used just like a chalk board except it is virtual. Participants have the capability to ‘write’ on the slide.

Text Chat

Polls and Surveys

Other Useful Tools Screen sharing Desktop sharing Application sharing Recording feature

How will you make the leap? Is there a download required? Identify needs How many attendees? Video? Webcam option or requirement?

Preparation Determine audience engagement techniques Send meeting info prior to meeting Identify a facilitator or moderator Create post-meeting evaluation

FREE Services Freeconferencecalling.com Freeconferencing.com Anymeeting.com Skype

Best Practices

Know the conference call service commands Mute/Unmute Notifications Recording

Designate a Facilitator Steers the meeting Monitors online activity Introduces the presenter Acknowledges attendees Ends the meeting

Use Proper Hardware

Conduct a Post Meeting Evaluation Survey the effectiveness of the meeting/presenter Create in survey monkey— FREE! Attendees complete when exiting the meeting

Treat Online Meetings as In-Person Meetings Dress appropriately for video conferencing Be respectful Acknowledge whose speaking Mute yourself or others when necessary

Make Presentation Materials Available Send to all attendees afterwards –Agenda –Presentation –Notes/chat comments Post on web community Great way to promote the next meeting

Are you ready to take the leap? For more assistance: Dewoun Hayes

Connect with the IL Division “ILDIVIAAP”