# Running Collaborative Online Meetings - an interactive workshop

## Hack pad for - March 19th 2pm NZDT workshop

### 🚨**Sign up now! by adding your name below and add this event to your calendar** 🚨

:::info
This workshop is best attended from your own computer with a webcam and headset. If you have co-workers interested in joining, it is best if you join each on your own computer (as possible). This allows us to emulate remote-first working. If that is not possible, be prepared to type, as we'll be inviting participation in audio and text modalities.
:::

Sign up to learn a few skills you can use in running online meetings with large groups.

**Time:** March 19, 2020 2pm NZDT - [📅Add to your Calendar](https://jduckles-dropshare.s3-us-west-2.amazonaws.com/Running-Collaborative-Workshops-Online.ics)(ics).

## 💻 ⏰ At the meeting time you can connect via Zoom here: https://zoom.us/j/150814150

:::success
**A note on HackPads:**
This collaborative document has three modes, Edit (pencil), Both (two columns), and View (eye). To contribute to the document you'll need to be in either of Edit or Both mode and make changes in the text editor.
:::

**Make sure to give yourself a few minutes extra before the call to download the Zoom client if you haven't used Zoom before.**

[Find other workshop times](https://hackmd.io/rnVkhe5wSpaEx_Lv1Nef0Q), share upcoming workshops with friends, we'll be adding workshops as hosts sign up to host them in their local timezones and languges

Are you interested in teaching a workshop like this in your language or timezone and have experience with the skills please reach out to [Jonah Duckles](mailto:[e-mail]) by email and he can help you get started.

If you have resources to contribute [instructor guide's appendicies](https://hackmd.io/cFL-4VosSfq3RpvCfVpxEQ?edit), we welcome other tools and resources you might know about.

### Your host for this workshop will be:

Jonah Duckles - AbacusBio - Dunedin, New Zealand - @jduckles

### 🚨 Participants - **Add your name below in advance of the call so we know how many people to expect**🚨

name - affiliation - location - twitter handle (optional)

* Megan Guidry - New Zealand eScience Infrastructure - I can't remember my twitter tbh
* Wallace Chase - Research and Education Advanced Network New Zealand - Wellington - @bmtfr
* Murray Cadzow - University of Otago - Dunedin - @murraycadzow
* Caitlin Carew - Science Communications Adviser - Resilience National Science Challenge - Wellington
* Kiely McFarlane - Cawthron Institute - Nelson
* Marc Tadaki - Cawthron Institute - Nelson
* Helen Percy - AgResearch - Hamilton
* Jay Gattuso - NLNZ - Wellington
* Charlotte Panton - Sustainable Seas National Science Challenge - Wellington @Sust_SeasNZ
* Nooriyah Lohani - New Zealand eScience Infratructure @MysteryGenes
* Ann Backhaus - Pawsey Supercomputing Centre, Western Australia
* Jude Sise - AbacusBio, Dunedin
* Ross Monaghan, AgResearch, Mosgiel
* Bruno Santos - AbacusBio, Dunedin
* Rebecca Lange - Curtin Uni - Perth, WA
* Arindam Basu -- University of Canterbury, @arinbasu
*
*
*
*
*

* Ice-breaker

In the HackPad, enter your response to the following prompt:

### Ice Breaker (used to normalize contribution to the shared document)

:::info
In your opinion, what is the best ice cream flavor? Why is it the best?
:::

* Name - response
* Jay - Tutti Fruitti - because its all the fruit. Obvs.
* Charlotte - there is no such thing as a good flavour of ice cream
* Murray - mint choc-chip - mint and chocolate is the best flavour combination
* Megan - From "the good place" - full cellphone battery flavor. So refreshing +1-haha
* Ann - Chunky Monkey- Tastes good.Tastes great. Tastes yummy.
* Kiely - passionfruit! because of all the passionfruit...
* Marc - old school Jelly Tip - because its fun to scoop out the jelly parts
* Caitlin - Another fan of mint choc chip :-)
* Jude -hokey Pokey - NZ icon, no further explanataion needed!
* Helen - anything from Duck Island especially black bean icecream
* Nooriyah - Mint chocolate chip - Freshness from mint and intensity of dark chocolate are the best combo!
* Ross - buttersotch
* Bruno - Strawberry
* Rebecca - (real) Vanilla, a classic
*
*
*
*
*

### Workshop

* 🖖Welcoming Participants
* Background and Welcome -
* We are here to share our experience with you so that you have some tools and techniques to try in your next call.
* Ice Breaker
* Introduction to HackPads (MarkDown)
* Roll Call (check that those who signed up are present)
* Questions / Comments
* 1 The logistic of set up beforehand, as you mentioned, would be great
* 2 Do you encourage people to talk when theere are 8 + people, if so how do you keep convo flowing and prevent one person from taking over? :goat: :cat: :8ball:
* 3 What Zoom plan do you use/recommend? :shark: :fox_face:
* 4 how do you add emojiis? :100: :-1: :+1: :wolf:🐙e
on Win 10 press Win key and . (full stop) to show emoji keyboard. Ubuntu`<ctrl>+<shift>+E then space`
* 5 It took me a while to work out how to sign u`p for workshop - ie where to type. not immediately intuitive. :fish: :bird:
* Here we go.....👍
* I found the windows
* So many of us are touching our faces....😓
* solution - windows key + (.) to get the emoji list👍❤ 😎
* (add more lines as needed)😎😜
* 📺 Video Platform
* Why Zoom? +1+1+1+1+1+1+1
* Alternatives
* BigBlueButton
* What platform have you used (if you see yours already place a +1 next to it)?
* 1 Webex +1+1
* 2 Hangouts +1 +1+1
* 3 GoTo Meetings
* 4 skype +1+1+1+1 +1+1+1+1+1 +1
*
* 5 Microsoft Teams +1+1+1+1
* 6
* 7
* (add more lines as needed)
* Specific questions about using Zoom?
* 1 Is anyone else getting periodic slllloooowwwwww downs?both - hack pad is repeating content..
* 2 What do you recommend if your employer IT doesn't support Zoom? The prob seems to be more about suspicion around Zoom's security and a preference for Skype for Business +1 +1 +1+1+1
* 3 How do you 'raise hand'in zoom
* 4
* 5
* (add more lines as needed)
* 💬 Using Chat setting the tone for acceptable etiquette
* /hand
* Who has been on a call where for two minutes people just said, no you go ahead.... ++11+1+1+1+1
* Code of Conduct
* Questions / Comments
* 1+
* 2cant find the chat? `ALT + H` in zoomzoom
* 3 Is there a way to have multiple people screen share at the same time? 🤔
* where was the button to switch which screen you are looking at?
* 4
* 5
* (add more lines as needed)

* 📢 Advertising your meeting
* https://timeanddate.com is your friend
* Screen Sharing demo of timeanddate.com meeting time announcer
* Questions
* 1+1+1+1
* 2
* 3
* 4
* (add more lines as needed)
* Share other resources/techniques you use
* 1 Canva
* 2
* 3
* 4
* 5
* (add more lines as needed)
* 🤙 Shared Documents
* We're using HackPads for this call
* Discuss other options
* What does your organization use?
* 1 Is Hackpads easy to set up?
* 2 So would you set up your Hackpad then paste the Zoom call details in there, then advertise?
* 3 Sharepoint / Office 365 +1
* 4 googledocs +1 +1 +1 +1
* 5 etherpad +1
* 6 Atlassian Wiki - Confluence (mostly for internal sharing)
* 7 Cloudstor for AAF accounts
*
* (add more lines as needed)
*
* 📄 Normalize Contribution (Break out)
* Group discussion
* When we bring people together to meet, share their skill and knowledge, how can we make the best use of everyone's time?
* 10-min group brainstorm (groups of 3-4 each)
* Prompts:
* Introduce yourself to each other - where are you from, what kind of work do you do and how are you hoping to use the techniques you've experienced today.
* What challenges and opportunities do you see in bringing these techniques to your organization or community?
* How might you address the challenges? What might you be able to create with the opportunities?
* Group 1
* Notes:Helen, Jude, Rebecca
* Challenges: using zoom when organisation supports another platform
* make a case for zoom / potentially pay for yourself
* Writing and facilitating at the same time
* What might help - co-chair -> to keep track of comments/chats
* Like that the hackpad is anonomyous in a brainstorm situation
* depending on the group the hack pad might be "scary" when they don't know markdown
* body langugae important to see if people are paying attention/lost
* practice makes perfect - have a test run if unsure

* Group 2
* Notes: Ann, Jay and Charlotte: Challenges: everyone in orgs are spread out across the country (NZ and/or Aus); connectivity problems, training and people in stressful headspaces = could be tricky to connect.
* Solutions: Organisations are running WFH tests, side channels between teams works really well for people struggling to set up tech at home
*
* Group 3
* Notes: Murray, Nooriyah, Wallace
* Challenging to keep track of all the zoom links/chat threads - consistency of platforms
* lack of normal cues to start/stop work
* Some people can WFH quite well but it is harder for others
*
* Group 4
* Notes: Megan and Caitlin
* Caitlin hosting a brainstorming meeting next week. Will not have access to whiteboards so what is an online alternative
* Importance of prep. Being intentional about meetings, thinking of prompts. Balance of talking and text.
* Shared docs for drawing freehand?
* Group 5
* Notes:
* Jonah - passionate about getting people empowered
* Kiely - setting up a meeting soon with ~15 people
* Marc - trying to create workshops with rural landowners in coming months, including farmers, local Maori, RCs. Jonah responds quite interested in these applications.
* Challenges - participants unfamiliar with platforms,
* Ideas - could enrol some key champions to show the way, set norms.
* importance of using pad as a way of keeping on task, not just talking.
* opportunities to scale out in the future - connect with academics elsewhere.
* report out of break-outs
* 👋 Closing

* Feedback

**What's something you liked about today's session?**

* Great inititive and opportunity to try out
* Great coveragereat coverageGGGG
* Very useful to be able to troubleshoot in real time
* great pace, helpful info.
* Loved learning about Hackpads
* So easy to follow, the breakouts were really clever
* Building my comfort level with zoom
* Great prompts for conversation
* love the breakout rooms
* I really appreciated the opportunity to try out all the different functions, and be shown the options in real time. Just reading a how to document would have been really challenging.
* felt very comprehensive with lots of usable tips
* good colelction of info and having breakout rooms
* Great tips

**What's something you'd change?**
* NadaNada
* abc of geting the feedpad, and how to introudcue to unskilled users
* a chear sheet of rthe icons and command shortcuts
* agreed, a sheet with some of the key links and info after the meeting, to provide a record of learning would be great.
* ONe thing i found confusing at first was whether you were asking us to respond in the zoom chat area or hackpad. so just signalling that more clearly each time would be helpful. +1
* A follow up meeting...?
* Discuss key functional benefits of HackPad vs Google Docs
*
*
*
*
*
*

* 🤫 Non Verbal Updates
* Paste links to any other resources or articles you know about that could help the broader community.
* Can someone share a resource for shared drawing or sketching? any ideas?