🌞# Running Collaborative Online Meetings - an interactive workshop ## Hack pad for - March 25/26th 25th - 6pm EDT / (Australia/New Zealand/Asia) 26th - 11am 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 25th (Western Hemisphere) / 26th (Asia/Australia/NZ), 2020 11am NZDT - [📅Add to your Calendar](https://jduckles-dropshare.s3-us-west-2.amazonaws.com/Running-Collaborative-Online-Meetings-an-interactive-workshop-.ics)(ics). ## 💻 ⏰ At the meeting time you can connect via Zoom here: https://zoom.us/j/696803078 :::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. ![](https://i.imgur.com/4iR3c1P.png) ::: **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:jonah@duckles.org) by email and he can help you get started. If you have resources to contribute [instructor guide's appendices](https://hackmd.io/cFL-4VosSfq3RpvCfVpxEQ?edit), we welcome other tools and resources you might know about. --- ✉️To sign up for periodic tips and tricks, and to stay connected to learn about other workshops and offerings, [sign up here](http://eepurl.com/gXDflb) --- ### Your hosts for this workshop will be: * ✅ Jonah Duckles - AbacusBio - Dunedin, New Zealand - @jduckles * ✅ Deborah Paul - iDigBio - Tallahassee, Florida - [@dpaul](https://hackmd.io/@dpaul) ### 🚨 Participants - **Add your name below in advance of the call so we know how many people to expect**🚨 HINT: click the "pencil" icon (in the header) so that you can enter your information. **If you're here for the meeting, copy and paste the checkmark emoji next to your name (you may need to click the ✏️ up top to get into "Edit" mode first):** ✅ name - affiliation - location - twitter handle (optional) * **Your Name - Place of Work/Study - Planet spot - Twitter name** * ✅Monica - Fred Hutch - Seattle, WA - @mwgerber * ✅Michael D. - Notes from Nature / SERNEC - Boulder, CO U.S.A. - @mwdenslow * ✅Kristina Riemer - University of Arizona - Tampa, FL - @KristinaRiemer * Dean Pentcheff - Natural History Museum of LA County - LA, CA - (twitter-free) * ✅Diego Barroso - Botanical Research Institute of Texas (BRIT) - Fort Worth, TX, USA - (twitter-free) * M. Mooney - SF, CA - twitterpated * Helen Lynch - University of Waikato Library - Hamilton, New Zealand - @helen_lynch1 * Lisa Boucher - University of Texas - Austin, TX, USA -@LisaBoucher * ✅Shelley James - WA Herbarium - Perth, Western Australia - @shelleyajames * ✅Charles Zimmerman - NYBG - New York, NY - @ChaZimmerman * ✅Megan McCall - AbacusBio - New Zealand, Otago - @MeganMcCall96 * Aldrin Rivas - Lincoln Agritech Ltd - New Zealand * ✅Jean Woods - Delaware Museum of Natural History - Wilmington, DE, USA - @delmnhjean * * ✅Jean Woods - Delaware Museum of Natural History - Wilmington, DE, USA - @delmnhjean * ✅Jean Woods - Delaware Museum of Natural History - Wilmington, DE, USA - @delmnhjean - [✅ ] Cindy Opitz - University of Iowa Museum of Natural History - Iowa City, Iowa, USA > [] ✅* Candida Pagan - University of Iowa Libraries - Iowa City, Iowa, USA ✅ * Peter Amer - AbacusBio - New Zealand, Otago * Jamie Smith- North Carolina Museum of Natural Sciences- Raleigh, NC, USA * ✅David Jenn🌹ings - iDigBio / Florida Museum of Natural History - Claremont, CA, USA - (What's Twitter? :) * ✅Jill Goodwin - iDigBio / FLMNH - Tallahassee, FL, USA * ✅Gil Nelson - iDigBio / Florida Museum of Natural History - Thomasville, GA, USA * ✅Lizhou Liu - University of Otago - New Zealand * ✅Gary Motz - Indiana University/Indiana Geological and Water Survey - Bloomington, IN, USA - @INGeoSurvey * ✅Talia Karim- University of Colorado Museum of Natural History, Boulder, CO, USA * ✅Mike Howe - British Geological Survey, UK * ✅Marty Downs - Long Term Ecological Research Network, UC Santa Barbara, CA USA @uslter * Lori Benson - Museum Study, LLC and the Chiapas Maya Project, Bath, ME - wttt * * ✅ Jonah Duckles - AbacusBio - Dunedin, New Zealand - @jduckles ✅ Deb Lewis - ISC-IA Herbarium, Iowa State University, Ames, IA, USA * ✅ Darya Vanichkina- Sydney Uni - Sydney, Australia @dvanichkina * [x] Claudia Beleites - Chemometrix GmbH - Wölfersheim, Germany - no twitter * ✅Nina Duckles - Dunedin, New Zealand * ✅Charlotte Panton - Hawke's Bay, NZ - @charpanton * Miriam Goodman - Stanford, CA * Micah Duckles - dunedin-new zealand * ✅Hana- Otago Polytechnic * ✅ Robin Wilkinson, Sustainable Seas National SCience Challenge, NZ @Sust_SeasNZ 👍 * ✅ Erica Krimmel - iDigBio/Florida State University - Sacramento, CA, USA * ✅ Wouter Addink - Naturalis, Netherlands * * * * * * 🛑 **Wait until the meeting time to answer prompts below** * ✏️ Opening Question (5min) *Name / In your opinion, what is the best ice cream flavor? Why is it the best?* * Jonah - Butter Pecan - tastes like childhood * Charlie - Americone Dream * ✅Nina - mint chocolate chip +1 * Jean Woods - salted caramel chocolate * mike - sugar free tutti fruitti * Kristina - mint chocolate chip * Hana - Cookies and Cream * Candida / pistachio * Monica - moose tracks * Talia- peppermint chocolate chip * Diego Barroso - Chocolate - rich deliciousness * Claudia - Walnut * Debbie - Vanilla, elegant, classic and comes from an Orchid! * * cindy - chocolate-chip cookie dough 👀👀 * Charlotte - Jelly Tip (classic NZ flavour) * * * * * * * * * * * * * 🖖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. And, we want to learn from you too. * Introduction to HackPads (MarkDown) * Roll Call (check that those who signed up are present, add an ✅ next to your name) * Ice Breaker * Questions / Comments * 1Is there a way to change the timing of back ups * You can save versions manually: https://hackmd.io/c/tutorials/%2Fs%2Fhow-to-save * 2 -how do you handle late-comers? * 3 * 4 * 5 * (add more lines as needed) * 🤙 Shared Documents * We're using HackPads for this call * Emojis are great to spice up a document * Mac: Ctrl+Command+Spacebar, +1 * Windows: WindowsKey+. (full stop) ) * Linux: ? * * Add some favorite emojis below, don't worry about being on the same line: * 🐄 * 🐨 🦘 * 🐐🐇. * 🚀🎂🤠 * 🌿🌹🌹 🦄* ⏰🍕🍔....🐍🐙 * 🧀🦉👍👍🚲🐛 🐺🐺🐺🐺🐺 🐺 * ✅👀 🦊 * Discuss other options * What does your organization use (+1 if you use the same tool)? * 1 Google Docs +1 +1+1=1+1+1+1+1+1+1+1+1+1+1+1+1+1+1+1+1 * 2 Sharepoint +1+1 * 3 Etherpad +1+1+1+1 * 4 Word online via Dropbox +1+1+1 * 5 (R )Markdown + git +1 +1 +1 * Markdown + Nextcloud * Notion (https://www.notion.so) * shared server space +1 * Office 365 +1+1+1+1+1+1 * OneNote +1 *Canvas * Required to use Teams/Office 365 (Government) but Google possible * OSF wiki +1+1 * (add more lines as needed) * 💬 Using Chat setting the tone for acceptable etiquette * Chat can be a great side-channel for managing speaking. Other items such as links, thoughts and ideas can readily be added to the document as a long-term artifact of the meeting * /hand (which is time stamped, unlike the "Raise Hand" button) * Chat is useful if you have staff with hearing disabilities! or people who have problems with their audio settings * Code of Conduct * Questions / Comments about using Chat * 1 - I’m on mobile and can raise my hand, but only because I have the Zoom app installed. Audio only phone participants have these features using key functions to simulate hand raises, mute/unmute, etc. * A: Key combinations on the phone help Zoom client users participate. Press *6 to mute/unmute and *9 to raise/lower hand in Zoom client for Zoom users * 2 - Hands up should pop to the top of your zoom window as host * A: * 3 - Some people are uncomfortable with talking during Zoom meeting, but might be more comfortable using the chat. How do you encourage people to use the chat? * A: Helpful to have one facilitator manage the chat because questions/comments can get buried * A: encouraging other attendees to answer questions in chat * 4 - Reactions are non-persistant, unlike raised hands, which stay raised until you get "called on" * A: * 5 - Remember that you can only see the chat from the point you are joining the meeting! * A * * * (add more lines as needed) * 📺 Video Platform * Why Zoom? * Alternatives * Anyone experience with bigbluebutton? * What platform have you used (if you see yours already place a +1 next to it)? * 1 GoToMeeting +1+1+1+1+1+1 * 2 Microsoft Teams, +1 [you can't see more than 4 people at once! 😢] * 3 Cisco Webex +1+2+1+1+1+1+1+1 * 4 Google Hangouts +1+1 +1/2 +1+1+1+1 * 5 Skype for Business (not as much functionality as Zoom) difficulties to mix normal Skype users and Skype Business +1+1+1+1+1 * 6 Jitsi (lots of audio problems) * Zoom +1+1+1+1+1+1+1+1+1+1+1 * Adobe Connect +1+1+1+1+1 * BlueJeans +1+1+1+1 * WebEx (lots of trouble: no working linux client, browser versions that are supposed to work didn't at a "normal user" problem solving leven) * What kind of trouble? * Specific questions about using Zoom? * 1 How do you attach a hackpad to a zoom meeting? +1+1+1 * Not sure what you mean by pasting link to attach hackpad. please explain * I think he just meant post a link to the Zoom meeting in the HackMD (and post a link to the HackMD in the Zoom chat) still not understanding--how do you generate a hackpad? * 2 Can you run more than one meeting simulatneously from your account? * dp: No, I just looked this up yesterday * Thank you! * But you can make two meetings, throw someone else as host in meeting 1, and then move to meeting 2 * 3 Anybody know if there's a way to make a window setup standard (ie, with chat and participants tools open)? * A: I'm not sure there is a way to do that sadly :( * A: [Zoom App Marketplace has add-ons that can facilitate some of these features](https://marketplace.zoom.us/?_ga=2.120425608.1428331650.1584967754-1362586412.1561299724) * Some of these are even member-installable, and not just controlled by the Zoom administrator at your organization that may wish to disable or not pay for certain additional features * 4 how best to use breakout meetings (bonus, there's a way to randomly assign people to breakout groups) * 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 * 2 * 3 * 4 * (add more lines as needed) * Share other resources/techniques you use * 1 - this is a much simpler version, you put in your time zone and meeting info and it will show whoever opens it will show their local time for the event: * 2 - Being in a time zone that usually ends up being in the red zone of time, it's nice to share the pain occasionally * 3 * 4 * 5 * (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: * Opportunity - standardize online meetings -> the new normal * Opportuntiy - educate community * Opportunity - reduce carbon footprint * Challenge - Bandwidth but Zoom handles it well * Challenge - Not everyone has an internet connection * Challenge - Wide range of techological savvy and comfort * Challenge - sustaining serendipity of in-person mtgs * Group 2 * Notes: * Group 3 * Notes: * Working with a deaf staff member and the challenges that poses within our communities * Time zone challenges working globally - but greater inclusion possible * Challenge - Learning how to mute and use headsets * Opprtunity of future online meetings rather than face-to-face and reducing travel * when first doing screen share, didn't understand that lower left share button meant whatever screen I was looking at was the one that was shared, rather than stopping and starting new screen share when changing docu * Group 4 * Notes: * An unexpected benefit: to be able to invite/host many more people than originally intended * Reduces carbon footprint! (From travel) * There will be a new paradigm going forward - maybe this will normalize web-conferencing * Whiteboard apps? A suggestion: https://awwapp.com/ Office 365 have a Whiteboard app * * Group 5 * Notes: Cindy and Erica- switch in person conferences or meetings to zoom * Nina - trying to help elderly group maintain social connection during NZ lockdown for at least four weeks * Group 6 * Notes: * Challenges: Having it accessible to everyone (Band width, access); User knowledge; finding Hackpad (does HackMD.io work? ) * Group 7 * Notes: * Challenges: Technical/skills levels: Having the hackpad (or similar opne) at the same the time as Zoom. Collaborative Google Docs - getting people to type int he document,maybe a cultural/social thing, feeling like they don't have the authority to be part of the permanent record. hackpad seems less formal so maybe more open. INTERNET CONNECTIVITY FROM HOME. * Group 8 * Notes: * Challenges: everyone is moving online on short notice * Opportunities: Great platfrom for cooperation between global teams * Opprotunities: it's a great way to stay connected in this very weird time * [Also] we just had a great conversation about what we did, and how exciting some of the citizen science Charles is supporting is! +1🌱+1🐛 * Group 9 * Notes: * Hana: what will most people be able to work with * Megan: Clients have varying abilities and wifi abilities as well * Claudia: looking into teaching platforms and her specialty is that clients have restrictions * Group 10: * Notes:challenges: workshop in May, now has to do with Zoom. Especially in need of the breakout function. We all need this (more online use) for similar reasons. * Challenge: Many of our senior team and Project Leaders are not especially tech savvy! * Teach Cntrl+Z to restore - Question about how to use whiteboard in Zoom? - The most useful like I (Darya Vanichkina) have found https://www.youtube.com/watch?v=8TI43FzHd6Q * Group report out of break-outs * What's the max number of people a breakout room works for? in practical terms, not technical. * 👋 Closing --- ✉️ If you liked this workshop and would like to stay connected to learn about other workshops, services and offerings, [sign up here](http://eepurl.com/gXDflb) jonah@duckles.org --- * 🗣 Feedback * What is something you liked about today's meeting? * picked up some new tips about running online meeting +1+1+1+1+1+1+1+1+1+1+1+1+1+1+1+1+1 * +1nicely interactive +1 * all useful * Seeing how breakout rooms work was great. +1+1+1+1+1 * Second time around doing this workshop and it's great! Thank you * Got to meet someone on the other side of the world who supports some really cool citizen science that (1) I'd like to be part of and (2) that is doable from home/isolation, so could really be something positive that people in our community could do today +1+1 * setting virtual meeting/chat ettiquette is helpful and not something i've experienced prior to this * It's cool to talk to different new people from around the world! +1 * * * * What is something you'd change/improve about today's meeting? * Took a bit to get the hang of HackPad for the first time. +1 * A bit of an intro to HackPad would have been useful +1+1+1+1+1 * It definitely seems like you could expand upon this series by doing more focused workshops on certain tools (e.g., Zoom) or approaches * * Might be better to separate Zoom and HackMD into different webinars +1 +1+1 * maybe a zoom overview then hackpad intro before using both at the same time+1 * More time for the breakout session * Hackpad is not a very helpful tool in communities that don't use markdown (which is a surprisingly large number of people)+1 * Bit more about how the different platforms can be used * * * * 🤫 Non Verbal Updates * Paste links to any other resources or articles you know about that could help the broader community. * http://blogs.nature.com/naturejobs/2017/05/23/techblog-julia-stewart-lowndes/ * Whiteboard in zoom https://www.youtube.com/watch?v=8TI43FzHd6Q (has been "fire-tested" by me with learners)
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