# Running Collaborative Meetings Online - an interactive workshop

## HackMD for 13:00 AEDT Tuesday 31st March 2020 (2:00UTC)

### 🚨**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.

:::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.
:::

## Workshop structure

Tuesday 31 March 2020 at 13:00 Australian Eastern Daylight Time - [Click here to see the time in your time zone](https://www.timeanddate.com/worldclock/fixedtime.html?msg=Hosting+collaborative+meetings+online&iso=20200331T13&p1=240&ah=2) so you can add it to your Calendar.

Given the load on zoom and great variability in home internet access, this workshop will be run in 2 sets of ~40 minutes:

Part 1 from 13:00-13:40 (40 minute duration) [Join part 1](https://monash.zoom.us/j/581798154)
Part 2 from 14:00-14:30 (30 minute duration) [Join part 2](https://monash.zoom.us/j/911902816)

---

✉️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)

---

**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, or share other workshops with friends](https://hackmd.io/rnVkhe5wSpaEx_Lv1Nef0Q)

Your host for this workshop will be:

Liz Stokes, Australian Research Data Commons, @ragamouf

## Participants

::: warning

:zap: To sign up, select the edit(pencil) button or the "both" (2 columns) button at the top of this page. You may be prompted to log in with Use the text editor (left pane) to enter your name - affiliation - twitter handle (optional) in the list below :point_down: :zap:

:::

:::info
🚨 The Zoom link above is not the room you are Apparently in...can you please invite those who signed up via the HackPad to the room that the meeting is happening in. https://monash.zoom.us/j/581798154

:::

1. * Janice Chan - Curtin University - @icecjan
1. * Bruno Santos - AbacusBio
1. * Kevin Wilson - Abacusbio
1. * Jason Archer - AbacusBio
1. * Cheryl Quinton - AbacusBio
1. * Solis Norton - DeerPRO
1. * Sharon McIntyre- Deer Industry NZ
1. * Pania Flint Deer Industry New Zealand
1. * Helen Chapman - AbacusBio
1. * Phil McKenzie - Deer Industry NZ
1. * Julia Martin - ARDC Canberra
1. * Mingfang Wu - ARDC Melbourne
1. * Catherine Hay - Griffith - @cat_hay
1. * Matthias Liffers - Australian Research Data Commons - @mpfl
1. * Paula Andrea Martinez - NIF - @orchid00
1. * Mike Lake - UTS
1. * Jonah Duckles - AbacusBio - @jduckles
1. * Fin Boyce - Griffith @finboyce
1. * Christina Hall - Australian BioCommons
1. * Deanna Deveson - monash Uni
1. * Amanda Bellenger - Curtin University
1. * Muza Gondwe- Curtin University
1. * Brian Ballsun-Stanton - Macquarie University
1. * Elisha Bignell - University of Queensland
1. * Sara King - AARNet
1. * Liz Stokes - ARDC
1. * Tsuey Cham - ARDC
1. * Jens Klump - CSIRO
1. * Jacqui Thake - Curtin
1. * Julie Toohey - Griffith

## Pre-workshop questions
Do you have any burning questions on the content or delivery of this workshop? Please enter these below:

* Is this going to be recorded?
* No - interactive workshops don't lend themselves to being recorded. Given sufficient demand, more workshops can be run.
*
*
*
*
*

## Agenda

Part 1 (the first 40 minutes)
1. Introductions
1. Welcoming participants
1. Managing interaction and discussion

Everyone takes a 20 minute break!

Part 2 (the next 30 minutes)
1. Shared documents
1. Close & feedback

## 🖖 Introductions

### Acknowledgement of country

### Housekeeping & workshop structure
Why this workshop
Meeting roles - host - note taker - breakout facilitators
How this workshop is going to work
Demo hackMDpad editing

### Ice-breaker

In this HackMDPad, enter your response to the following prompt:

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

* Julia Martin - Vanilla
* Matthias Liffers - Anything with chocolate
* Brian Ballsun-Stanton - Strawberry
* Shannon Brown-Any except mint chocolate
* Paula - dark chocolate, because chocolate and ice cream are the best combinations! :ice_cream: :chocolate_bar:
* Janice - lemon
* Tsuey - chocholate
* Jason - Hokey Pokey
* Christina - chocolate
* Catherine Hay - Chocolate of course
* Cheryl Quinton - lemon
* Amanda Bellenger - cookie dough
* Deanna - Choc mint
* Sara - hokey pokey - good memories of NZ holiday!
* Jonah - Butter Pecan 🍦
* Elisha - Choc peppermint
* Jacqui Thake - chocolate
* Helen chapman Blueberry
* Mingfang Wu, no icecream
* Jens - Mango (trying competitive editing)
* Muza - chocolate
* Fin Macadamia
* Julie - all flavours really :)
* Wendy - Apple
*
*
*

## 🖖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.
* Introduction to HackPads (& MarkDown)
* Why HackMDpad?

* Why MarkDown?

* Roll Call (check that those who signed up are present)
* Shannon Brown here
* Ice Breaker
* Questions / Comments
* 1 If folk need a markdown guide, I like pointing them to https://guides.github.com/features/mastering-markdown/
* 2 Why is markdown better than a shared google doc?
* Answer - BBS: Markdown can be more portable, and does not tie us to a specific corporate overlord. And HackMD is a way to collaboratively edit markdown. We can also use it to format into better formats like PDF or DocX. But it's much harder to make those formats portable in the same way. Markdown also has the benefit of being ultimately portable, as anyone who can load a text file can read it without needing extra "effort." (There's also an ideological component, but if you folks want to see what's possible with markdown, let me know, and I'll [link you](http://archipelagosjournal.org/) [source](https://github.com/archipelagosjournal/sxa) the journal I've deployed with it.)
* 3 Does anyone know how 'secure' HackMD is
* A: This document is an open HackMD pad, but you can lockdown pads to your account. There is also an option to "self-host" CodiMD (the open source version of HackMD) in your own environment, making it possible for it to be very secure.
* 4 Asking another question?
* 5 Could etherpad work as well? No markdown required but still collaborative that's not Google
* A: JMD: Etherpads can work great, but the software is a bit aging and rickety in my experience. There have been major updates in the recent past, so yes many communities use Etherpads.
* A: BBS: There are many possible options in this space, each with their own tradeoffs for your community. There's a tradeoff between privacy, capability/features, and usability for those just "jumping in." Choosing your platform is one of the more unspoken elements of planning for a community event.
* 6 Paula - Markdown separates content from style which is really important!!! this hackMD allows you to show a webpage and also slides :D. It is public by default, can be private and also can link to your ghan be private and also can link to your gihan be private and also can link to your gihan be private and also can link to your GitHub. For those familiar with HackMD, there's a project that evolved from here with many more maintainers, it is called CodiMD https://demo.codimd.org/
* What are the export options for HackMD?
* A: HTML (unstyled), HTML (styled), PDF, ODF, being that its markdown, you can also work it through other Markdown tools or processors like pandoc.
* It can also export to Github's "[Gists](https://gist.github.com)" which are ways of sharing links to plain text/markdown files
* Can it track revision hisotory?
* A: Yes, click the (...) in the upper right near the number of folks online and you'll see the "Versions"
* (add more lines as needed)

## Managing interaction and discussion

* 📺 Video Platform
* Why Zoom?
* Alternatives
* What platform have you used (if you see yours already place a +1 next to it)?
1. Google hangouts and jabber +1+2
1. Skype +4+1+1+1+1
1. Google hangouts +2 +1+1 +1
5. Microsoft Teams +4+1+1+1+1+1 +1+1
6. Skype, Skype for Business +1, goto meeting, ring central
8. Zoom
9. Gotomeeting +1
10. Google Meet
11. Slack +2
12. Discord
13. Telegram
14. Signal
42. (As an aside, if you folks are looking at this list in the html view pane, you can see that we don't need to be too picky with numbered list numbers.)
* Specific questions about using Zoom?
* 1 how can a minimise group chat back to the right hand side of the zoom screen
* A: It seems that if you're in full-screen zooom mode it detatches. So bring it out of full screen (are you on Mac?) Click the green button in the upper left of the Zoom window thats open and it will re-dock. Not sure if on Windows.
* We should probably talk about security against "zoombombing" and how to make sure you're controlling your meeting settings.
* A: Thank you for bringing this up. Following the conventions, I've ensured the 2 x zoom links are in this actual hack pad, which I wouldn't normally do for an internal or sensitive meeting.
* Self-answer: [The Verge](https://www.theverge.com/2020/3/27/21197090/zoombombing-zoom-stop-how-to-porn-trolls-video-chat-screen-sharing) has some resources.
* A question for the AARNet folk: does zoom still record onto cloudstor?
* 3+1
* 4
* 5
* (add more lines as needed)
* 💬 Using Chat setting the tone for acceptable etiquette
* /hand
* Code of Conduct
* Questions / Comments
* 1
* Where can i find a comparison of bandwidth among all these platforms?
* 3
* 4
* 5
* (add more lines as needed)
* @liz, we should also talk about protocols about avoiding cursor tag in the shared document
* 📢 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
* 2
* 3
* 4
* 5
* (add more lines as needed)

## Part 2 (the second meeting)

* 🤙 Shared Documents
* We're using HackPads for this call
* Discuss other options
* What does your organization use?
* 1 Google docs++1+1+1+1
* 2 Shared documents on OneDrive +1+1+1+1
* Etherpad +1
* 4 Has anyone used microsoft teams
* Interesting how hackpad deals with lag. MQ has "adopted" teams and I'm poking at it now. It's a slack clone, not a shared document clone
* we are starting to use Teams a bit, we're trying the wiki function in it for some documenting. A bit clunky
* BBS: Could you share how to do that? I'd be really interested to see a demo on this call.
* We recently introduced MS Teams at CSIRO.
* 5 Confluence
* Various knowledge-bases hidden in service-now and other invisible systems across campus.
* OnlyOffice on Cloudstor
* Shared OneNotes
* Curtin Uni has access to Microsoft Teams and Word 365 Online.
* 📄 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:
* Group 2
* Notes:
* Group 3
* Notes:
* Group 4
* Notes:
* Group report out of break-outs
## 👋 Closing, feedback and where to next?
* What's one thing you liked about today's session?

1. It was "good training" and modelled how to do recovery when things go sideways. And I learned some things about various options that I didn't know about. (+1+1)
- I also learned about linking github to hackpad, and editing github tracked files in this collaborative editor. Which is something I'm absolutely going to be trying out later.
3. H Introducing Hackpad which is not something I've used before. +1HHHH
4. Good to look at a new tool (HackMD) in a practical way. Also demonstrated a real problem outside of our control too - sorry this happened but thanks for the opportunity to see it!
5. Showed some of the real issues that we're experiencing with the technology at the moment due to huge demand.
6. very good tips on Zoom functions and options I will use. +1 Really interesting the HaggckMD, never seen before and interesting possibilities
7. it felt a lot more inclusive than a normal webinar
8. Importance of having a setup at home with LAN, headsets, bandwidth. +1+1
9. Learn how to record the meeting. And difference between cloud recording and local recording. (+1)

* What's something you'd do differently next time?
1. Strategic breakout rooms in case of emergency? Maybe try to figure out how to elicit your main points from audience contribution?
2. I guess it was a good example of needing a Plan B and C. I'll work towards this in the future.
3. It is good to have co-host and can back up each other. +1!
4. Watching the patterns of helpers was fascinating, and had some hints about how we need to have the cohost monitoring chat and organising helpers.
---

✉️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)

---

## 🤫 Non Verbal Updates
* Paste links to any other resources or articles you know about that could help the broader community.

* Brain writing: https://www.fastcompany.com/3033567/brainstorming-doesnt-work-try-this-technique-instead
+1
* 2. https://www.speedtest.net/ helps id your wifi speed
* [Virtual Communication: Presenting with Empathy](https://youtu.be/3Ubx7uVSMqw)