# Running Collaborative Online Meetings - an interactive workshop

## Hack pad for - March 24th 13:00 NZDT workshop

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

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

**Time:** March 24, 2020 13:00 NZDT.

## At the meeting time you can connect via Zoom here: https://nesi.zoom.us/j/5350700844

**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:

Megan Guidry - NeSI Training Coordinator and Carpentries Regional Coodrinator for NZ - Auckland, New Zealand

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

name - affiliation - location - twitter handle (optional)

* Gertje Petersen - AbacusBio Ltd - Dunedin - @beegirl_nz
* Matt Plummer - VUW - Wellington @matty_plumski
* Annabel McAleer - Our Land and Water National Science Challenge - Christchurch - @annabellisimo
* Nicola Dennis - GlobalHQ- Dunedin -@drnicoladennis
* Kati Doehring - Cawthron Institute - Nelson - @DoehringKati
* Jordan Luttrell - NIWA - Hamilton
* Tina von Pein - Christchurch
* Liz Stokes - Australian Research Data Commons - Sydney - @ragamouf
* Amy Joseph - National Library of New Zealand - Wellington - @AmyJoseph_NZ
* Bradley Stevenson - University of Oklahoma
* Melanie Rands - Fairground Foundation - Auckland @melanierands
* Sarah Bogle - NZTA - Wellington @BogleSarah
* Wendy Reid - ActionStation Aotearoa - Auckland - @MeridianKiwi
* Emma Rutherford - NZEI Te Riu Roa
* Jo Patterson -GoodSense - Auckland - @jopatkiwi
* Alison Broad - Invercargill
* Matt Bixley - Biochemistry, U.Otago - Twitter, it's a secret used only for the Barkley Marathons
* Kim Fitter - Auckland
* Roland Stenger - Lincoln Agritech - Hamilton
* sharl liebergreen - dunedin
* Melissa Wong - Lincoln Agritech - Christchurch
* Megan Guidry - New Zealand eScience Infrastructure
* Wallace Chase - REANNZ - Wellington - @bmtfr
* Dini Senanayake - NeSI - Auckland
* Brady Johnston - University of Western Australia - @bradyajohnston
* Dean Williamson - Lincoln Agritech Ltd - Christchurch NZ
* Jana Makar - NeSI, Auckland @NeSI_NZ
* Ngoni Faya - Genomics Aotearoa @ngoni_faya
* Jonah Duckles - AbacusBio - Dunedin - @jduckles
*

## Ice-breaker

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

### Prompt
In your opinion, what is the best movie/ TV show? Why is it the best?

* Shawshank Redemption - the rat cunning plan from the very beginning - Matt
* BattleStar Galactica *2004* - It has everything, very human and relatable characters, space, explosions, and very little unclean scifi stuff. +1
* The Big Blue - water baby.
* Silverado -- 1985 Western. Kevin Costner, Danny Glover, Scott Glenn, etc. Classic.
*
* Graham Norton Show - delightfully funny and unpredictable. +1 +1
* Justified - hilarious and sometimes you just wanna see people get shot. 1+ (Nic, is this you?)- yes of course! (Haha, nice.)
* Shawshank Redemption - redemption
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* Grey's Anatomy - because it normalises the wearing of surgical masks!
* Friends - oldies but goodies, and relatable to self-isolating (a bunch of people sitting around drinking coffee) ;-)
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* Peanut Butter Falcon
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* The Expanse - Scifi with realism (both science and politics) 1+
* The Wire - best character development in all of television - Jonah
* Was just going to say - The Wire isn't necessarily a favourite (yet) - but now might finally be the time to get through it! :D
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* Uncharted - little known part of Pacific history
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* 🖖Welcoming Participants
* Welcome
* We are here to share our experience with you so that you have some tools and techniques to try in your next call.
* Agenda
* Housekeeping and icebreaker
* Welcome and review agenda
* Large-group discussion of various tools and etiquitte
* Breakout discussion
* wrap-up

* Introduction to HackPads (MarkDown)

* Questions / Comments
* 1 i missed what +1 meant? OK, thanks. :)
* 2 jonah - the green screen background option, you could share later (Jonah: will do)
* 3Sound has been very poor. Any way to get it better.
*
* 4
* 5
* (add more lines as needed)
* 📺 Video Platform
* Why Zoom?
* US $15/month
* Allows you to have rooms up to 100 people
* Paying Gives you the ability to run meetings longer than 40-min for more than 1-1
* Q Are the privacy issues resolved with Zoom, I have read that there may be software downloaded with it that tracks on your PC? Pretty sure this was resolved when it was an issue
* Q I noticed that when I got the pro account with my institution, some settings in my browser were managed by my institution.
* Alternatives
* What platform have you used (if you see yours already place a +1 next to it)?
* 1 Skype, Google hangouts, Blue Genes?, Zoom of course
* 2 Skype +1+1+1
* 3 Google hangouts
* 4 Microsoft Teams +1
* 4this is all pretty new to me
* team viewer
* 5 facebook messenger for video chat when everything else fails
* Actually used this a few times over the past week and was impressed with the qaulity. obviously not the best choice for privacy reasons (and work contacts don't necessarily have your facebook)
* (add more lines as needed)
* Zoom +1 +1 +1
* Go-to-Meeting
* Viber for vidchat
* Slack has a video chat option too for 1:1s (not sure if you can have group chats with it)
* Skype for Business
* Specific questions about using Zoom?
* 1 I've been using zoom heaps for many meetings, but just recently my new computer seems to think I don't have a paid plan. Has anyone had this weird thing come up? - I don't think I need an answer for this, just flagging that it's coming up for me. I gather it's a zoom-managing-load issue.
* 2 Suggestion - if you set up a meeting enable other people to join before you in case you have connectivity issues etc
* 3
* 4
* 5 When you are holding a virtual class, do not mistakenly unmute all. Not good.
* Abby's example of a [Google Doc](https://docs.google.com/document/d/1XGLBGmtwr7WfEv-Lns_F_OQt3S8IE5yopq_dEsjhN1Q/edit#heading=h.1xn7jz6epboa)
* (add more lines as needed)
* 💬 Using Chat - setting the tone for acceptable etiquette
* /hand
* Code of Conduct
* Questions / Comments
* 1 just saying that i never heard of hackpad before now!

* 2 How do you start a Zoom meeting and have everyone on mute? (when you create / schedule the meeting, there are options / preferneces you can set for the meeting...one them being to have all guests be muted when joining or not)
* 4
* 5 can you find the hackpad record after the call finishes?
* will the hackpad add names or initials or do you have to add this manually? - YOu need to be signed in, or Hackpad will make up names for guests.
* Is hackPad a free tool? - YES [Pricing Page](https://hackmd.io/pricing)
* (add more lines as needed)
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* If you use Google Doc, if you use the Google 'Excel' version, won't there be 'line numbers'? -google 'sheets'
* Might not be an issue for zoom, but in google hangouts we sometimes end up talking over the top of each other. Or can only hear one person at a time.
* Rely on the host to manage the speaking list.
* recently someone recommended to have a plain text editor going on in the background, so that you basically have a scratch pad for your comments, if you feel that you get a bit of type-fright working on a collaborative document. THen you can cut and paste your comments into the chat or the collaborative document. +1 love this idea
* is good for speaker / presenter to take regular breaks and check the chat / doc throughout to see about questions - helps keep people engaged and give them opportunities to speak up / feedback
* also maybe have an 'admin buddy' who keeps an eye on that sort of stuff
* is hackpad built in as part of Zoom?

It would be helpful if you could share your screen so we know which buttons you talk about. Thanks! +1

One note on Polls, you need to turn on Polls explicitly in your account before they'll be available to use.

Agreed

* 📢 Advertising your meeting
* https://timeanddate.com is your friend
* Screen Sharing demo of timeanddate.com meeting time announcer +1
* Questions
* 1 I've heard terrible things about trolls 'Zoombombing' publicly advertised meetings! -
* Has never happened to me in hundreds of hours of commnuity zoom calls. You can ban people from a room though. - Jonah
* Zoom hasn't had the kind of use it's been having in recent weeks before - [NYT article](https://www.nytimes.com/2020/03/20/style/zoombombing-zoom-trolling.html)
* 2 Does Zoom automatically convert times across zones?
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* 4
* (add more lines as needed)
* Share other resources/techniques you use
* 1 Calendly.com looks like an awesome tool. I haven't set it up myself yet, but it makes it really easy for people outside your organisation to meet with you.
* I use Calendly and it is MAGIC for making meetings happen 1-1 over timezones.
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* (add more lines as needed)
* 🤙 Shared Documents
* We're using HackPads for this call
* Discuss other options
* What does your organization use?
* 1 Sharepoint +1
* 2 Slack +1+1 +1+1+1
* 3 Gdrive - docs, sheets etc +1 +1
* 4 Etherpads +1+1+1
* 5 Office365 (corporate environments)+1`+1 +1
* (add more lines as needed)
* 📄 Normalize Contribution (Break out)
* Zoom tutorial on making your own Breakouts - https://support.zoom.us/hc/en-us/articles/206476093-Getting-Started-with-Breakout-Rooms
* 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: we all recoginise that we have had minor issues today.
* But its great tech, can see how we can do more with it.
* Single click makes it easy.
* Rural people like zoom
* WOW, break outs are cool.
* Participants : Alison, Bob, Sharl, Kim
* Group 2
* Notes:
* Opportunities: Reduce Travel, reduce costs, increased participation
* Create: Carrying on the socical side of things despite current issues
* Challenges: Keep up with what is going on within one meeting (chat, breakout rooms, etc), make sure meetings are worthwhile (not too many)
* Keep using the programme so I get used to it, chair to chair meeting like they would normally, keep things simple
* Group 3
* Notes:
* Gertje, Matt, Liz and Jonah
* Liz - Sydney - Wants to be able to support trainers around the world.
* Gertje - Does heaps of online conferencing wants to bring more techniques like this
* Matt - Had used Zoom a bit but only for simple meetings. Because of situation will be running Carpentries workshops online. Trying to upskill more to prepare for that. Likes the tips and tricks and ordered lists of speakers. Making sure you can keep people engaged and connecting with each other.
* Jonah -
* Opportunities:
* Teaching online
* Bringing collaborative learning to new modes and new audicences.
* Challenges:
* 98% is that people won't use the tools.
* This is a good opportunity
* Group 4
* Notes: Good for getting a appreciation for typicly remote workers
* Difficult to get the more natural flow conversations going
* Good to reach large remote audiance - easier to spred yourself around
* Melissa, Wallace, Amy, Roland
* Group 5
* Notes:
* Ngoni, Jacqueline, Sophie and Bradley
* Breakout rooms
* Challenges: Online genomics workshops, interacting with children, teaching speech and drama
* Group 6
* Notes:
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* Group 7
* Notes:
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* Group 8
* Notes:
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* Group 9
* Notes:
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* Group report out of break-outs
* 👋 Closing

Please give us Feedback!!

## Something you liked today:
thanks very much for the opportunity!
* Matt - Really positive, looking forward to using some of the new tools and ideas I have.
* Amy - thanks so much, I think having an agenda and pasting it into a hackpad with some more detailed prompts and questions to give people a collaborative space will be a useful tool
* G - Thanks, that was really worthwhile! A lot of these sessions seem like they are just covering the basics and there's nothing inherently magic about any of the tools, but knowing that you HAVE those tools now is awesome.
* Kim - this has been really useful, keep running them. Best of luck everyone, you will do great.
* Liz - Really encouraging to see people willing to share a zoom with a bunch of strangers and learn/share some things.
* Great experience, thank you! Breakout rooms was great. You did really well, hard to run these kind of things
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## Something you'd change:

* i think i should have done a 101 level first...

* I needed more guidance just to get started - I felt way out of my depth as many participants were in a different league of experience - maybe workshops pitched at different levels?
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* Maybe have the opportunity for follow-up meetings? That could give everyone to post these comments and then get a response. Also, some havent used these tools before. They could get a second chance in a friendly environment.
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* While I was on the call, I realised that zoom may be limiting a lot of meetings to 40mins. This worried me, as I would like to replicate this workshop. I wonder if it would work spread across part 1 and part 2, starting on the hour and allowing a 20min break in the middle, and rejoining for another 30-40 mins
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* 🤫 Non Verbal Updates
* Paste links to any other resources or articles you know about that could help the broader community.
* List of tools for collaborating virtually -- https://sciencetogether.github.io/tools/
* Tips and tricks for learning and teaching online (a doc generated by the carpentries community) -- https://docs.google.com/document/d/1MdmrNn5g2oa2AA6EGYZhyDx-O_YOoH_HqNGsmP6LKIo/edit
* Follow up webinar resources from Greg Wilson's "Teaching online at short notice" webinar 2020-03-19 https://community.rstudio.com/t/webinar-follow-up-teaching-online-on-short-notice/57192
* Comprehensive guide to educating on Zoom: https://zoom.us/docs/doc/Comprehensive%20Guide%20to%20Educating%20Through%20Zoom.pdf?zcid=1231&_ga=2.258135502.551525991.1583696790-827731685.1566335579
* Webinar recording on running virtual carpentries workshops (very helpful!): https://www.youtube.com/watch?v=MzsJyOkxqv8