Introduction to AARP Webinar

1. Introduction to AARP Webinar Bill Dornbush Sonoma-Napa Technology Coordinator

2. Overview • Ways to Utilize Webinars • Advantages of Webinar Versus Physical Meeting • Webinar Roles • Procedures for Requesting a Webinar • Demonstration of Capabilities 2014 CA1 SC Meeting

3. Pacific Region Webinar Program Organization • Two Pacific Regional Administrators, with four sub-state Assistant Administrators • Pacific Region 1 – Bob Eslinger, AZ1, Pacific Region Training Advisor • CA4 • CA5 • Pacific Region 2 – Larry Metz, CA1, Pacific Region Technical Advisor • CA2 – Bill Dornbush • CA1 • AZ1 • NV1 • CA3 • UT1 2014 CA1 SC Meeting

4. Ways To Utilize Webinars • Usually used when participants are widely geographically separated • Can be used when only some participants can’t attend • Meeting in a room where several participants can’t attend • Can lecture to people in room • Others can attend via Webinar 2014 CA1 SC Meeting

5. Ways To Utilize Webinars • Used when inconvenient for all to gather, but all can attend via Webinar 2014 CA1 SC Meeting

6. Ways To Utilize Webinars • Types of Webinars – just about anything • State meetings • Beginning of season planning • Prep for instructor workshop • DC, TC, and LC meetings • ERO training • End-of-season wrap-up 2014 CA1 SC Meeting

7. Ways To Utilize Webinars • Can be used for short meetings or long meetings • Can be set up days in advance or on the spur of the moment (if available) • The procedure to schedule a Webinar is straightforward and uncomplicated 2014 CA1 SC Meeting

8. Ways To Utilize Webinars • Conducting a basic Webinar requires little training • Participating as an Attendee is equally simple • Need a computer with Internet access and a telephone (or VoIP, speakers and microphone on your computer) • Your sub-state Administrators/Assistant Administrators are always there to help 2014 CA1 SC Meeting

9. Advantages of Webinar vs Physical Meeting • No one would suggest Webinars are an equal replacement for a face-to-face meeting, but Webinars do have advantages • Cost – Webinars are very cost-effective • No mileage reimbursement • No need to provide lunch • Can avoid overnight stay 2014 CA1 SC Meeting

10. Advantages of Webinar vs Physical Meeting • Ease of assembling people • Don’t have to gather everyone at a single location which involves more time and coordination • Don’t have to schedule a meeting place • Call your people in the morning and have the Webinar in the afternoon (or the morning) • Use when it would be nice to have a meeting but you’re using email, instead • Schedule the Webinar so you can have instant interaction among Participants 2014 CA1 SC Meeting

11. Webinar Roles • Webinar Leader • Is “go-to” person for conductingWebinar • Organizes the Webinar content and identifies Participants • Contacts Assistant Administrator to schedule Webinar and provide training, if required • Notifies Participants of website, date and time, and other pertinent information 2014 CA1 SC Meeting

12. Webinar Roles • Webinar Host (Usually the Leader, also) • “Runs” the Webinar • Is the most active participant in the Webinar • Required to have the most detailed knowledge of using WebEx • Takes over Host role from Administrator upon actual Webinar start • Introduces Presenters 2014 CA1 SC Meeting

13. Webinar Roles (Host, continued) • Informs Participants of Webinar procedures, e.g., • How to mute/unmute their phones • If muted, how to get recognized • Explains how to Chat or otherwise ask questions • How to take Notes and download the Notes • How to download presentation documents • Controls flow of Webinar, moving from Presenter to Presenter • Records Webinar if desired 2014 CA1 SC Meeting

14. Webinar Roles • Administrator is assigned WebEx license • Assistant Administrators • One per sub-state 2014 CA1 SC Meeting

15. Webinar Roles • Assistant Administrators • Schedule Webinars • Send Webinar info message to Leader • Provide training to leaders/hosts/presenters • Start the Webinar as Host • Transfer Host role to Webinar Leader/Host • Participate in the Webinar if requested • Publicize Webinar usage in sub-state 2014 CA1 SC Meeting

16. Webinar Roles • Presenter • Creates the presentation • Uploads, or provides for upload of, the presentation prior to the Webinar • Presents the presentation to the audience • Attendee • Joins the Webinar • Participates by asking questions • Downloads documents 2014 CA1 SC Meeting

17. Procedures for Requesting a Webinar • Leader wishes to conduct a Webinar • Leader contacts the Assistant Administrator (AA) • Explains general purpose and makeup of Webinar • Requests and submits Webinar request form • If desired, requests copies of the detailed Leader, Host, Presenter, and Participant duty descriptions • Requests necessary training, practices, dry-runs • Sends Webinar invitation message to Participants 2014 CA1 SC Meeting

18. Procedures for Requesting a Webinar • The Assistant Administrator • Checks to assure desired time and date are available and schedules Webinar • Sends Webinar information message to Leader • Schedules training, practice, dry-run dates and times 2014 CA1 SC Meeting

19. AARP Tax-Aide Webinar URL • Attending a Tax-Aide Webinar is as easy as going to aarptaxaide.webex.com • Webinar must be listed on calendar • Usually the case • Click the Meeting Center tab and look for the Webinar • Or, just click the link on the invitation message you receive 2014 CA1 SC Meeting

20. Sample Meeting Invitation Message Sent to Leader - Leader can edit it and distribute to Attendees Leader will change “Webinar Host” to his/her name 2014 CA1 SC Meeting

21. Demonstration of Capabilities • Next several minutes is devoted to showing what you can do with a Webinar • Will show • How presentation capability is transferred among Presenters • Types of things you can share with (present to ) the audience • How the audience can interact with the Host/Presenters • Other advanced capabilities 2014 CA1 SC Meeting

22. Demonstration of Capabilities • Displaying presentations in the Webinar is called sharing • Things that can be shared • A file on your computer, e.g., • my to do list.doc • An application on your computer, e.g., • Internet Explorer, PhotoShop, Quicken • Your computer’s desktop • Whatever you do on your computer will be displayed to the audience 2014 CA1 SC Meeting

23. Screen captures • From actual Webinar 2014 CA2 Meeting

24. Sharing a presentation Globe represents presenter

25. Tips and panels Participants panel Chat panel Chat entry

26. Notes panel Notes panel

27. Chats to you or everyone appear here Save notes to your computer by clicking Save, here

28. Presenting and sharing Host and Presenter select tabs to choose; which pres- entation is displayed Host and Presenter select tabs to choose; which pres- entation is displayed Clicking this shows Host or Presenter computer desktop Clicking this shows Host or Presenter computer desktop

29. What’s Next • Bill Dornbush has scheduled Webinar as demonstration:Tuesday, October 7, 10 am • To schedule your Webinar, see http://www.aarpca2.org/webinar 2014 CA2 Meeting

30. Sign up for OCT 7 Webinar • Send e-mail to valthernielsen@gmail.com • using subject line: Webinar Demo • You will receive e-mail invitation with link to this Webinar 2014 CA2 Meeting