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Take the Virtual Leap: A Method for Meetings

The guide explores various types of virtual meetings, cool tools, best practices, and free services available for enhancing online gatherings. Learn how to make the virtual leap with tips on preparation, engagement techniques, and post-meeting evaluations. Discover how to utilize features like whiteboard, text chat, polls, and surveys effectively. Get ready to enhance your virtual meeting experience and increase engagement, attendance, and interaction. Are you prepared to take your meetings to the next level in the online realm?

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Take the Virtual Leap: A Method for Meetings

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  1. Take the Virtual Leap: A Method for Meetings Dewoun Hayes, MAEd, CAP IL Division Leadership Conference August 6, 2011

  2. Why Virtual Meetings? • Flexible & convenient • Save on room rental fees and catering • Weather is NOT a factor • Go Green initiative • Increase attendance

  3. Virtual Agenda • Definitions • Tools • Preparation • Services w/Demos • Best Practices

  4. Types of Virtual Meetings • Web Conference/Web Meeting • Webinar • Webcast

  5. Web Conference/Web Meeting • Enhanced telephone call with video • Interactive, informative experience • Under 20 people • Option for several presenters

  6. Webinar • Web-based seminar • Educational experience • Participants view a presentation • Options for interaction

  7. Webcast • Live or recorded video/broadcast • No or limited interaction • Used for announcements or teaching • Designed for larger audiences

  8. Cool Tools

  9. Slide shows • Document sharing • Live streaming video • VoIP – Voice over IP • Raised hands and emoticons

  10. White/Black Board This feature is used just like a chalk board except it is virtual. Participants have the capability to ‘write’ on the slide.

  11. Text Chat

  12. Polls and Surveys

  13. Other Useful Tools • Screen sharing • Desktop sharing • Application sharing • Recording feature

  14. How will you make the leap? • Identify needs • Is there a download required? • How many attendees? • Webcam option or requirement? • Video?

  15. Preparation • Determine audience engagement techniques • Send meeting info prior to meeting • Identify a facilitator or moderator • Create post-meeting evaluation

  16. FREE Services • Freeconferencecalling.com • Freeconferencing.com • Anymeeting.com • Skype FREE! FREE! FREE!

  17. Best Practices

  18. Know the conference call service commands • Mute/Unmute • Notifications • Recording

  19. Designate a Facilitator • Steers the meeting • Monitors online activity • Introduces the presenter • Acknowledges attendees • Ends the meeting

  20. Use Proper Hardware

  21. Conduct a Post Meeting Evaluation • Survey the effectiveness of the meeting/presenter • Create in survey monkey—FREE! • Attendees complete when exiting the meeting

  22. Treat Online Meetings as In-Person Meetings • Dress appropriately for video conferencing • Be respectful • Acknowledge whose speaking • Mute yourself or others when necessary

  23. Make PresentationMaterials Available • Send to all attendees afterwards • Agenda • Presentation • Notes/chat comments • Post on web community • Great way to promote the next meeting

  24. Are you ready to take the leap? For more assistance: Dewoun Hayes secretary@iaap-illinoisdivision.org 708-709-3631

  25. Connect with the IL Division“ILDIVIAAP”

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