effective meetings in the cloud

NTEN Product SpotlightEffective Meetings in the Cloud: How Do I Do It?June 13, 2012presented by Elise McIntoshLucid Meetings Chief Product Officer

Monday, April 14, 14

Agenda

• A Meeting is a Party

• Selecting Meeting Software

• Popular Tools and When to Use Them

• Getting Started

• Lucid Meetings Demo & Examples

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Framing Thought:Treat Holding Meetings Like Hosting Parties

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How a Meeting is like a Party

Meetings and parties are both real-time gatherings

of specific people for a declared purpose with

desired outcome(s).

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How a Meeting is like a Party

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Things Successful Party Hosts and Meeting Facilitators Do• Know the event’s purpose

• Invite the right people

• Make sure people know what to bring and expect

• Select and prepare the venue

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Things Successful Party Hosts and Meeting Facilitators Do• Plan plenty of time to prepare

• Make sure people are engaged

• Keep things rolling

• Follow-up afterwards

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Meeting Online is a Change in Venuehttp://s0.geograph.org.uk/geophotos/01/32/85/1328524_511b8f86.jpg

http://www.flickr.com/photos/hamed/168303533/sizes/o/in/photostream/

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To select the right venue (a.k.a. software)You need to know who’s invited

• Number

• Time zones

• Technical diversity

• Comfort level online

• Roles and expected contributions

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You need to know the meeting format.

• Team meeting for a project or department

• Committee or board meeting

• Webinar or online training

• Conference broadcast / virtual conference

To select the right venue (a.k.a. software)

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To select the right venue (a.k.a. software)You need to know the meeting content.

• Reports and Presentations

• Documents to be updated

• Brainstorming

• Recordings

• Live software demonstrations

• Video, audio

http://musicmachinery.com/

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Typical Software Used by Groups Meeting Online

Schedule Agenda Remind & Distribute

Meet Follow-Up

Word

WebEx

OutlookWord

PowerPoint, Excel, etc

OutlookOutlookWebsite

Phone

Conference Room

Screen & Projector

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http://landonhowell.com/index.php/2010/03/31/live-today-juggling-cats/

Increased Meeting Complexity Requires More Skills

http://www.skeezixthecat.com/scratchingpost/uploaded_images/25-F-773215.jpg

From this

to this

Hey, I can put this cat in a

sweater!Don’t talk to me!

I’m concentrating.

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Goal: Meet Effectively

To reduce the time spent futzing with technology:

• Select the right tool(s) for the job

• Invest in becoming proficient

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Question: What problems with your online meetings would you like to solve?

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How to Evaluate Meeting Software

Identify your pilot group

Decide: specialized or general solution

Use the free trials

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Audio Conferencing & ChatUsually bundled with other software

VoIP or Chat only: 5 or less participants, minimal content

US Domestic, non-critical:

Voice for international, large groups:

Technical working groups:

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Screen Sharing & Web Conferencing• Designed primarily for one-to-one or one-to-many communication:

think webinars, training, sales demos

• Selection based on cost, content being shared, and technical sophistication of your audience.

Free and easy:

Industry leaders:

Emerging players:

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Electronic Meeting Systems • Designed for organizing, capturing and maintaining meeting records

• Often used in conjunction with audio or web conferencing

Personal Facilitator:

Team Productivity:

Boards, Public Meetings:

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Specialized Tools

Video Conferencing

Brainstorming

Scheduling

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Getting Started: It’s all about preparationIf you were to ask a group of retailers, “What are the three most important factors to be successful at retail?” They would all give the same answer:1. Location, 2. Location, 3. Location.

In the same way, without question, the top three reasons meetings fail are: 1. Preparation, 2. Preparation, 3. Preparation.

- Michael Wilkinson, CMF, CPFhttp://www.linkedin.com/groups/What-are-TOP-THREE-reasons-1888792.S.105009331

“

“

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Getting Started ChecklistRun a test meeting (or two) in advance with at least one other person

- Explore the buttons and menus

- Try changing someone’s role

- Present something

Know how to give, and where to get, help

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Getting Started ChecklistSend invitations that include:

- Links to join and dial-in infoIf you send a calendar invite, add this to the location field.

- Technical requirements for joining

Plan an extra 5 to 10 minutes at the start of the meeting

Present how-to and ground rules as the first item

- Muting

- How to interrupt

- How to participate

Request feedback

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Resources for Getting Excellent• The

• Web Meetings in general: Great Web Meetings (http://www.greatwebmeetings.com/)

• Facilitator Training: Leadership Strategies (http://www.leadstrat.com/)

• Parliamentary Guides:Nancy Sylvester (http://nancysylvester.com/)

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Demo: See Where Lucid Meetings Fits

Colla

borationWeb Conferencing

Lucid Meetings combines elements of web conferencing, electronic meeting systems, and team collaboration to provide everything you need to run effective online meetings.

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For more information about Lucid Meetings visit us at:

http://www.lucidmeetings.com

where you can learn more in our blog, contact us for a demo, and sign up for a

complimentary 30 day trial.

Thank You

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