Integrating Local and Remote Meeting Participants Kris Schulze , MNIT - - PowerPoint PPT Presentation

integrating local and remote meeting participants
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Integrating Local and Remote Meeting Participants Kris Schulze , MNIT - - PowerPoint PPT Presentation

Integrating Local and Remote Meeting Participants Kris Schulze , MNIT Experience IT Program Manager Jay Wyant , MNIT Chief Information Accessibility Officer Twitter: @kris_schulze @jay_wyant Meet demands for online meetings and broadcasts? How


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Integrating Local and Remote Meeting Participants

Kris Schulze, MNIT Experience IT Program Manager Jay Wyant, MNIT Chief Information Accessibility Officer Twitter: @kris_schulze @jay_wyant

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How might we…

Meet demands for online meetings and broadcasts? Plan for inclusion from the start?

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In our session, learn about

  • Inclusion considerations
  • Tips for integrating onsite and
  • nline participants
  • How (and when) to use third

party resources

  • Best practices for hosting and

participating in online meetings

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In January…

State of MN executive branch had

  • 25,795 Active Skype users
  • 4,629 Skype audio and video sessions
  • 1,454,985 Skype Instant Messages
  • 5,382 WebEx meetings
  • 31,634 WebEx meeting participants
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Meetings can be complicated with lots to plan!

  • Type of event - meeting, training, broadcast
  • Number of people (2, 20, or 2,000)
  • On location or virtual
  • Internal or external attendees
  • Ad hoc or scheduled
  • Registration or open
  • Features needed
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Ever had…

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Plan ahead for…

Jay Wyant | Chief Information Accessibility Officer

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We’re government – prepare ahead. Way ahead.

  • Have an open purchase order for captioning services and

ASL services?

  • Has your facility accounted for all necessary equipment?
  • Network jack(s)
  • Webinar/webcast software license
  • Audio conference bridge license
  • Mic or lavaliere
  • Connectors for presenter computer and display
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Your invitation/announcement

  • Sets the tone
  • Identifies key technical details
  • Provides contact information
  • Tell what accommodations will

be provided if known in advance

  • Clear deadlines
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How and when to use captioning/CART services

Is the event live?

  • Dealer’s choice
  • RSVP with means to request accommodation
  • Caption
  • No RSVP or means to request accommodation

Is the event recorded?

  • Caption it!
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Reminders when booking caption writer

Onsite vs. Remote

  • Onsite attendees?
  • Familiar technology?
  • Sound quality and timing?

Info to provide

  • Speaker names
  • Agenda
  • Presenter materials, such as
  • Slide deck
  • Notes outline
  • Scripts
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What about automated captions?

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How and when to provide a 10-digit number

  • Someone requests a call-in

number as an accommodation

  • Does your presentation

system include one?

  • If not, add a phone bridge

and provide that number

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What about ASL?

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Test your software in advance

  • Test keyboard access to controls
  • Check access to all elements,

including captions

  • Know how to enable captions
  • User control of font size, color,

location

  • Plan workarounds
  • Submit bug reports to vendor
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Recordings and live sessions

  • Test recorded version of live event
  • Consider building custom

recording

  • Edit live captions for recorded

version

  • Text on top example
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Documents

  • Slides and handouts often

have a life of their own

  • Ensure all posted documents

are accessible

  • Verify all links and references.

If not accessible, acknowledge it.

  • Especially linked videos
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A story about large-scale broadcast events

Kris Schulze, Experience IT Program Manager

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A broadcast event for 2,300 staff?

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Started with a plan

  • What are you trying to

achieve?

  • What tools and

resources do you need?

  • Who needs to be

involved?

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Not as easy as it sounds

  • Capacity of our tech & licensing
  • Need a tool that allows for
  • Accommodations
  • Live video, content, Q & A
  • Network and firewall
  • Easy to use
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Tech tools we tried

  • Licensed collaboration tool
  • Hosted Webcast Service
  • Skype Meeting Broadcast
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Testing, Testing, 1, 2, 3

  • Know the technology
  • Determine best way to

provide accommodations

  • Validate network and

firewall settings

  • Gather end user feedback
  • Plan workarounds
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Bringing it all together

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Want a good online team meeting? Then…

  • Use quality webcam, mic or

headset, wired connection

  • Know what you’re sharing
  • Check in with participants
  • Mute mic when not speaking
  • Check if accommodations

needed

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Want a good conference or training session? Then…

  • Make sure remote attendees can hear

all onsite speakers

  • Manage remote audio (default to

mute)

  • Display captions locally and via player
  • Where to site the caption writer?
  • Provider may need to practice
  • Test network access
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Are you the presenter? Then…

  • One person speak at a time and

introduce who is speaking

  • Describe visuals
  • Pause for technical/captioning

issues and have backup plan

  • Pretend live audience is in room
  • Practice! Practice! Practice!
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Don’t fly solo

Whether large or small meeting, have multiple folks to manage:

  • Presenter
  • Chat (questions and troubleshooting)
  • Audio
  • Caption display
  • Tech troubleshooting
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Culture change starts with us!

  • Model inclusive meeting etiquette

both as presenter and participant

  • Plan for inclusion from the start!
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After today…many options for learning more!

Visit the Office of Accessibility site for free training and resources: mn.gov/mnit/accessibility Visit our blog: mn.gov/mnit/media/blog Sign up for our free monthly newsletter!

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Some useful resources

  • Our blog post on Facebook Live
  • With Toolkit
  • Large scale broadcast blog post
  • ABA toolkit on accessible

meetings (via AskJAN)

  • MN Office of Accessibility

website

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Questions?

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Thank You!

Kris Schulze, Kris.Schulze@state.mn.us @kris.schulze Jay Wyant, Jay.Wyant@state.mn.us @jay_wyant