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

How might we…

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

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

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

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

Ever had…

Plan ahead for…

Jay Wyant | Chief Information Accessibility Officer

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

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

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!

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

What about automated captions?

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

What about ASL?

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

Recordings and live sessions

• Test recorded version of live event
• Consider building custom

recording

• Edit live captions for recorded

version

• Text on top example

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

A story about large-scale broadcast events

Kris Schulze, Experience IT Program Manager

A broadcast event for 2,300 staff?

Started with a plan

• What are you trying to

achieve?

• What tools and

resources do you need?

• Who needs to be

involved?

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

Tech tools we tried

• Licensed collaboration tool
• Hosted Webcast Service
• Skype Meeting Broadcast

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

Bringing it all together

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

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

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!

Don’t fly solo

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

• Presenter
• Chat (questions and troubleshooting)
• Audio
• Caption display
• Tech troubleshooting

Culture change starts with us!

• Model inclusive meeting etiquette

both as presenter and participant

• Plan for inclusion from the start!

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!

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

Questions?

Thank You!

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