Integrating Local and Remote Meeting Participants Kerry Henderson , - - PowerPoint PPT Presentation

Integrating Local and Remote Meeting Participants

Kerry Henderson, MNIT Service Manager Mike Reinhart, MNIT Service Manager Kris Schulze, MNIT Experience IT Program Manager Jay Wyant, MNIT Chief Information Accessibility Officer

How might we…

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

In our session, learn about

• Available meeting technologies

like Skype and WebEx

• When to use what technology
• How (and when) to integrate third

party resources such as captioning and relay services

• Best practices for hosting and

participating in online meetings

Online meeting tools available at the state of Minnesota

Kerry Henderson, Service Manager Mike Reinhart, Service Manager

Skype for Business

• Connect with up to 250 coworkers,

partners, and citizens

• Conversations with IM, voice or

video calls using computer audio and webcam

• Present screen, PowerPoint, Polls,

Programs, Notes, Q&A, and Whiteboard as part of your meeting

Skype

• Schedule from

Outlook or Skype

• Join meeting from

desktop, mobile, web

• Share screen or

applications

• Polls, Whiteboard

Part of Office 365

• Skype integrates with Office 365 and SharePoint
• Future: Microsoft Teams

Cisco WebEx

• 1000 participants (up to 500 phone)

with State of MN license

• Use phone for audio or computer

mic/audio/webcam

• Using WebEx desktop

applications to enhance functionality

WebEx Options

• WebEx Meetings

(Meeting Center)

• WebEx Events

(Event Center)

• WebEx Training

(Training Center)

A story about large-scale broadcast events

Kris Schulze, Experience IT Program Manager

A broadcast event for 2,300 staff?

Planning

• 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
• WebEx licensed for 1,000
• Skype for Business allows 250
• Need a tool that allows for
• Captions
• Live video, content, Q & A
• Easy to use with good video and

audio quality

Tech tools we tried

• WebEx
• Hosted Webcast Service
• Skype Meeting Broadcast

Testing, Testing, 1, 2, 3

• Know the technology
• Determine best way to

provide captioning

• Validate network and

firewall settings

• Test accessibility and

usability

• Gather end user feedback

No single best option

• Skype Broadcast because
• Included with O365 - no additional fees
• Ease of use, video and audio quality
• Work-arounds
• CART captions not integrated with real-

time video

• Dial-in capabilities
• Simple Q & A

Start with Accessibility

Jay Wyant, Chief Information Accessibility Officer

Ever had…

Plan ahead for…

• Inclusive participation
• Visual and audio accessibility
• Document and digital

accessibility

• Recordings and live sessions

Accessibility vs. Accommodation

What is the difference between accessibility and accommodation?

What accommodations do people use?

Plan for inclusivity

First questions

• What kind of event are you producing?
• Who is your audience?

Develop your answer

• It’s a conference call/team meeting/training/announcement
• Specific team/RSVP/Open invitation

We’re government – prepare ahead. Way ahead.

• Have an open purchase order for captioning services?
• Have accounted for ancillary equipment and resources?
• 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

• Clear deadlines

How and when to use captioning/CART services

Is the event live?

• Dealer’s choice: if require RSVP with clear

request for accommodation option

• Caption if no RSVP or means to request

accommodation

Is the event recorded?

• Caption it!

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

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

Players

• Test software and video

player

• Keyboard test
• Access to all elements,

including captions

• 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

Best practices

Think about

• 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
• Accessibility
• Features needed

Want a good online meeting? Then…

• Use quality webcam, mic or headset,

wired connection

• Know what you’re sharing and close

applications not needed

• Check in with participants
• Mute your mic when not speaking
• Check if accommodations needed

Reminders for presenters

• One person speak at a time and

introduce who is speaking

• Describe any visuals
• Pause for technical/captioning issues

and have a backup plan

• Enlist support team to manage tech
• Pretend live audience is in the room
• Practice! Practice! Practice!

Questions?

Thank You!

Kerry Henderson, Kerry.Henderson@state.mn.us Mike Reinhart, Mike.Reinhart@state.mn.us Kris Schulze, Kris.Schulze@state.mn.us Jay Wyant, Jay Wyant@state.mn.us