IC12 - Webinars Made Easy Breakout

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Presentation given on Monday 7 May during Webinars Made Easy breakout session at 2012 Rotary International Convention in Bangkok.

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  • The District 7020 is composed of 80 clubs in ten different countries or territories- Anguilla : 1 club- Bahamas (except Grand Bahama) : 9 clubs- British Virgin Islands : 3 clubs- Cayman Islands : 4 clubs- French West Indies (St-Martin & St-Barthelemy only) : 3 clubs- Haiti : 20 clubs- Jamaica : 27 clubs- Netherland Antilles (Sint-Maarten only) : 3 clubs- Turks & Caicos : 2 clubs- U.S. Virgin Islands : 10 clubs5.9% of the Rotary worlds countries! In Cayman alone we have 120 nationalities living and working!A massive diversity – islands from those not much larger than small cays with 10 members yet very active in the community, To those with a number of large clubs in sophisticated financial centres such as Cayman, the Bahamas with some of the highest per capital GDP’s in the world to those with extreme poverty by global standards such as Haiti who have been constantly rocked bysocial, political and natural disasters, such as the earthquake in 2009 and the subsequent outbreaks of Cholera. And of course the whole district is located directly in the Hurricane belt that crosses the Caribbean.
  • A massive diversity – islands from those not much larger than small cays with 10 members yet very active in the community, To those with a number of large clubs in sophisticated financial centres such as Cayman, the Bahamas with some of the highest per capital GDP’s in the world to those with extreme poverty by global standards such as Haiti who have been constantly rocked bysocial, political and natural disasters, such as the earthquake in 2009 and the subsequent outbreaks of Cholera. And of course the whole district is located directly in the Hurricane belt that crosses the Caribbean.
  • As a district we face significant challenges however we like to view these as opportunities and where possible have turned these into our strengths.We have tremendously vibrant clubs and Dedicated, passionate and involved and growingmembership.Our District presents a wealth of service opportunities and hence is a perfect breeding ground for strong vibrant Rotary Service.Places like Haiti and some of the poorer areas of Jamaica present all of us with not only the opportunity but the responsibility to provide Rotary service on the most basic level. Rotary District 7020 through PRID Barry Rassin and the Haiti DAF projects have coordinated The DAF has approved 9 matching grants, 12 non-funded projects and 78 funded projects. We have received $2.2 million into the DAF and have leveraged those funds to produce12 non-funded projects and 78 funded projects with a total input of funding to Haiti of $6.5 million with NO funds going to administrative cost. Rotarians in District 7020, with Rotarians from Florida, coordinated the process of supplies to Haiti after the earthquake worth an estimated $18 million.Projects range from Schools, Hospitals, Latrines to anti Cholera programmes. One example of a recent success is the Jaipur Limb clinic which makes prostheses for amputees and officially opened after our District Conference in Haiti last week.In order for District 7020 to deliver service such as this it is essential that we are highly organised,well trained across all 10 countries and 16 islands.We need this, I would suggest, to a greater degree than other districts who do not have our logistical challengesAnd It is fair to say that the key component, the essential ingredient in ensuring we are able to deliver this level of service is……
  • Communication…Over the past two years we have adopted a strategy of using webinars to permit us to plan, train and communicate in a far more effective manner than we have before.As with all Social Media and web technology the options and opportunities are changing on an almost daily basis in terms of the platforms that are available and their cost.District 7020 chose to take out a annual subscription for Go-To- Meeting which includes Go-To-Webinar as part of the package.We took a single license so we can only schedule one Webinar at a time, however we found this sufficient for us at this point and really only requires careful planning as to when to hold each session.There are of course other alternatives available some of them free, such as Meeting Burner and Anymeeting and of course Skype.We tried a few group calls on Skype and found that the quality was not as good as Got to Meeting and at that time Skype omitted one element which we needed, which was Desktop Control, whereby an attendee can be made presenter and give all other attendees access in view only mode of course to any documents or applications on his desktop.Interestingly the latest version of Skype just released appears to offer this feature also and this may be an option in future for less structured meetings at short notice where presentation capability is required, as opposed to GoToMeeting where the administrators need to invite the attendees, who have to accept and register then download software and login before proceeding with the Webinar.One thing is certain however, competition is likely to drive the quality of the products available up and hopefully the price down!
  • In a number of ways, but generally in three ways to communicate, to plan and to train How we must never forget that technology is only and will only ever be a tool to faciul
  • One Example of planning and training has been using it for our roll out of Future Vision in District 7020.We are a non pilot District and have a history of deep involvement in the Rotary Foundation from a contributions standpoint as well as being a major beneficiary of a wide range of Foundation Grants especially to our poorer countries such as Haiti and Jamaica.
  • We implemented a comprehensive Future Vision structure which involved a position which was unique to our District – Future Vision Area Coordinators, whose role was to be responsible for the roll our of Future Vision in each country and specifically for the training of Club Future Vision Chairs.Webinars for training and coordination have been and will remain key to the successful rollout of Future Vision in District 7020.
  • As part of the process we collaborated with our Pilot Mentor District and again through a series of Webinars were able to develop a new Foundation Website using District 6070’s site as a model.We’re now working on an interface between this new website and matchinggrants.org, a website designed by Rotarian PDG Philippe Lamoise which offers online District and Global Grant management and application processes. Again the process for implementation of this interface is being handled via Webinars, the first of which we held last week.
  • Webinars are not perfect. There are a number of challenges that we’ve experienced..However that said their value to District 7020 in planning, communicating and training has been substantial so far and we see this becoming even more the case over the next few years…
  • So how do we plan to use webinars in the future…We see the need in our District for better District Leader Communication – especially between DG and AG’s, whose role in our District is so key.We have challenges in getting all of our Presidents and Secretaries Elect to PETS which is held in a different country each year and involves significant time and cost for attendees. Whilst nothing can replace a face to face PETS yet, in many cases AG’s carry out Pre-PETS via Webinar and we are planning to hold PETS catch up sessions by webinar for those who unavoidably could not attend PETS which is this year in Haiti.We have been given permission to hold our FV Grant Management Seminars via Webinar in recognition of the logistical challenges in our District, although again we don’t intend this to totally replace face to face sessions. In Haiti for example there is not sufficient Broadband Coverage so we will have to carry out a number of face to face seminars around the country there.We see the opportunities as limitless. We’re even looking at the possibility of an online fellowship event and forum using Google Hangout.And using the technology to promote a hybrid e-club where in locations such as Cayman Brac a community with a population of under 2,000 and severe membership issues so that they can allow Rotarians that live there part of the year to join club meetings virtually while they are off island as well as invite presenters to make virtual presentations to their meetings.We need to remember however that Webinars and technology generally are little more than tools, albeit increasingly important ones, to allow us to keep on delivering the quality and level of humanitarian service for which Rotary is renowned the word over.If used properly however it will help us implement projects such as the Jaipur Limb Clinic more effectively and efficiently. It will not however replace the need for Rotarians on the ground doing good in the world and nor should we want it to.
  • Lastly,A word of thanks for District 7020’s communication team – it’s a hard life … but someone’s got to do it!
  • Easy (PC/Smart Device, Internet, Headphones, preferably a camera)From EverywhereOn-Offline FellowshipHigh level Speaker from around the world
  • IC12 - Webinars Made Easy Breakout

    1. 1. Webinars Made Easy
    2. 2. Today’s Panelists: • Moderator: Past RI Director Ken Morgan • Presenters: – DGN Jeremy Hurst – Club President Elect Mario Paladini – Club President Rolando Cuadrado
    3. 3. Agenda • Introduction • Panelist 1: – Jeremy Hurst: Webinars in Action (A case study from district 7020) • Panelist 2: – Mario Paladini: Live demonstration of webinar technology • Panelist 3: – Rolando Cuadrado: Overcoming technophobia and understanding the benefits of webinars • Audience Q & A • Conclusion
    4. 4. Jeremy HurstDistrict 7020
    5. 5. Webinars in action…A case study from District 7020DGN Jeremy HurstCayman Islands
    6. 6. District 7020 Overview• 2650 Rotarians• 82 Clubs• 10 Countries• 16 Islands• 3 languages• 1300 Miles• 1 day travel time
    7. 7. District 7020 Challenges• Diversity – Population, Economics, Socially, Language.• Clubs with 10 to 100+ members.• Small Islands to Substantial Countries• Extreme Wealth to Extreme Poverty• Natural Disasters……..…Challenges …. build strength and resilience
    8. 8. District 7020 SWOT• CHALLENGES: Logistical,Geographical, Organisational, Financial, Climatic.• OPPORTUNITIES: The need for morestructured organisation and planning than other districts.• STRENGTHS: Strong Organisational Structure;Cohesive Leadership Succession Planning;Vibrant Clubs; Dedicated, involved membersdelivering passionate Rotary service. Membership growth. Essential element is...
    9. 9. COMMUNICATION• Platform – Go-To-Meeting/Webinar• District Subscription – US950 pa – single license• Free alternatives• Train our leaders “How to run a Webinar” (Via Webinar!)
    10. 10. How we useWebinars….• District Leadership Communication – Strategy, updates,keep in touch with G-Corp. Building continuity.• Training - RI/TRF to District - District Leadership to Committee Chairs - District Committee Chairs to Committee members - Inter District• District 7020 Communications Team as a resource
    11. 11. Future Vision –Webinars playa vital role….• Attend TRF Training Webinars• Training for Future Vision Area Coordinators• FV Steering Committee Coordination• Preparation for District Meetings – PETS / ASSEMBLY & CONFERENCE
    12. 12. Future Vision Structure………
    13. 13. New District 7020 FoundationWebsite………• Developed new D7020Foundation Websitewith Future Vision PilotMentor District 6970Via Webinarsrotaryfoundation7020.org• Working on interfacewithmatchinggrants.org
    14. 14. Challenges…• Not perfect…. Impersonal…. Non-visual• Audio but not Video – broadband-width• Educate - set and explain rules/protocols• Background noise…. Frogs and Dogs• Use headphones & microphone etc.• Booking system needed
    15. 15. Future Plans….• AG Communication and Training• Pre-PETS - Missed PETS• Future Vision Grant Management Seminars• Opportunities are almost limitless• Next Generation Webinars….. eg., Google Hangout• E-clubs via Webinar• Technology is only a tool
    16. 16. Thank you …. DISTRICT 7020’s COMMUNICATION TEAM!
    17. 17. Mario PaladiniDistrict 1940
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    40. 40. Rolando Cuadrado District 5450
    41. 41. Rolo Cuadrado, Colorado USA President, Rotary Club of Summit County, Colorado, 2011-2012 Chair, Rocky Mountain Young RYLA 2012 Vice-Chair, RI RYLA Committee, 2011-2012
    42. 42. Technophobia • More Rotarians have it than not • Understanding the simplicity of webinars will help
    43. 43. Webinars are easy • Just log on and listen • Live or recorded • Multiple listening options Phone Computer Headset
    44. 44. Minimal commitment • Participation level can vary • “Stalking” is OK
    45. 45. The Four P’s • Participate • Present • Promote • Prepare
    46. 46. Do it and you’re done • One hour • No updates required • No travel required • Easiest first step online
    47. 47. Be someone’s “Webinar Buddy” • Have a viewing party • Show fellow Rotarians how it works • Heckling is OK
    48. 48. Questions?
    49. 49. Thank you forparticipating! Webinars Made Easy

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