Virtual Open Space Conference 5.09

Real-time Virtual Collaboration Global Conference May 9, 2009

Overview •  Total Conference Registration: 153 •  Country Representation: 30 •  4-Hour Virtual Global Conference •  7 Web Collaboration Tool-Platform •  Conference Sign-ons: 53 •  Country Representation: 19 •  Participant cost – free •  Time to design, plan and implement: 4 weeks © 2009 Radical Inclusion 2 Redefining Collaboration for Organizations and Communities in a Connected World

Conference Design •  Convening method: adaptation of Open Space Technology –  Low structure facilitation method: good for convening highly diverse interest groups, scales to any size gathering •  Theme What tools and principles do we need to help change unfold? Social and technological development means better organizations and a better world. •  Opening and closing sessions convene in Skype Chat –  Opening facilitated introductions, support topic contributions, establish basic online conventions for communications –  Closing facilitate to gather feedback and share experiences and learning from break-out sessions –  Break-out sessions facilitated by participants © 2009 Radical Inclusion 6 Redefining Collaboration for Organizations and Communities in a Connected World

Conference Operations Chat Back Channels: Due to the fact that the conference is virtual, it provides the opportunity to incorporate asynchronous communications channels both before, during and after the conference. This changes the dynamics of interaction and makes the virtual experience unique. We are still analyzing the implications of this, and the best way to take advantage of this fact. We ran two Back Channels: 1. RTVC Steering Group: the organizers ran a separate Skype Chat allowing them to interact with each other in real-time. 2. Help Desk: we ran a Skype Chat for those that had technical difficulties and needed our assistance. VOIP Back Channels: The steering group used Team Speak VOIP in order to stay in touch during the conference. Facilitation/Interaction Protocols: • ALL CAPS: In order to get peoples’ attention • PLEASE STOP CHAT NOW: we used TO request people pay attention in advance of general announcements to the group. • #: use # after one is finished typing to indicate completion in collaborative space. General Session Facilitation Techniques: Opening and Closing facilitators prepared material tin advance, previously typed into a text editor or other tool. © 2009 Radical Inclusion 8 Redefining Collaboration for Organizations and Communities in a Connected World

Track 1 Sessions Time Topic Tools Session1.1 (14.30 - Collaborative Intelligence in the Workplace Yuuguu, Skype, 15.30) Mindmeister Session 1.2 (14.30 Communication tools for the Manager 2.0 Skype, Etherpad, - 15.30) Bluekiwi Session 1.3 (14.30 Interdependence between collaboration and teamspeak and - 15.30) technology mindmeister Session 1.4 (14.30 OpenMoney: connecting social entrepreneurs Twitter, Skype, if - 15.30) with new currencies needed Session 1.5 (14.30 - Global Skills Etherpad (meeting 15.30) place) Session 1.6 (14.30 Introducing Social Media to large organisations Twitter (via - 15.30) TinyChat) --you do not need to have a twitter account to use it © 2009 Radical Inclusion 9 Redefining Collaboration for Organizations and Communities in a Connected World

Track 2 Sessions Time Topic Tools Session 2.1 Community owned Skype (15.45- 16.45) communications infrastructure Session 2.2 New Change Dimdim (15.45 - 16.45) Management Approach in 21st Century Session 2.3 Collective action vs. Twitter and TinyChat (15.45 - 16.45) follow the leader vs. http://tinychat.com/ just hanging out bed7j# together © 2009 Radical Inclusion 10 Redefining Collaboration for Organizations and Communities in a Connected World

Discussion Forums & Marketplace Before and During Conference : An online discussion forum served as a marketplace for conveners to post session descriptions, early reading and reference information. For participants the marketplace served as a place to connect and begin early conversations. Online Real-time Conference Programming: Google docs was used to a break-out table which listed sessions by track # and time. Post Conference: The same discussion forums continued to connect participants, extend conversations, and provided a place to outcomes on the sessions as well as feedback on conference sessions and experience. © 2009 Radical Inclusion 11 Redefining Collaboration for Organizations and Communities in a Connected World

Open Collaboration Platform Dimdi m Mind Tiny Meister Back Channel Chat Team Skype Speak Blue Chat Opening & Closing Yuuguu Kiwi Skype Chat Etherp Twitter pad Team Speak © 2009 Radical Inclusion Redefining Collaboration for Organizations and Communities in a Connected World 12

Collaboration Tool Features Used Tools VOIP Chat White Mind Notes Board Map Blue Kiwi Enterprise Social Networking Dimdim ?? EtherPad Collaborative Note-taking MindMeister Visual Mapping Skype Monitor Chat Activity TeamSpeak TinyChat Twitter Real Time Micro Blogging YuuGuu Secure Screen Sharing © 2009 Radical Inclusion 13 Redefining Collaboration for Organizations and Communities in a Connected World

Preparing to Convene Prepare by Writing: This is especially important for session conveners, but important for participants as well. Questions, arguments etc. can be captured in advance of a session making interaction more effective and efficient during all sessions. Technology Orientation: Allow time in advance of the conference, as well as at the beginning of break-out sessions to familiarize participants with the tools being used. This is particularly important case when different sessions utilize different tools. © 2009 Radical Inclusion 14 Redefining Collaboration for Organizations and Communities in a Connected World

Use of Real-time Micro Blogging Twitter Volume: Shortly after the conference closing?, there were roughly 300 tweets referencing our hashtag: the #rtvc. Twitter Strategy: For some it was difficult to participate in conference and participate on Twitter simultaneously. It may be advantageous to have people dedicated to twittering. • User twitter to share headlines, i.e. short impressions of what is happeing and what participants feel is important. • Retweet as: all #rtvc (session name) hashtag and encourage retweeting. © 2009 Radical Inclusion 15 Redefining Collaboration for Organizations and Communities in a Connected World

Early Conclusions Run Multiple Channels: Operating in virtual space involves running parallel channels simultaneously, some are synchronous (real- time) and others are asynchronous. Facilitation and Virtual Skills: As in the physical world, skillful facilitation assists in communications, meaning-making and the ability to act and make progress. The virtual environment, new conventions and specific skills are needed to take advantage of online power to connect as well as skills needed to connect interest groups and cultures. Cost Effective: A lot can be done with free tools – one can run global real-time conferences effectively and efficiently. This conference was designed and implemented in 4 weeks. Initially, Content Discussions Can Be Limited: The learning curve associated with using virtual online technology varies by person. For those lacking experience and skill, the depth and breadth at which they can engage may be more limited than in real-world conferences. © 2009 Radical Inclusion 16 Redefining Collaboration for Organizations and Communities in a Connected World

Early Conclusions continued Customization: Specific tool choice, conference/meeting design, skills training and logistics can be customized to meet the mission of event hosts and needs of participants. Fragmentation of Collaboration Tools Market: Provides many innovative opportunities for online collaboration, but dizzy array of choices can be overwhelming; need for multiple sign-ons are problematic. © 2009 Radical Inclusion 17 Redefining Collaboration for Organizations and Communities in a Connected World

References •  VOIP- voice over internet protocol – allows voice conversations over the web •  Chat – allows real time text conversations over the web •  Forum – online discussion spaces •  Open Space – meeting facilitation technique developed by Harrison Owen, often used to convene groups with diverse backgrounds and interests. •  Mindmap – visual mapping technique often used for brainstorming © 2009 Radical Inclusion 18 Redefining Collaboration for Organizations and Communities in a Connected World

Virtual Open Space Conference 5.09

by Lucy Garrick on Dec 02, 2009

Accessibility

Categories

Tags

Upload Details

Usage Rights

1 Embed 5

Statistics

Virtual Open Space Conference 5.09 — Presentation Transcript