Rtvc Virtual Conference Summary 09.05.09 Lessons

Real-time Virtual Collaboration Global Conference May 9, 2009

Overview © 2009 Radical Inclusion Redefining Collaboration for Organizations and Communities in a Connected World
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

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

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:
RTVC Steering Group : the organizers ran a separate Skype Chat allowing them to interact with each other in real-time.
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.

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

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

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 Redefining Collaboration for Organizations and Communities in a Connected World

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

Collaboration Tool Features Used © 2009 Radical Inclusion Redefining Collaboration for Organizations and Communities in a Connected World Tools VOIP Chat White Board Mind Map Notes 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

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 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.

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 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 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

Rtvc Virtual Conference Summary 09.05.09 Lessons

by Radical Inclusion on Jan 20, 2010

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