companies are usually scared about using these new tools inside their environments. at CI&T we've been trying HOAs with great success so I decided to put together this quick guide.

1. A guideline for using
Hangouts on Air for
Company Collaboration
(For Companies using Google Apps)
Collaborate. Innovate. Transform.
by Mars Cyrillo

2. Why Hangouts On Air and
not just Hangouts?

3. Normal Hangout:
● up to 10 people (15 if you are a
premium client)
● great for internal meetings or
meetings with a limited
number of external people
● cannot be streamed and/or
recorded automatically and
sent to your YouTube channel
● limited control tools
Hangout On Air (HOA):
● up to 10 people (15 if you are a
premium client) on your "panel"
and unlimited viewers on your
YouTube channel (live
streaming)
● great for webinars, allowing
people viewing the stream to
send questions through the
Q&A app.
● it will be automatically
recorded and sent to your
YouTube channel at the end

4. ● It's a free alternative to more
enterprise-established tools
like Gotomeeting,
Gotowebinar and Webex
● It's fully integrated with your
Google Apps environment
● It never requires you to
update software before
joining a session
Why Hangouts on Air can be great for your company:

5. ● You can leverage "Live
Apps" to enhance peoples’
experiences
● It will help you to build a
great YouTube channel
(with videos restricted to
your domain or public),
automatically
● It's a rapidly evolving tool.
Why Hangouts on Air can be great for your company:

6. Getting started!

7. There are two ways to start a
Hangout On Air:
1. from a personal Google+
Profile
2. from a Google+ Page you
moderate
Give preference to (2)
whenever you are promoting a
company-wide video event.
● Make sure you are all set with
Youtube: http://goo.gl/tCAlAJ
● plan before you schedule your
Hangout on Air

8. Optional: set your Youtube Channel defaults
New videos will be automatically
set to:
* Public - everyone can find it and
watch it
* Unlisted - everyone with the link
can watch it
* Private - you can define later
people, circles, or the entire Apps
domain to be able to find and
watch it

9. Step by step

10. ● Make a list of who you are
inviting to be in the video
session with you (guests)
● Define the dynamics of the
presentation and how you
expect people (with you and in
the streaming) to participate
● You will probably need support
from someone if you want to
show your face while showing a
deck of slides at the same time,
or to use two computers.
1. Planning

11. Suggestion 1: Panel
● ahead of the HOA, invite 3 to 4
guests that can discuss the
topics you will be presenting
and ask them to bring
questions
● invite one guest who will be
monitoring the Q&A and cue
you to answer the appropriate
questions from the streaming
● plan to use two computers
(more on this in the next slide)
Suggestion 2: Demos or Seminars
● ahead of the HOA, invite one guest
who will monitor the Q&A and cue
you to answer the appropriate
questions
● if you plan to invite more guests to
the video session, keep this number
low, because you want people to
focus on your projected screen.
● use just one computer where you
will project your screen (unless you
really want to show your face as
well)

12. 2 computers?
● When using two computers, the
computer where you start the
HOA will be the one with total
control of the session. Use it to
show your face, not a projected
screen,. For that use the other
computer.
● You can control what the
streaming audience is seeing
just by clicking on the
corresponding guest. Click
again for the streaming to
return to you
● The person helping you to monitor
Q&A should keep their camera off
and their mic on mute when not
speaking to avoid background
noise.
click on a guest to
show it in full
screen to the
audience, click
again to return the
streaming to your
screen
this can be you in another
computer sharing the
desktop screen (your deck).
Just click on it to show it to
the stream. Click again to
return to the main HOA
screen

13. 2. Scheduling the HOA
select Hangouts
from your
Google+ menu
1
click to start a
new HOA
2
Enter the details
of the HOA.
make sure you
only share it
publicly if you
intend to make it
listed to
everyone.
3
share it with some people
4

14. ● Remember, before step 4 in the
previous slide you have to make sure to
avoid "Public" unless this is your
intention. You can read more about this
on Google's help page: http://goo.
gl/fR3llf
● Since at the moment there is no sharing
restricted to your domain only, the
easiest way to proceed is to create a
Circle with people you want to invite
and then use that circle in the invitation
● Don't worry about including everyone at
this step because you will be able to
invite more people later, so consider
inviting the people who will be in the
video session with you only at this time
Tip: making sure only the right people are going to see it
Important: as of April 2014, there is no automatic
way to guarantee that the link to the streaming
video won't be shared by your employees to
external people, so I do not recommend using
HOA for strategic / sensitive communications.
When the video is in YouTube after the HOA is
done, you can control visibility and restrict it.

15. 3. Small edits and where you can invite everyone else 1/2
select Events
from your
Google+ menu
1
don't forget to
turn on the Q&A
2
Editing the event
details
3

16. 3. Small edits and where you can invite everyone else 2/2
You can add an
image banner
and edit details
1
All set, let's
share it!
2
on the Details box just
click on "Private Event" to
see who's been invited
3

17. 4. Checking invitees
select Events
from your
Google+ menu
1
Click here to go
to the event's
page for details
On the Viewers box you
can check statuses and
communicate with
invitees
2
3
Your Google+
page will receive
notifications as
well
4

18. Invitees have different opportunities to respond besides emails
Google+ Mobile
App It will appear in
your Google+
notifications
If you respond with
"YES" or "MAYBE", it
will go to your
calendar

19. 5. At the day of the Event: Run it!
select Events
from your
Google+ menu
1
Click here to go
to the event's
page for details
2
You are ready to start!
3

20. Start it from your event
page
1
I started it using a
Google+ page and I am
inviting myself so that I
can use 2 computers
2

21. This is where I started
the HOA and I am
showing my face
And this one is me in
another computer where I
am projecting my screen

22. As the person who started
the HOA you can click on
the person who will be
showing full screen on the
streaming. Click again and
the main HOA screen
goes back to the stream
(you in the video)
This can be turned on
with Hangout Toolbox
Apps and it's called Lower
Third
everything you say or do
before going ON AIR is
NOT going to be in the
final recording (Youtube)

23. Apps

24. chat with your guests
share your screen
if you want to share a deck full screen
you will need to share your entire
desktop (macs and pcs)
access questions from audience (more
on next slides)
take a screenshot of what you see
Cameramen (see more on next slides)
Hangout toolbox (more on next slides)
Control room (guests volumes and
video)
Silly effects ;)
More apps

25. your audience with the
streaming link may click
here to access another
interface and be able to
ask questions
you can access the Q&A
app to see questions
coming from your
audience

26. the streaming audience
will be able to ask you
questions almost as if
they were in the video
hangout
and you will see them
coming…
click select to mark it as
"being answered"

27. click on the person icon to
configure your lower third
1
enter the name, the
tagline, choose a logo (it
must be a squared image)
and divider line color
2
turn it on for it to go
on display
3
wanna reuse it later?
type a name and hit
"Save". you may then
click the "check" icon
to display the saved
lower third
4

28. you may also add an
overlay to your
image. it's frankly
hard to make it
useful

29. The cameraman app
provides useful settings
for the streaming
quick access to your
HOA's links

30. When your HOA is done, just wait for the
video to upload to youtube and go to
"video manager" to check permissions
(now you can restrict it to your domain, if you want)

31. Have fun and remember
that it will get better every
new session you try

32. www.ciandt.com/u/cyrillo
THANKS!