This document discusses challenges with hybrid committee meetings that involve both in-person and remote participants, and introduces Lucid Meetings as a solution. Hybrid meetings can result in awkward conversations, interruptions, people viewing different presentation pages, and difficulty taking notes. Lucid Meetings provides an integrated web conferencing and collaboration platform to address these issues, allowing committees to meet entirely online. It aims to prepare participants effectively and establish clear processes to facilitate successful online discussions.

1. Committee Meetings in the Cloud
Elise McIntosh, Lucid Meetings Co-Founder
Monday, April 14, 14

2. I agree!
Important Data
Notes
Face-to-Face Committee Meetings
Committee meetings require:
1. A way to talk to each other
2. A way to share documents
3. Someone to take notes
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3. • Meetings are primarily face-to-face with some
committee members unable to attend in person
• Remote members join by phone
• Material sent out by email
First Attempts: Hybrid Meetings
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4. Hybrid Meetings Create New Problems
Awkward conversation and interruptions
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5. Hybrid Meetings Create New Problems
Awkward conversation and interruptions
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6. Who just
joined?
Hybrid Meetings Create New Problems
Awkward conversation and interruptions
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7. Who just
joined?
Umm...
Hybrid Meetings Create New Problems
Awkward conversation and interruptions
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8. Who just
joined?
Umm...
Can you
repeat that?
Hybrid Meetings Create New Problems
Awkward conversation and interruptions
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9. Who just
joined?
Umm...
Sorry, that's
my dog.
Can you
repeat that?
Hybrid Meetings Create New Problems
Awkward conversation and interruptions
Monday, April 14, 14

10. Who just
joined?
Umm...
Sorry, that's
my dog.
Can you
repeat that?
Snzzrk..zzzzz
Hybrid Meetings Create New Problems
Awkward conversation and interruptions
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11. Hybrid Meetings Create New Problems
Awkward conversation and interruptions
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12. Hybrid Meetings Create New Problems
People looking at different pages in the
presentation
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13. Hybrid Meetings Create New Problems
People looking at different pages in the
presentation
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14. Important Data
Important Data
Important Data
Hybrid Meetings Create New Problems
People looking at different pages in the
presentation
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15. Hybrid Meetings Create New Problems
Harder to keep things straight when
taking notes
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16. Hybrid Meetings Create New Problems
Harder to keep things straight when
taking notes
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17. Notes
?
Hybrid Meetings Create New Problems
Harder to keep things straight when
taking notes
??
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18. Approach 1:
Member-Driven Solution
Approach 2:
Organization-Sponsored Solution
Two Ways Committees Introduce
Technology to Solve these Problems
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19. • Crafted from free or inexpensive technologies
• Highly tuned to the specific procedures and
needs of the committee
• Tribal initiation required: people have to be
trained on the technology to participate
• Adoption limited by complexity
Member-Driven Solutions
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20. Examples of Member-Driven Solutions
• Phone/VoIP combined with
• Chat
(Yahoo Chat, Skype, IRC)
• Online document repositories
(Google Docs, FTP server, SharePoint)
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21. Organization-Sponsored Solutions
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22. • Based on commercial web conferencing
Organization-Sponsored Solutions
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23. • Based on commercial web conferencing
• Generic solutions with procedural support from
staff and/or committee leaders
Organization-Sponsored Solutions
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24. • Based on commercial web conferencing
• Generic solutions with procedural support from
staff and/or committee leaders
• Adoption constrained by cost
Organization-Sponsored Solutions
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25. Most Popular
Organization-Sponsored Solutions
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26. Alternative Technologies
Electronic Meeting Systems
Video Conferencing
Virtual Reality
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27. Key to Successful Online Meetings
• Preparation, preparation, preparation!!!!
• Distribute material in advance
• Know your tools (and have a backup)
• Establish ground rules
• Share responsibility
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28. Distribute Material
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29. Select the Right Tool
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30. Meeting Roles
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31. • Budget
• Members use different kinds of computers
- harder to support people joining meetings
• Group size and governance requirements add complexity
- harder to juggle all the tools needed to track the
meeting
• Different levels of member involvement per committee
- harder to ensure equality of service across committees
• Members are busy volunteers
- harder to keep engaged
Ongoing Technology Challenges
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32. Colla
boration
Web Confere
ncing
The Lucid Meetings Approach
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33. For more information about how Lucid Meetings solves the
common meeting technology problems faced by committees,
visit us at:
http://www.lucidmeetings.com
or schedule a complimentary 30-minute consultation to
discuss your committee’s meeting technology needs.
Learn More
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