The document summarizes a 4-hour virtual global conference with 153 total registrations from 30 countries. It discusses the 7 web collaboration tools used, conference design and flow, sessions on various collaboration topics, and early conclusions about convening virtual conferences in a cost-effective way while requiring new facilitation skills to optimize engagement in an online environment.

1. Real-time Virtual
Collaboration
Global Conference
May 9, 2009

2. 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
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5. Mind Map Links Activities
Before, During and After
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6. 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
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7. Conference Flow
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8. 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.
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9. 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
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10. 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
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11. 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.
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12. 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
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13. 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
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14. 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.
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15. 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.
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16. 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.
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17. 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.
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18. 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
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