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Energizing Online Meetings Web Conferencing for Poverty Law October 2007 www.lsntap.org.

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Presentation on theme: "Energizing Online Meetings Web Conferencing for Poverty Law October 2007 www.lsntap.org."— Presentation transcript:

1 Energizing Online Meetings Web Conferencing for Poverty Law October 2007

2 Overview of Session Get Acclimated to the Room Get Acclimated to the Room The Power of Web Conferencing for Poverty Law What is It and Why do We Care? The Power of Web Conferencing for Poverty Law What is It and Why do We Care? LegalMeetings in Action LegalMeetings in Action Exploring the LegalMeetings Room Exploring the LegalMeetings Room Energizing Online Meetings & Trainings Energizing Online Meetings & Trainings

3 Panelist Control Panel Reduce Panel with GrabTab View Full Screen Mode Move Control Panel (Put cursor on any textured area to drag) Anchor Your Panel (or subpanels) with thumbtack Question & Answers (goes to Organizers) Chat (goes to all Panelists -- All of You) Smiley Face, Presenter, Keyboard, Color of Your Pen!

4 Mute Yourself… Using GoToMeeting Phone: -- To MUTE: *6 -- To UNMUTE: *6

5 Exercise: Quick Poll How many of you have used Legal Meetings before? How many of you have used Legal Meetings before? How many of you have used GoToWebinar to train staff in your program? How many of you have used GoToWebinar to train staff in your program? How many of you have hosted a Legal Meetings meeting before? How many of you have hosted a Legal Meetings meeting before?

6 Exercise: Chat & Brainstorming List some of the ways your program has used Legal Meetings effectively? List some of the ways your program has used Legal Meetings effectively? If not applicable, write the main reasons your program has not used or cannot use LegalMeetings. If not applicable, write the main reasons your program has not used or cannot use LegalMeetings.

7 Overview of Session Get Acclimated to the Room Get Acclimated to the Room The Power of Web Conferencing for Poverty Law What is It and Why do We Care? The Power of Web Conferencing for Poverty Law What is It and Why do We Care? LegalMeetings in Action & Exploring the LegalMeetings Room LegalMeetings in Action & Exploring the LegalMeetings Room Energizing Online Meetings & Trainings Energizing Online Meetings & Trainings

8 Power of Web Conferencing Allows our program to do things we could have never envisioned doing. -- David Tilove, PennsylvaniaAllows our program to do things we could have never envisioned doing. -- David Tilove, Pennsylvania …saved our program money & staff time -- we would have had to drive to offices to transition to a new case management system. -- Jackie Taylor, Georgia …saved our program money & staff time -- we would have had to drive to offices to transition to a new case management system. -- Jackie Taylor, Georgia

9 Introducing Web Conferencing Web Conferencing is a tool that allows everyone to see the same thing on their computer while on the phone. LegalMeetings is a web conferencing tool for the poverty law community. It has other features that encourage participation and INTERACTION.

10 What Is LegalMeetings? Web Conferencing that uses Citrix Technology Web Conferencing that uses Citrix Technology GoToMeeting or GoToWebinar GoToMeeting or GoToWebinar Facilitates meetings, collaborations, discussions, co-editing/review of documents, tech support, and team- building. Facilitates meetings, collaborations, discussions, co-editing/review of documents, tech support, and team- building.

11 How Did We Get LegalMeetings? Legal Meetings was funded by an LSC Technology Initiative Grant in NTAP manages this grant, which is received by Center for Arkansas Legal Services. The entire community benefits by subscribing together, reducing costs to use it.

12 LegalMeetings Solves… We cant afford training. We cant afford training. You need to drive to this office because they need training…software support…mentoring… You need to drive to this office because they need training…software support…mentoring… Can you go to page 6 in the second paragraph…wait, do you have the right version? Let me it to you. Can you go to page 6 in the second paragraph…wait, do you have the right version? Let me it to you. All these become No Mores with LegalMeetings.

13 Web Conferencing for Legal Aid Case Reviews across offices (review pleadings) Case Reviews across offices (review pleadings) Meeting of Computer Responsible Person monthly to review protocols Meeting of Computer Responsible Person monthly to review protocols Training for advocates Training for advocates Meeting one-on-one with a senior lawyer in another office Meeting one-on-one with a senior lawyer in another office All staff meetings All staff meetings

14 Overview of Session Get Acclimated to the Room Get Acclimated to the Room The Power of Web Conferencing for Poverty Law What is It and Why do We Care? The Power of Web Conferencing for Poverty Law What is It and Why do We Care? LegalMeetings in Action LegalMeetings in Action Energizing Online Meetings & Trainings Energizing Online Meetings & Trainings

15 Georgia Legal Services Program 11 offices for GLSP, 5 of them require an overnight stay for a visiting staff from another office due to distance. 11 offices for GLSP, 5 of them require an overnight stay for a visiting staff from another office due to distance. Average distance 3.5 hour one way Average distance 3.5 hour one way In 2006: changed the Case Management System In 2006: changed the Case Management System

16 LegalMeetings: Georgia They had planned on two people providing training to all offices at least twice. Instead… They had planned on two people providing training to all offices at least twice. Instead… Held 47 trainings on LegalServer (their CMS) covering: new timekeeping, case handling software, and policies. Held 47 trainings on LegalServer (their CMS) covering: new timekeeping, case handling software, and policies. Saved an estimated 630 hours of driving time Saved an estimated 630 hours of driving time Calculated soft savings of $23,424 for GLSP Calculated soft savings of $23,424 for GLSP

17 A Look at Ohio: Advocates for Basic Legal Equity Hired 10 AmeriCorps lawyers across the state to help in consumer law Hired 10 AmeriCorps lawyers across the state to help in consumer law But…only 1 expert Consumer lawyer to train them. But…only 1 expert Consumer lawyer to train them. LegalMeetings helps them train on laws, briefs, issues, and strategies. LegalMeetings helps them train on laws, briefs, issues, and strategies. 1 Consumer lawyer can more effectively train 10 rather than drive to each or spend money on in-person trainings. 1 Consumer lawyer can more effectively train 10 rather than drive to each or spend money on in-person trainings.

18 Community Legal Services Mid Florida Helpline has two main staff centrally located. Calls are routed to staff across 8 offices. Had expected to send the trainers to each of the 8 offices to train staff and answer questions for Helpline. In 2006, used LegalMeetings Web Conferencing instead. Reinvented support and training on the Helpline. More frequent meetings. Less travel.

19 California Rural Legal Assistance 20 offices across California Depend on LegalMeetings Web Conferencing for all aspects of communication and training: Remote desktop technical support Administrative training of legal secretaries Task force meetings and online trainings focused on our priority areas (labor, housing, etc.) Personnel trainings on HR topics such as sexual harassment, benefits, etc. General staff training on use of our case management system

20 Northwest Justice Project Training problem: large multi-office statewide program. Very expensive and time consuming to do in person trainings. Training problem: large multi-office statewide program. Very expensive and time consuming to do in person trainings. Solution: Friday Fundamentals. Short webinars using LegalMeetings, held on select Fridays on tech topics of interest to all staff. Solution: Friday Fundamentals. Short webinars using LegalMeetings, held on select Fridays on tech topics of interest to all staff.

21 North Penn Legal Services NPLS serves 20 counties in Northeastern Pennsylvania from 12 offices ranging from 1 staff to 20. Approx staffing: 30 attorneys, 16 paralegals, 33 support and admin About 10,000 square miles. Program budget of $6 million. Merger in 2001 from 4 pre-existing programs. NPLS serves 20 counties in Northeastern Pennsylvania from 12 offices ranging from 1 staff to 20. Approx staffing: 30 attorneys, 16 paralegals, 33 support and admin About 10,000 square miles. Program budget of $6 million. Merger in 2001 from 4 pre-existing programs. Problem? Software needs to be supported. Two tech staff Problem? Software needs to be supported. Two tech staff PRIME Case management PRIME Case management WordPerfect - migrating to Word WordPerfect - migrating to Word HotDocs (using National Server) HotDocs (using National Server) Bankruptcy software (Top Form and New Hope) Bankruptcy software (Top Form and New Hope)

22 North Penn Legal Services North Penn Legal Services LegalMeetings 3 staff are now hosting regular meetings and trainings. Used 5 or 6 times a week. Very easy to set up and for staff to get on. Some training examples: First training of non-centralized intake staff on using structured intake questions in PRIME ( VLAS TIG project adapted for PA by NPLS) 1 hr 15 minutes, 8-10 intake staff Secretary wanted to know how to get a report from PRIME of her offices open dependency and termination cases showing the court docket number for the case of each child in the family. (Published court schedule shows docket # but not name)

23 Sound familiar? Legal Services of South Central Michigan (techie trainings and meetings) National Health Law Program (meetings and large webinars) And more…

24 Web Conferencing Options Free and easy (for one-on-one meetings only) CrossLoop (www.crossloop.com) CrossLoop (www.crossloop.com)www.crossloop.com TeamViewer (www.teamviewer.com TeamViewer (www.teamviewer.comwww.teamviewer.com LegalMeetings Web Conferencing Uses Citrix GoToMeeting & GoToWebinar Uses Citrix GoToMeeting & GoToWebinar $ /month per program $ /month per program Easy to use Easy to use All functionality All functionality

25 A Closer Look at LegalMeetings Web Conferencing Functions GoToMeeting Share Documents Share Documents Co edit documents Co edit documents Tech Support Tech Support Chat Chat GoToWebinar Share Documents Share Documents Co edit documents Co edit documents Tech Support Tech Support Chat Chat Polling Polling Surveys Surveys Reporting Reporting QuickPoll QuickPoll

26 LegalMeetings GoToMeeting Up to 26 attendees Up to 26 attendees EASY to USE EASY to USE Limited Reporting Limited Reporting Meeting date, attendee number Meeting date, attendee number Limited Functionality Limited Functionality Chat Chat GoToWebinar Up to 1000 attendees Up to 1000 attendees Registration Required Registration Required Advanced Reporting Advanced Reporting Whos registered Whos registered Who attended Who attended How interested How interested Functionality Functionality Polls Polls Surveys Surveys QuickPoll QuickPoll

27 LegalMeetings Pricing Structure for LegalMeetings < $500,000 $500,000 - $1,000,000 $1,000,000 - $1,999,999 $2,000,000 - $4,999,999 > $5,000,000 LSC funded $10/mo$18/mo$22/mo$25/mo$32/mo Non LSC funded $40/mo

28 LegalMeetings Sign Up Sign a contract (http://lsntap.org/LM_HowtoSignUp) Sign a contract (http://lsntap.org/LM_HowtoSignUp) Complete online registration form Complete online registration form (http://survey.lstech.org/phpsur/index.php?sid=403) (http://survey.lstech.org/phpsur/index.php?sid=403)http://survey.lstech.org/phpsur/index.php?sid=403 You receive an with a link. Set up your password and account login. Share with others on staff. You receive an with a link. Set up your password and account login. Share with others on staff.

29 Start or Schedule a Meeting from Program Tray or Outlook This is your program tray. The Citrix icon sits here as well. If it doesnt, drag it there from your desktop.

30 Schedule Meeting: Enter Meeting Info Schedule a Meeting or Meet Now To Edit a Meeting: Select My Meetings… To Start a Meeting, Select My Meetings…

31 Exploring LegalMeetings What Does the GoToMeeting Meeting Room Look Like?

32 Attendees Control Panel (What attendees see on GoToMeeting) GrabTab: Minimize Click on the Arrows to minimize your panel Attendees See who is attending See your pen color Chat Chat with others & ask Qs See the TO button? Click for drop down for sending options.

33 Only Organizers Have This Panel Show Screen | Give Keyboard Control (Co-Edit) | Change Presenter

34 GrabTab:Organizers Minimize the Control Panel Pause your Screen Sharing Shortcuts to: Share Your Screen Give Keyboard Control Away Annotate the document (and permit attendees to annotate) What is Off Air? Off Air: You are not showing your screen. Attendees see Waiting Room. On Air: Attendees see your screen. Paused: Attendees see snapshot of whatever you were just sharing. You can go elsewhere on your computer and they cant see that.

35 Three Steps to Webinars.

36 Overview of Session Get Acclimated to the Room Get Acclimated to the Room The Power of Web Conferencing for Poverty Law What is It and Why do We Care? The Power of Web Conferencing for Poverty Law What is It and Why do We Care? LegalMeetings in Action LegalMeetings in Action Energizing Online Meetings & Trainings Energizing Online Meetings & Trainings

37 Energizing Online Meetings Energizing… Energizing… Staff to use web conferencing as part of their daily work Staff to use web conferencing as part of their daily work Your own online meetings and trainings to make them useful and foster interaction Your own online meetings and trainings to make them useful and foster interaction

38 Getting Staff to Use It Manage the details -- make sure it is installed on their machine Manage the details -- make sure it is installed on their machine Start small -- instead of ing them a document to review, ask them to join the meeting Start small -- instead of ing them a document to review, ask them to join the meeting Start with things they need to demonstrate its usefulness: tech support, training, mentoring, collaboration Start with things they need to demonstrate its usefulness: tech support, training, mentoring, collaboration Mandate it -- leaders are examples Mandate it -- leaders are examples

39 Energizing Online Meetings Get them to come Get them to come Get them to come back Get them to come back Let them enjoy being there. Let them enjoy being there.

40 Come & Come Back Tips from Northwest Justice Tip 1: Talk it Up Hi Everyone: Our first training was a success! We had about 26 participants; 19 logged on. Next training: Friday, January 12th (They will be the 2nd Friday of every month.) Next training: Friday, January 12th (They will be the 2nd Friday of every month.) Time: 1:30pm to 3:00pm (We are extending trainings by 30 minutes to have time for questions- some may end earlier- you can come and go as you please.) Time: 1:30pm to 3:00pm (We are extending trainings by 30 minutes to have time for questions- some may end earlier- you can come and go as you please.) Subject: Working with Graphics in Microsoft Office Suite applications Subject: Working with Graphics in Microsoft Office Suite applications Trainer: Sandy Rylander Trainer: Sandy Rylander Contact: Bridgette if you plan to attend. Contact: Bridgette if you plan to attend.

41 Tip from Northwest Justice Keep the Communication Open Talk it up in newsletters: The Friday Fundamentals series of 1.5 hour trainings over GoToMeetings.com continues to be a big success! 119 people from various geographic corners of the Alliance have participated in the first six trainings, which have included Creating Fill-In Forms, Tables of Contents, Working with Graphics, Using Styles, Using and Creating Tables in Word and Outlook Q &A. Trainings are held on-line on the 2nd Friday of each month. announcements are sent out to the ATJ Leadership listserv and to all NJP staff. Watch your for the announcement of the September training.

42 Tip 2: Keep the Momentum Going Hi Everyone: Our second training was a success! We had about 19 participants; 17 logged on thru Webex and got great hints on using Graphics, Next training - #3: Friday, February 9th (They are always the 2nd Friday of every month.) Time: 1:30pm to 3:00pm (We are extending trainings by 30 minutes to have time for questions- some may end earlier- you can come and go as you please.) Time: 1:30pm to 3:00pm (We are extending trainings by 30 minutes to have time for questions- some may end earlier- you can come and go as you please.) Subject: Creating/Updating a Table of Contents, Page Numbering, and Section Breaks in Word Subject: Creating/Updating a Table of Contents, Page Numbering, and Section Breaks in Word Trainer: Sandy Rylander Trainer: Sandy Rylander Contact: Bridgette if you plan to attend. Contact: Bridgette if you plan to attend.

43 LegalMeetings Tips Successful Smaller Meetings Interaction online is… Interaction online is… Taking notes during the call for everyone to see Taking notes during the call for everyone to see Editing a document together Editing a document together Chatting during the session to answer questions Chatting during the session to answer questions Smaller meetings Smaller meetings Use the phone and simple online techniques of sharing your computer with others Use the phone and simple online techniques of sharing your computer with others Larger meetings and trainings Larger meetings and trainings Require preparation Require preparation Structured interaction Structured interaction Ice breakers Ice breakers

44 GoToMeeting Tips Smaller Meetings Introduce your online space to attendees Introduce your online space to attendees Sample PowerPoints for G2M and G2W are online at Sample PowerPoints for G2M and G2W are online at Give people ability to chat and see attendees Give people ability to chat and see attendees File | Allow Attendees to Chat and View Attendee List File | Allow Attendees to Chat and View Attendee List Know what youre sharing Know what youre sharing Have pop-ups you dont want anyone else to see? Share application, not entire computer desktop. Have pop-ups you dont want anyone else to see? Share application, not entire computer desktop. Give people files before hand Give people files before hand

45 GoToWebinar Tips Trainings & Larger Meetings Introduce your online space to attendees Introduce your online space to attendees Sample PowerPoints for G2M and G2W are online at Sample PowerPoints for G2M and G2W are online at Remind people how to mute their phones Remind people how to mute their phones Beginnings are important Beginnings are important Know what youre sharing Know what youre sharing Have pop-ups you dont want anyone else to see? Share application, not entire computer desktop. Have pop-ups you dont want anyone else to see? Share application, not entire computer desktop. Foster interaction & participation: polling, yes/no questions, surveys, annotation Foster interaction & participation: polling, yes/no questions, surveys, annotation

46 GoToWebinar Tips A Closer Look at Online Interaction Share Stuff Share Stuff Polling -- get feedback quickly Polling -- get feedback quickly Annotation -- for 3-D polling Annotation -- for 3-D polling Chat for Brainstorming Chat for Brainstorming QuickPoll QuickPoll

47 Feature in Action: Share Share Anything on Your Screen: Share Anything on Your Screen: Share a Document: A staff person can look at your Excel file even if they dont have Excel. And they or you can edit the document in real time and save changes. Share a Document: A staff person can look at your Excel file even if they dont have Excel. And they or you can edit the document in real time and save changes. Your Desktop in Full Your Desktop in Full A Web Browser A Web Browser Anything Anything

48 Exercises for Share 1. Review and Edit an Answer and Counterclaim. 2. Review a Budget. 3. Co-Edit (Remote Control): I have drafted the first version of a letter that I want you to edit.

49 Feature: Annotate Annotate: Highlight your reference. Annotate: Highlight your reference. Annotate: Conceptual Polling Annotate: Conceptual Polling Example: Poll of technology training by office Example: Poll of technology training by office

50 Feature: Annotate RSS & XML for Litigators 50 Tech Tips Word for Litigators D.C. Office North Carolina Los Angeles

51 Feature: Chat Chat allows people to ask questions. Chat allows people to ask questions. Chat allows everyone to talk at the same time Chat allows everyone to talk at the same time Brainstorming Brainstorming Feedback Polling for complicated or pre-planned polls Feedback Polling for complicated or pre-planned polls Interactivity during a training Interactivity during a training Aids Q & A of a larger group Aids Q & A of a larger group

52 Example: Chat Brainstorming Staff Retreat Planning Meeting: Write 3 substantive impact issues you want discussed at the staff retreat? Staff Retreat Planning Meeting: Write 3 substantive impact issues you want discussed at the staff retreat? Statewide Website Committee Meeting: What are five content areas you have searched for and would want more information on? Statewide Website Committee Meeting: What are five content areas you have searched for and would want more information on? Outreach brainstorm: what are three organizations or places to do outreach that would reach our client community? Outreach brainstorm: what are three organizations or places to do outreach that would reach our client community? Hotline input: What are the top three legal areas you see no service provided with high requests? Hotline input: What are the top three legal areas you see no service provided with high requests?

53 Our Exercise What are the three things you would prevent you from using LegalMeetings in your daily work life? What are the three things you would prevent you from using LegalMeetings in your daily work life? What are suggestions for overcoming those barriers?

54 Exercise: Quick Poll Legal Services Setting Legal Services Setting 1. Board Meeting: Count votes on a motion. 2. Staff Meeting: Assess need. (How many would be interested in an advanced CMS training?) 3. Training: Ask questions. Assess learning. Remember Some Tips: Precise Instructions Remember Some Tips: Precise Instructions Raise your hands now Raise your hands now OK, lower your hands OK, lower your hands Janis, your hand is still raised Janis, your hand is still raised

55 Exercise: Chat Chat allows everyone to talk at the same time Chat allows everyone to talk at the same time Brainstorming Brainstorming Feedback Polling for complicated or pre- planned polls Feedback Polling for complicated or pre- planned polls Interactivity during a training Interactivity during a training Aids Q & A of a larger group Aids Q & A of a larger group

56 Exercise: Chat & Brainstorming Problem to Brainstorm (Topic): Problem to Brainstorm (Topic): 1. Pick a strong topic 2. Use a prompt – Question – Picture 3. Summarize as you go along 4. Use assistant(s) to track answers and participation Raising hands Raising hands Who hasnt spoken yet? Who hasnt spoken yet? 5. Save results later if desired

57 Interactivity: Polling 1. Ask precise questions Yes/No Yes/No Multiple, exclusive, and exhaustive choices Multiple, exclusive, and exhaustive choices 2. Prepare before-hand 3. How to: – You type in Questions and Answers into Polling Area. – You Open the Poll. – You Close the Poll and Share Results. 4. You can save poll results.

58 Ice Breakers Gives you some time Gets people used to the tool Gets everyone comfortable with the online space Prepares participants for the content -- best to integrate with presentation

59 GoToWebinar Tips Ice Breakers Your favorite vacation spot! Your favorite vacation spot! Share a picture Share a picture Play games Play games Poll your crowd Poll your crowd

60 Where Are You?

61 Favorite Vacation Spots

62 Pictionary

63 Jeopardy! Private LL-T Predatory Lending Child Custody and Support Public Benefits Earned Income Tax Credit $100$100$100$100$100 $200$200$200$200$200 $300$300$300$300$300 $400$400$400$400$400 $500$500$500$500$500

64 And More… GoToWebinar Best Practices

65 Additional Resources


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