Synchronous States:

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Synchronous States

• a workshop and live demonstration of synchronous
  technologies ACURIL XXXVIII - Jamaica 2008

John Fracasso (BA,MLS) Manager - Computing
Services Faculty of Information and Media
Studies University of Western OntarioLondon,
Ontario, Canada

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With thanks to

• This presentation will be posted to
• http//research.fims.uwo.ca/acuril

• Mr. Shankar Lall
• setup and coordination Jamaica
• Ms. Adele Merritt Bernard

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Outline and take aways

• overview of synchronous technologies
• how they are used today in general and in
  libraries
• specific examples of some low/ no cost
  applications you can use
• questions

• Take Aways
• Tools discussed are primarily Hosted Online
  Services
• many of the low /no cost tools are just being
  developed and require patience
• just start using a variety of these tools and
  find the ones that are the best fit for you and
  your organizations
• use the right tool for the task at hand eg dont
  use a webconference when a one line email will do
  and vis versa dont write a 20 page email when a
  10 minute virtual meeting is the better choice.

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Collaborative virtual environment

• includes synchronous
• Audio
• Video
• Messaging
• Whiteboards
• Shared desktop

• includes Asynchronous
• Email
• Static Web pages
• Project management
• Tasks to do
• Calendars
• Forums / Wikis /Blogs
• Document / Data storage
• Versioning
• Check in / out
• An Example - Microsoft Sharepoint

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Synchronous Tools

• web, video and audio - conferencing
• real time text based software eg Instant
  Messaging, chat rooms

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Why Synchronous

• Just one important piece of a virtual
  collaborative environment

• multi sensory
• picture is worth a thousand words
• real time interactions
• feedback is instant
• distance not a barrier - collaborate with people
  from anywhere
• distance can be across an island or across an
  ocean
• further apart the greater the cost savings ie
  plane fares
• green reduce CO2 footprint ?

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Who is using this stuff and for what ?

• Lots of people for lots of things
• Dedicated uses at first eg-
• telephone like applications
• teleconferencing morphed to Voip eg Skype,
  Vontage
• realtime video conferencing
• dedicated hardware point to point morphed to
  webconferencing/webinars WebEX
• quick series of email morphed into Instant
  messaging chat
• MSN, Yahoo etc

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Synchronous tools now much more common place

• Webconferencing regularly used for
• Training
• Sales
• virtual presentations
• Brain storming
• Project management
• Social networks
• Business sales, support
• Education

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Group Work

• Quality of interactions important
• Using the right communication channel for the
  topic
• Email is NOT good for complex interactions
• Virtual Face to Face (F2F) much better for
  certain activities
• How to work together virtually is a learned skill

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Uses in Libraries

• Training
• Allow expert guests to interact with local
  audience
• Consultation
• Researchers
• Patrons that are remote or with disabilities
• Virtual reference
• Collaborative initiatives

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Specific Library Related Examples

• Pace university library reference is on demand
• link from any library catalogue page to a
  librarian via voice over IP and text chat
• http//findarticles.com/p/articles/mi_m0EIN/is_200
  1_Nov_5/ai_79732408
• Webjunction (gates foundation and oclc ) is a
  cooperative of library staff sharing and using
  online resources that enables them to identify
  and embrace appropriate technologies and apply
  them to their daily work.
• Uses Wimba to offer real time workshops on a
  variety of topics
• http//www.webjunction.org/do/Navigation?category
  12365
• OPAL is an international collaborative effort
  by libraries and other organizations to provide
  web-based programs and training for library users
  and library staff members
• http//www.opal-online.org/

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ACURIL Examples ?

• Conference
• online workshops like this one!
• preparation for
• organization of
• live broadcast of parts for individuals that can
  not go
• provide recorded segments

• Committees and SIGS
• provide opportunity to forward projects during
  the entire year
• Governance
• Executive meetings that dont always require a
  flight

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Features to consider

• costs purchase /rent
• minimum system requirements
• ease of use how complex
• sharing desktops / browsers / mics

• polling / text chat / whiteboard / presentation
• recording of presentation / chat
• install client vs plugin vs flash/java
• number of rooms/users supported
• controls moderator / user

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Challenges

• can be expensive
• low cost alternatives often lack full features,
  are early in development or limited in numbers of
  participants
• ads
• beta and startup companies may or may not be
  around (dont put all eggs in one basket)

• reliable, nimble data network required
• must be scheduled
• more complex and prone to problems
• may need technical support / security?
• new way of doing things takes time and practice
  to use it well

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ModelsLocal Installation vs Online Service

• Local running on your own desktops and servers
• Open Source software is most economical
• appliances now on the market eg Rhub
• need in house technical group to make work /
  maintain
• your organization is in control
• desktop based software now coming out eg
  Microsoft Meeting Space, One Note
• Service Hosted using someone elses equipment
  and software
• Dependent on someone else but no real tech issues
• costs vary tremendously on depending on volume
  and features
• Blended elements of both local and service

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Install your own Local Web Conferencing Open
Source software

• Requirements
• Server and server infrastructures
• mostly Linux based

• DimDim
• Openmeetings
• Webhuddle
• Vmukti http//www.vmukti.com/main-content/edition
  s.html
• also was known as 1videoconference.com

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Hosted Requirements - General

• Fairly new pc and browser with ability to install
  any plugins or latest versions of the base
  technology used eg Flash,Java
• Decent telecomm bandwidth (network speed)(wired
  connections generally much more stable especially
  when large amounts of audio/video data is being
  transmitted)
• Webcam and/or headset/mic (audio)

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Hosted Technical Issues to consider

• Security - ie how sensitive is the information
  being communicated
• Platforms what does the solution support ie OS
  based Windows/ Apple / Linux
• if Browser based browser specific, plug-in
  required? Java ?
• Bandwidth requirements ?
• Dependability?
• Standards based ?
• Interface - simple to use?

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Hosted services to try

• vast majority hosted limited number of seats
  almost always free

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Hosted

• LOTS and varied try a bunch and pick the ones
  that suit you and your organization in terms of
  what you want to accomplished
• Remember that there is always more than one way
  to achieve a result eg use Camstudio to record a
  session even if the software does not have that
  feature

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Large Commercial web conferencing

• generally free trials or limited number of seats
  are free
• prices vary greatly as do feature set
• Webex grand daddy of web conferencing
• http//www.talkingcommunities.com/ (opal)
• Voxwire (one time fees very good)
• http//www.voxwire.com/products/onetime.html

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• 3 free users max
• very full featured
• give away 3 users in hope you purchase their
  service for more people.

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Adobe ConnectNow

• beta 3 person limit
• 100 flash based
• good audio and video
• shared desktops
• other collaborative things coming
• beta is was called Adobe Brio
• http//www.adobe.com/acom/connectnow/

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DIM DIM hosted edition

• pro version up to 1000 access to more
  features
• free version - web conferencing service for up
  20 attendees
• show desktop
• show slides
• text chat
• presenter audio and video via webcamera/mic
• can alternate hosting (free accounts )

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Audio focused

• Voice over IP (voip) uses internet for voice to
  voice communication
• Skype
• 24 people in conference call
• support for webcameras
• skypecasts (beta) host large number individuals
  (
• mikogo add-in desk top sharing
• Ineen unlimited in cascade mode
• Gizmo project (similar to Sykpe)
• Google Talk

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Yugma

• 15day trial of professional features
• Free for life 10 users good for presentations
• Skype enabled edition
• No video
• java based

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vyew

• http//vyew.com/site
• free up to 20 people
• audio and webcam support
• has ads
• some limits - 5 viewbooks 50page limit per book
• no session recording yet
• desktop sharing (new)

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Social Network oriented conferecing

• good multi user video support
• 5 video participants
• no desk top sharing
• can record the session
• vawkr more ad hoc just video

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Recording/broadcast options

• MS Media Encoder

• Camstudio

• Free live audio/video
• Good for a few connections
• can also record
• avi

• records screen, plus audio and video
• avi
• convert to flash option

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Questions

• Please come up to the computer and the mic

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THANK YOU for Coming

• http//research.fims.uwo.ca/acuril
• copy of presentation will be up by the end of the
  conference in Presentation Documents Section
• links
• will be up for a month or so
• Contact me
• email fracasso _at_uwo.ca
• need someone to test something with