Collaborative Environments

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Collaborative Environments

• An introduction to web-conferencing using
  Surfgroups www.surfgroepen.nl

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1. Set up your Surfgroups Teamsite
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2. Ensure everyone has the essential equipment
Collaborative Environments
Surfgroups account
Web cam
Head set
Memory (514 MB)
Flash player (v7.0 )
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3.1 Invite people to your virtual meeting
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3.1 Invite people to your virtual meeting
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3.1 Invite people to your virtual meeting
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3.1 Invite people to your virtual meeting
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3.2 Teamsite members can enter the meeting
directly
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4. Logging in to the virtual meeting room
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Tip Forgotten username passwords are often a
problem. Send a reminder a week in advance of the
meeting.
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4. Logging in to the virtual meeting room
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5. Arriving in the virtual meeting room
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Tip Welcome your guests into the meeting room as
they arrive! (via the chat-box)
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6. All your guests have arrived.
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• A short tour of the virtual meeting room..

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Virtual Meeting room tour Attendees list
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Attendee list and My Status
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• Provides a list of who is logged into the meeting
• Use my status to indiciate that I have a
  question
• Remember to clear my status when you have asked
  your question

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Meeting roles and permissions
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• Host (Moderator)
• Set up a meeting, Invite guests change their
  permissions
• Speak, listen, share content, chat
• Presenter
• Speak, listen, share content, chat
• Participant
• Listen and chat

Tip The Chair and the Moderator are ideally not
the same person
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Virtual Meeting room tour Camera Voice
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Starting your camera and voice
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• Click on to start your camera and
  voice
• Surfgroups will request access to your camera
• Click on to stop your camera

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Speaking
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• Hold down the talk button to speak
• Lock the talk button for hands-free speaking,
  e.g. if you are giving a presentation

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Testing your sound
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• Use the Audio set-up wizard from the Meetings
  menu

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Virtual Meeting room tour Chatting
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Chat / Instant Messaging
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• Welcoming people to the meeting
• Contribute to the discussion
• Solving technical difficulties during the meeting
• Selecting who to send the message to
• To Everyone
• Privately
• Email Chat History

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Virtual Meeting room tour Sharing Documents
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Sharing documents
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• Use the share pod to share
• Agendas
• Presentations
• Websites
• Different ways of sharing
• My computer screen
• Documents

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Sharing My Computer Screen
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• Desktop
• Shares whole desktop
• Windows
• Shares selected (open) windows
• Applications
• Shares selected (open) applications

Tip Make sure that you have the Window /
Application that you want to share open.
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Sharing Documents
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• Select from my computer
• Only selected file types are supported
• Powerpoint (.ppt), Flash movie (.flv) (.swf),
• PDF (.pdf), Images (.gif), (.jpg) (.png),
• Audio files (.mp3) and HTML (.html)
• Tip Share Word documents using the Share My
  Computer Screen option
• Select from Content Library
• Tip Documents can be uploaded before the meeting
  

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What do you want to share?
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Sharing My Computer Screen
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Sharing My Computer Screen
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What do you want to share?
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Sharing Documents
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Sharing Select from my computer
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Sharing Select from my computer
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Sharing Select from my computer
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Sharing Select from my computer
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Other web-conferencing features (pods)
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Whiteboard
Poll

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Other web-conferencing features (pods)
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Discussion Notes
Question and Answers questions submitted via
the chat box

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Other web-conferencing features (pods)
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Web links
File Share

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You can also record the meeting
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You can also record the meeting
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You can also record the meeting
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You can also record the meeting
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You can also record the meeting
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Web-conferencing Do's
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• Organise a test meeting in advance
• Technical problems can be resolved
• People can practice using the software

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Web-conferencing Do's
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• Allow extra time at the beginning of the meeting
• Time is needed for people to login, start their
  cameras and test the sound quality

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Web-conferencing Don'ts
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• Dont assume that every firewall / organisational
  network
• will allow Surfgroup use

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Web-conferencing Don'ts
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• Dont forget that web-cams often need
• software (drivers) installing before use
• For people without administrator accounts a
  request to IT department is often needed

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Extra Help Surfgroup Support team
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Support materials Kennisbank (Dutch)
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Kennisbank Key articles in English
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Surfgroups handbook (Dutch)
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Keep up to date with developments
Collaborative Environments
Surfgroups Newsletter Training events