Unit 7 Collaboration

Objectives:
After completing this unit, students will be able to demonstrate how to use a video conferencing site.

Topic Information:
Video conferencing has become a popular form of communication. Once the sole privilege of businesses, sites like GoToMeeting and applications like Skype have exploded this medium into the public domain.

Basically how a Virtual Meeting works is that each participant receives an invitation prior to the event (most of the sites like GoToMeeting use meeting codes or IDs; Skype does not). The participants then access the site at the appointed time and enter the meeting code. This brings them into the meeting. Some sites require meeting participants to call into a separate telephone line, others can use the headset connected to the person's computer or a Skype account.

All virtual meetings have a moderator. This is the person with ultimate control, and the person who determines whose screen is viewable to everyone participating in the meeting. In this fashion, different people can show information at different times during the meeting. All meeting participants see the screen of the designated person. Obviously, the meeting is taking place in one browser window, so each meeting participant is still free to work in other windows on their computer.

Most virtual meeting sites have a means to show the participants in the meeting. Some, like GoToMeeting, simply list their user names. Skype shows both their user name and portrait. Usually the virtual meeting sites that require separate audio (like a conference call number) have a Chat window at the bottom, so participants can write comments without interrupting the speaker.

An interesting feature of many virtual meeting sites is the "hands up" feature. Here, meeting participants can click on an icon indicating that they have a question. The moderator receives an indication of that, and can select someone to ask the question.

Why use a Virtual Meeting?
Clearly, a virtual meeting allows students working together on a project to communicate with each other without being physically present in the same room. They can see the document being created or view reference material using the meeting screen. It is a handy way to have immediate and interactive discourse, rather than posting something to a Discussion group and waiting for a response. Furthermore, since many virtual meeting sites allow the ability to tape the meeting, a streaming video can be viewed later for reference, or for group members to view who were not able to attend the virtual meeting.

Virtual Meeting Etiquette:
Like all meetings, virtual meetings require some behavioral rules in order for the meeting to effectively accomplish its goals. While different companies and institutions might have their own special etiquette and rules, the following are a good set of standards:

• Be polite. This is crucial for a virtual meeting, as you cannot see the person's face, and gauge their reaction. Do not use derogatory language, and avoid "off-color" jokes or comments.
• Respect the time. This is especially crucial if you are not the only person presenting at the meeting. If you were allotted 20 minutes and it looks like you will run over, ask the moderator if that works. The moderator will check with the other presenters. If that does not work, go over the remaining highlights and request a follow-up meeting.
• Honor the moderator. Often the moderator is the person who scheduled the meeting. Regardless of his or her outside the virtual meeting, the moderator is the person in charge during the meeting. The moderator serves as master of ceremonies, moderator, and timekeeper. If the moderator interrupts a dialog between you and another participant, either because it is taking too long or has drifted off-topic, respect the moderator's opinion. You can always schedule separate time with that one person.

Discussion:
In the Discussion tab, post of the following:

• If you have participated in a virtual meeting before, state what worked and didn't work. How would you do things differently now?
• If you have never participated in a virtual meeting, state how you might prepare for one if you were asked to participate.