How to improve virtual collaborative meetings - sharing experiences, resources and stories

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04 Aug 2020

How to improve virtual collaborative meetings - sharing experiences, resources and stories

Submitted by Stefanie Kethers


Meeting objectives: 

Breakout 4, Wednesday, 11 November, 12:00 - 1:30 AM UTC

 

Google document: https://tinyurl.com/y44hdltw (contains agenda, sign-in sheet, link to slides and collaborative session notes)

 

 

A variety of reasons have led to a massive increase in virtual meetings over physical ones. While the COVID-19 situation may, at some point, again allow for physical meetings, other aspects, such as climate and carbon footprint considerations, travel costs (money, time) will probably lead to fewer people being able to travel to meetings that have traditionally been held face-to-face. 

How then can meeting organisers, facilitators and attendees make the most of virtual meetings? What can we learn from smaller (e.g. RDA WG and IG meetings) and larger (e.g. RDA Virtual Plenaries, ESIP meetings) to make working meetings more effective, efficient, and fun?

Example questions include:

  • How can virtual meetings be more inclusive, enabling participants from all areas of the globe to join and contribute?
  • What technologies and techniques can support networking, serendipitous conversations and other unplanned interactions that usually occur at face-to-face meetings?
  • How can we continue to build a community in the virtual space?
  • How can session facilitators make the meeting engaging and interactive?

This BoF aims to bring organisers, facilitators, and attendees of virtual collaborative meetings together to share ideas, resources, experiences, and stories of what worked and what did not work, and start to compile these into a curated list that would be useful to organisers and facilitators, as well as attendees of virtual meetings.

 

 

Meeting agenda: 

 

Collaborative Meeting Document:  https://tinyurl.com/y44hdltw (contains agenda, sign-in sheet, link to slides and collaborative session notes)

Agenda

  1. Introduction and Icebreaker questions (10 mins) 

  2. Lightning talks x 5 mins with key points and conversation starters (30 mins) -  Slides:

    • Erin Robinson - about organising ESIP 

    • Rebecca Koskela - about organising VP16

    • Stephanie Hagstrom - about organizing FORCE11 Scholarly Communication Institute (FSCI)

    • Sara King - about social interaction / community building

    • Lesley Wyborn - about participating in numerous virtual collaborative meetings

  3. Vote on below topics (5 Minutes)

    1. Breakout session (30 mins)  about “How can Virtual Meetings be improved?” with some of the following suggested topics:

      Key points from breakout sessions will be pasted into this document and presented.

    2. How can virtual meetings be more inclusive, enabling participants from all areas of the globe, backgrounds, languages, bandwidth limitations, visual and/or hearing impaired, etc. to join and contribute?

    3. How can we make virtual meetings more engaging and interactive?

    4. What technologies and techniques can support networking, serendipitous conversations and other unplanned interactions that usually occur at face-to-face meetings?

    5. How can we continue to build a community in the virtual space?

    6. How can we evaluate virtual meetings and learn from them?

    7. What do organisers have to deal with? Can we develop a checklist for organisers to check technology for different purposes?

    8. What would be needed in terms of training and tech support for virtual meetings?

    9. Acknowledging the difference: IRL vs online - are we assuming too much? 

    10. Lessons learned: What worked? What failed? What have attendees see work / fail? What can we learn from it?

  4. Reporting back and next steps (15 mins)

 

Type of Meeting: 
Working meeting
Short introduction describing any previous activities: 

 

 

The idea for this BoF came from the conversations I have had with organisers, facilitators and attendees of virtual meetings where we shared information, experiences, and stories of what worked and what did not.

 

A similar BoF was held at eResearch Australasia in October 2020. The Google document (with a link to the slides) from that session can be found here: https://docs.google.com/document/d/155-W9_XwjFBK55v8RkASyQV4AlN4tivk7pm2...

BoF chair serving as contact person: 
Please indicate the breakout slot (s) that would suit your meeting. : 
Breakout 2
Breakout 4
Breakout 6
Breakout 8
Are you willing to host a live second session to accommodate a different time zone? : 
Yes
How do you prefer to hold the virtual component of your session: 
live
Avoid conflict with the following group (1): 
Avoid conflict with the following group (2): 
Avoid conflict with the following group (3):