Committee Meetings in the Cloud

Committee Meetings in the CloudElise McIntosh, Lucid Meetings Co-Founder

Monday, April 14, 14

I agree!

Important Data

Face-to-Face Committee MeetingsCommittee meetings require:1. A way to talk to each other2. A way to share documents

3. Someone to take notes

• Meetings are primarily face-to-face with some committee members unable to attend in person

• Remote members join by phone

• Material sent out by email

First Attempts: Hybrid Meetings

Hybrid Meetings Create New ProblemsAwkward conversation and interruptions

Who just joined?

Umm...

Who just joined?

Umm...

Can you repeat that?

Who just joined?

Umm...

Sorry, that's my dog.

Who just joined?

Umm...

Sorry, that's my dog.

Snzzrk..zzzzz

Hybrid Meetings Create New ProblemsPeople looking at different pages in the presentation

Important Data

Hybrid Meetings Create New ProblemsHarder to keep things straight when taking notes

Approach 1: Member-Driven Solution

Approach 2: Organization-Sponsored Solution

Two Ways Committees Introduce Technology to Solve these Problems

• Crafted from free or inexpensive technologies

• Highly tuned to the specific procedures and needs of the committee

• Tribal initiation required: people have to be trained on the technology to participate

• Adoption limited by complexity

Member-Driven Solutions

Examples of Member-Driven Solutions

• Phone/VoIP combined with

• Chat (Yahoo Chat, Skype, IRC)

• Online document repositories (Google Docs, FTP server, SharePoint)

Organization-Sponsored Solutions

• Based on commercial web conferencing

• Generic solutions with procedural support from staff and/or committee leaders

• Adoption constrained by cost

Most Popular Organization-Sponsored Solutions

Alternative TechnologiesElectronic Meeting Systems

Video Conferencing

Virtual Reality

Key to Successful Online Meetings• Preparation, preparation, preparation!!!!

• Distribute material in advance

• Know your tools (and have a backup)

• Establish ground rules

• Share responsibility

Distribute Material

Select the Right Tool

Meeting Roles

• Budget

• Members use different kinds of computers - harder to support people joining meetings

• Group size and governance requirements add complexity - harder to juggle all the tools needed to track the meeting

• Different levels of member involvement per committee - harder to ensure equality of service across committees

• Members are busy volunteers - harder to keep engaged

Ongoing Technology Challenges

borationWeb Conferencing

The Lucid Meetings Approach

For more information about how Lucid Meetings solves the common meeting technology problems faced by committees,

visit us at:

http://www.lucidmeetings.com

or schedule a complimentary 30-minute consultation to discuss your committee’s meeting technology needs.

Learn More

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