1	OPAL: Online Meetings and Events Using Web Conferencing A talk given by Sarah Handgraaf, Jennifer Mahnken, and Tom Peters at the Depository Library Council Meeting Tuesday, April 1, 2008 Kansas City, Missouri
2	Contact Info: Sarah Handgraaf Web Content Developer Johnson County Library (Kansas) HandgraafS@jocolibrary.org (913) 495-2427 www.jocobusiness.net Jennifer Mahnken Adult Program Manager Johnson County Library 9875 W. 87th Street Overland Park, KS 66212 mahnkenj@jocolibrary.org (913) 495-2466 http://www.jocolibrary.org
3	Contact Info (cont.): Tom Peters Founder and CEO TAP Information Services 1000 SW 23rd Street Blue Springs, MO 64015 phone: 816-228-6406 email: tpeters@tapinformation.com web: www.tapinformation.com Skype: tapeters4466 Slides: http://www.tapinformation.com/DLC200804.htm
4	Goals of This Session Overview of Web Conferencing Systems Why libraries and other organizations should consider web conferencing systems The ways groups communicate The functions of web conferencing systems Types of Online Events Tips and Techniques: promotion, production, archiving Potential Future Developments Q&A and Discussion
5	The Main Points Web conferencing systems are an affordable and effective way for groups to communicate. Web conferencing systems were around before the Library 2.0 movement was cool. At present, web conferencing systems are not receiving much use in librarianship. Libraries and library-related organizations should use web conferencing systems more than they currently do.
6	How Groups Communicate Asynchronous Not “live” Not “real-time” Email, snail-mail, journal articles, books, etc. Synchronous Live or in real-time Not necessarily in-person
7	Groups Meet in Various Ways Planned, formal meetings Informal, impromptu meetings Workshops Symposia Conferences Public Events Confabs Happenings Raves
8	Live Communication Options In-person (face-to-face) Telephone conference calls Video conferencing Web conferencing Virtual world meetings, such as in Second Life
9	Web Conferencing Compared to Other Meeting Modes Compared to In-Person Meetings, Web Conferencing is… Not as much non-verbal communication As easy (easier?) to share documents Easier to multi-task Easier to record and archive the meeting Generally less expensive Compared to Telephone Conference Calls, Web Conferencing is… Much richer mode of group communication Visual communication options (presentation slides, web, etc.) Less expensive Compared to Virtual Worlds Meetings, Web Conferencing is… Easier to record, co-browse, show slides, etc. Lower technology specifications
10	Benefits of Web Conferencing Inexpensive, easy to learn, and easy to use. Avoids the time and travel expenses of attending in-person meetings. Integrates communication via voice, text chatting, co-browsing, and document sharing. Easy to record online meetings and events, for time-shifting, archiving, podcasting, etc. Supports multiple types of online “meetings”: small workshops, conference calls, large public events, conferences, reference services, etc. Software is Section 508/ADA compliant
11	Web Conferencing Functions Text Chatting (public and private) Voice-over-IP Video-over-IP Co-Browsing Presenting slides, documents, spreadsheets... Application/Desktop Sharing Whiteboarding Polling and testing Recording
12	Public Program Possibilities Book and Genre Discussions Lectures Introduce a digital collection Author interviews Poetry readings and recitations Artist interviews Training and orientation sessions Musical performances
13	Tips and Techniques Make the speaker comfortable. Book discussions don’t draw well. Genre discussions draw better. Informal generally is better than formal. Encourage people to participate. Don’t lock down the functions of the room. Allow people to see who else is participating. Allow questions to be expressed at any time.
14	Usability and Accessibility Minimum and optimal technical specs Installing software (if necessary) Initial learning and becoming acclimated Accessibility for blind and low-vision users Accessibility for the deaf and the hearing impaired
15	Web Conferencing Options Hosted or locally loaded Dozens (hundreds?) of companies Unilateral agreements Consortial agreements Open-source options (free as in free kittens, not as in free drinks)
16	A Smattering of Systems Audability Dim Dim (open source) Elluminate Horizon Wimba (used by WebJunction’s Life Space) iVocalize Live Meeting from Microsoft tcConference from Talking Communities (used by OPAL) WebHuddle (open source) WebEx
17	A Smattering of Services Click University from Special Libraries Assoc. Education Institute (Canada and U.S.) Live Space from WebJunction OPAL (Online Programs for All) SirsiDynix Institute URLearning from Library Journal (moribund?)
18	OPAL Organizational Membership Information Membership year can begin at any time, and new members may join at any time. $500 per year for a 25-seat room, plus access to the larger communal rooms. Rooms are available 24/7. OPAL organizational memberships can be shared by two or more organizations.
19	Administrative Modules Open and close the online room Configure the general layout of the room. Customize the color scheme, logos, etc. Manage permissions Change the default webpage Change the quality of the audio (and video) Usage statistics
20	Recording Questions Who is empowered to make a recording? Where does the recording reside? What is included in the recording? What types of files are created? Can the files be unbundled? Can the files be converted?
21	Archiving and Podcasting Editing the metadata Organizing the archive Usage trends Archived programs are used much more than the live online attendance (time shifting is as important as place shifting)
22	Challenges of Web Conferencing Crowded marketplace with many choices Rapidly evolving marketplace Most web conferencing services require a software plug-in Mac and Unix support can be unreliable Problems and constraints are not infrequent
23	Challenges of Web Conferencing (continued) Different operating systems Different networking environments Security and firewall issues Training Tech Support Announcing and promoting online programs (esp. to the general public)
24	Key Issues Online “vs” in-person, phone, teleconferencing, and virtual Live versus pre-recorded Professional development programs versus public programs Worldwide audience potential Participatory programs
25	Gazing Into the Future Participating live without actually being in the online room (e.g., TC just announced a Facebook app) Proliferation of “combo” events (e.g., in-person and online) Web conferencing may squeeze out telephone conference calls Virtual world meetings may squeeze out web conferencing online events There’s no substitute for in-person meetings The cost of in-person meetings will continue to rise
26	"Thank you" Thank you for your time and attention