Energizing Online Meetings Web Conferencing for Poverty Law

1. Energizing Online MeetingsWeb Conferencing for Poverty Law October 2007 www.lsntap.org

2. Overview of Session • Get Acclimated to the “Room” • The Power of Web Conferencing for Poverty LawWhat is It and Why do We Care? • LegalMeetings in Action • Exploring the LegalMeetings Room • Energizing Online Meetings & Trainings

3. Panelist Control Panel • Reduce Panel with GrabTab • View Full Screen Mode • MoveControl Panel (Put cursor on any textured area to drag) • Anchor Your Panel (or subpanels) with thumbtack • Question & Answers (goes to Organizers) • Chat (goes to all Panelists -- All of You) • Smiley Face, Presenter, Keyboard, Color of Your Pen!

4. Mute Yourself… Using GoToMeeting Phone: -- To MUTE: *6 -- To UNMUTE: *6

5. Exercise: Quick Poll • How many of you have used Legal Meetings before? • How many of you have used GoToWebinar to train staff in your program? • How many of you have hosted a Legal Meetings meeting before?

6. Exercise: Chat & Brainstorming • List some of the ways your program has used Legal Meetings effectively? • If not applicable, write the main reasons your program has not used or cannot use LegalMeetings.

7. Overview of Session • Get Acclimated to the “Room” • The Power of Web Conferencing for Poverty LawWhat is It and Why do We Care? • LegalMeetings in Action & Exploring the LegalMeetings Room • Energizing Online Meetings & Trainings

8. Power of Web Conferencing • “Allows our program to do things we could have never envisioned doing.” -- David Tilove, Pennsylvania • “…saved our program money & staff time -- we would have had to drive to offices to transition to a new case management system.” -- Jackie Taylor, Georgia

9. Web Conferencing is a tool that allows everyone to see the same thing on their computer while on the phone. LegalMeetings is a web conferencing tool for the poverty law community. It has other features that encourage participation and INTERACTION. Introducing Web Conferencing

10. What Is LegalMeetings? • Web Conferencing that uses Citrix Technology • GoToMeeting or GoToWebinar • Facilitatesmeetings, collaborations, discussions, co-editing/reviewofdocuments, techsupport, and team-building.

11. Legal Meetings was funded by an LSC Technology Initiative Grant in 2001. NTAP manages this grant, which is received by Center for Arkansas Legal Services. The entire community benefits by subscribing together, reducing costs to use it. How Did We Get LegalMeetings?

12. LegalMeetings Solves… • “We can’t afford training.” • “You need to drive to this office because they need training…software support…mentoring…” • “Can you go to page 6 in the second paragraph…wait, do you have the right version? Let me email it to you.” All these become “No Mores” with LegalMeetings.

13. Web Conferencing for Legal Aid • Case Reviews across offices (review pleadings) • Meeting of Computer Responsible Person monthly to review protocols • Training for advocates • Meeting one-on-one with a senior lawyer in another office • All staff meetings

14. Overview of Session • Get Acclimated to the “Room” • The Power of Web Conferencing for Poverty Law What is It and Why do We Care? • LegalMeetings in Action • Energizing Online Meetings & Trainings

15. Georgia Legal Services Program • 11 offices for GLSP, 5 of them require an overnight stay for a visiting staff from another office due to distance. • Average distance 3.5 hour one way • In 2006: changed the Case Management System

16. LegalMeetings: Georgia • They had planned on two people providing training to all offices at least twice. Instead… • Held 47 trainings on LegalServer (their CMS) covering: new timekeeping, case handling software, and policies. • Saved an estimated 630 hours of driving time • Calculated soft savings of $23,424 for GLSP

17. A Look at Ohio: Advocates for Basic Legal Equity • Hired 10 AmeriCorps lawyers across the state to help in consumer law • But…only 1 expert Consumer lawyer to train them. • LegalMeetings helps them train on laws, briefs, issues, and strategies. • 1 Consumer lawyer can more effectively train 10 rather than drive to each or spend money on in-person trainings.

18. Helpline has two main staff centrally located. Calls are routed to staff across 8 offices. Had expected to send the trainers to each of the 8 offices to train staff and answer questions for Helpline. In 2006, used LegalMeetings Web Conferencing instead. Reinvented support and training on the Helpline. More frequent meetings. Less travel. Community Legal ServicesMid Florida

19. 20 offices across California Depend on LegalMeetings Web Conferencing for all aspects of communication and training: Remote desktop technical support Administrative training of legal secretaries Task force meetings and online trainings focused on our priority areas (labor, housing, etc.) Personnel trainings on HR topics such as sexual harassment, benefits, etc. General staff training on use of our case management system California Rural Legal Assistance

20. Northwest Justice Project • Training problem: large multi-office statewide program. Very expensive and time consuming to do in person trainings. • Solution:Friday Fundamentals. Short webinars using LegalMeetings, held on select Fridays on tech topics of interest to all staff.

21. North Penn Legal Services • NPLS serves 20 counties in Northeastern Pennsylvania from 12 offices ranging from 1 staff to 20. Approx staffing: 30 attorneys, 16 paralegals, 33 support and admin About 10,000 square miles. Program budget of $6 million. Merger in 2001 from 4 pre-existing programs. • Problem? Software needs to be supported. Two tech staff • PRIME Case management • WordPerfect - migrating to Word • HotDocs (using National Server) • Bankruptcy software (Top Form and New Hope)

22. North Penn Legal Services LegalMeetings 3 staff are now hosting regular meetings and trainings. Used 5 or 6 times a week. Very easy to set up and for staff to get on. Some training examples: • First training of non-centralized intake staff on using structured intake questions in PRIME ( VLAS TIG project adapted for PA by NPLS) 1 hr 15 minutes, 8-10 intake staff • Secretary wanted to know how to get a report from PRIME of her office’s open dependency and termination cases showing the court docket number for the case of each child in the family. (Published court schedule shows docket # but not name)

23. Sound familiar? • Legal Services of South Central Michigan (techie trainings and meetings) • National Health Law Program (meetings and large webinars) • And more…

24. Free and easy (for one-on-one meetings only) CrossLoop (www.crossloop.com) TeamViewer (www.teamviewer.com LegalMeetings Web Conferencing Uses Citrix GoToMeeting & GoToWebinar $10 - 32/month per program Easy to use All functionality Web Conferencing Options

25. A Closer Look at LegalMeetingsWeb Conferencing Functions GoToMeeting • Share Documents • Co edit documents • Tech Support • Chat GoToWebinar • Share Documents • Co edit documents • Tech Support • Chat • Polling • Surveys • Reporting • QuickPoll

26. GoToMeeting Up to 26 attendees EASY to USE Limited Reporting Meeting date, attendee number Limited Functionality Chat LegalMeetings GoToWebinar • Up to 1000 attendees • Registration Required • Advanced Reporting • Who’s registered • Who attended • How interested • Functionality • Polls • Surveys • QuickPoll

27. LegalMeetings

28. Sign a contract (http://lsntap.org/LM_HowtoSignUp) Complete online registration form (http://survey.lstech.org/phpsur/index.php?sid=403) You receive an email with a link. Set up your password and account login. Share with others on staff. LegalMeetings Sign Up

29. Start or Schedule a Meetingfrom Program Tray or Outlook This is your program tray. The Citrix icon sits here as well. If it doesn’t, drag it there from your desktop.

30. Schedule Meeting: Enter Meeting Info Schedule a Meeting or Meet Now To Edit a Meeting: Select My Meetings… To Start a Meeting, Select My Meetings…

31. Exploring LegalMeetings What Does the GoToMeeting “Meeting Room” Look Like?

32. Attendee’s Control Panel (What attendees see on GoToMeeting) GrabTab: Minimize Click on the Arrows to minimize your panel Attendees See who is attending See your pen color Chat Chat with others & ask Qs See the TO button? Click for drop down for sending options.

33. Only Organizers Have This Panel Show Screen | Give Keyboard Control (Co-Edit) | Change Presenter

34. GrabTab:Organizers • Minimize the Control Panel • Pause your Screen Sharing • Shortcuts to: • Share Your Screen • Give Keyboard Control Away • Annotate the document (and permit attendees to annotate) • What is Off Air? • Off Air: You are not showing your screen. Attendees see Waiting Room. • On Air: Attendees see your screen. • Paused: Attendees see snapshot of whatever you were just sharing. You can go elsewhere on your computer and they can’t see that.

35. Three Steps to Webinars.

36. Overview of Session • Get Acclimated to the “Room” • The Power of Web Conferencing for Poverty Law What is It and Why do We Care? • LegalMeetings in Action • Energizing Online Meetings & Trainings

37. Energizing Online Meetings • Energizing… • Staff to use web conferencing as part of their daily work • Your own online meetings and trainings to make them useful and foster interaction

38. Getting Staff to Use It • Manage the details -- make sure it is installed on their machine • Start small -- instead of emailing them a document to review, ask them to join the meeting • Start with things they need to demonstrate its usefulness: tech support, training, mentoring, collaboration • Mandate it-- leaders are examples

39. Energizing Online Meetings • Get them to come • Get them to come back • Let them enjoy being there.

40. Come & Come BackTips from Northwest Justice Tip 1: Talk it Up Hi Everyone: Our first training was a success! We had about 26 participants; 19 logged on. • Next training:  Friday, January 12th    (They will be the 2nd Friday of every month.) • Time: 1:30pm to 3:00pm (We are extending trainings by 30 minutes to have time for questions- some may end earlier- you can come and go as you please.) • Subject: Working with Graphics in Microsoft Office Suite applications • Trainer: Sandy Rylander • Contact: email Bridgette if you plan to attend.

41. Tip from Northwest Justice Keep the Communication Open Talk it up in newsletters: “The Friday Fundamentals series of 1.5 hour trainings over GoToMeetings.com continues to be a big success! 119 people from various geographic corners of the Alliance have participated in the first six trainings, which have included Creating Fill-In Forms, Tables of Contents, Working with Graphics, Using Styles, Using and Creating Tables in Word and Outlook Q &A. Trainings are held on-line on the 2nd Friday of each month. Email announcements are sent out to the ATJ Leadership listserv and to all NJP staff. Watch your email for the announcement of the September training.”

42. Tip 2: Keep the Momentum Going Hi Everyone: Our second training was a success! We had about 19 participants; 17 logged on thru Webex and got great hints on using Graphics, Next training - #3:  Friday, February 9th   (They are always the 2nd Friday of every month.) • Time: 1:30pm to 3:00pm (We are extending trainings by 30 minutes to have time for questions- some may end earlier- you can come and go as you please.) • Subject: Creating/Updating a Table of Contents, Page Numbering, and Section Breaks in Word • Trainer: Sandy Rylander • Contact: email Bridgette if you plan to attend.

43. LegalMeetings Tips SuccessfulSmaller Meetings • Interaction online is… • Taking notes during the call for everyone to see • Editing a document together • Chatting during the session to answer questions • Smaller meetings • Use the phone and simple online techniques of sharing your computer with others • Larger meetings and trainings • Require preparation • Structured interaction • Ice breakers

44. GoToMeeting Tips Smaller Meetings • Introduce your online space to attendees • Sample PowerPoints for G2M and G2W are online at www.lsntap.org/LM_TrainingCenter • Give people ability to chat and see attendees • File | Allow Attendees to Chat and View Attendee List • Know what you’re sharing • Have email pop-ups you don’t want anyone else to see? Share application, not entire computer desktop. • Give people files before hand

45. GoToWebinar Tips Trainings & Larger Meetings • Introduce your online space to attendees • Sample PowerPoints for G2M and G2W are online at www.lsntap.org/LM_TrainingCenter • Remind people how to mute their phones • Beginnings are important • Know what you’re sharing • Have email pop-ups you don’t want anyone else to see? Share application, not entire computer desktop. • Foster interaction & participation: polling, yes/no questions, surveys, annotation

46. GoToWebinar Tips A Closer Look at Online Interaction • Share Stuff • Polling -- get feedback quickly • Annotation -- for “3-D polling” • Chat for Brainstorming • QuickPoll

47. Feature in Action: Share • Share Anything on Your Screen: • Share a Document: A staff person can look at your Excel file even if they don’t have Excel. And they or you can edit the document in real time and save changes. • Your Desktop in Full • A Web Browser • Anything

48. Exercises for Share • Review and Edit an Answer and Counterclaim. 2. Review a Budget. 3. Co-Edit (Remote Control): I have drafted the first version of a letter that I want you to edit.

49. Feature: Annotate • Annotate: Highlight your reference. • Annotate: Conceptual Polling • Example: Poll of technology training by office

50. Feature: Annotate