Remote Participation in ITU Meetings

Transcription

1 Remote Participation in ITU Meetings Presentation to WSIS Forum 2012 Geneva 17 May 2012 Guy Girardet, ITU, IS Dept International Telecommunication Union

2 Agenda ITU strategy for improving e-meetings. Some statistics Security concerns Designing the meeting Recordings Audio supporting six working languages Tracking carbon savings Lessons learned Next steps

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4 Types of e-participation Webcasting passive: Started at ITU Governing Body conference in 1998, today all (important) ITU meetings are webcast Ad-hoc /self-service web meeting interactive: Primarily used by ITU-T Study Groups: Self-service model for electronic participation (e-participation). In 2010: ITU-T had some 346 e- meetings with 2,580 attendees Managed web meeting- interactive: Piloted in 2010 for ITU Council Working Groups. Used for mixed meetings including both face-to-face and remote participation. At WSIS 2011 remote participation was provided for over 100 sessions (6 sessions in parallel) and with more than 500 remote participants. (WSIS, CWGs, BroadBand Commission, ITU-D Study Groups, Regional Offices)

5 Planning Meetings

6 Security Considerations Registration Accreditation Authentication Access to Meetings Login credentials Recordings

7 Logging into a Web Meeting Decide in advance on the level of security.

8 Meeting Layouts

9 Web address that s easy to remember Welcome Layout Welcome message reassuring participants they are in the right place.

10 New layout for panelist, creates bookmark in recording Switching Layouts

11 Speaker information If possible, provide details when participants request the floor

12 Requesting the floor Remote participants can use the raise hand function to request the floor.

13 Sharing Documents Upload presentations and other documents to server in advance of meeting

14 Recordings Layouts create bookmarks in recordings

15 Carbon Savings

16 Carbon savings - one delegate from Argentina: 3,299 Kg (Co2) Total Savings for meeting: 20,000 kg of CO 2 emissions. Travel costs $35,000

17 Audio

18 Audio-conference Audio-conference can support all ITU languages Delegate can listen over the internet or using the phone Invoke telephone connection to hear other languages and/or intervene May 2008

19 Interpretation ITU Conference Room Six interpreted audio feeds plus floor sent via IP phones Audio conference provider English audio feed sent to Adobe Connect Server Adobe Connect Server Conference room video feed sent via Internet Remote participants see video feed, uploaded documents and can listen to English audio through their computer speakers

20 Interpretation ITU Conference Room Audio conference provider Interpreted intervention heard by all delegates. Physically present.. and remote.. Intervention is interpreted Spanish intervention is heard by interpreters on the floor channel Adobe Connect Server Remote delegate in Mexico is given the floor.

21 Best practice Change Management: Change of culture, requires time, patience, advocacy, training, outreach. Applies to staff and delegates Get Management buy-in Adapt existing rules of procedure Structure your meeting with remote participation in mind. Choose best audio option for your meeting Don t disturb the physical meeting.

22 Next Steps for ITU Formation of Ad-hoc working group on remote participation Upgrade of infrastructure in ITU Meeting Rooms cameras / multi-lingual audio Training of remote participation moderators Integrated registration and authentication Streaming of six languages

23 Q&A