BOOKING A VIDEOCONFERENCE MEETING

BOOKING A VIDEOCONFERENCE MEETING

SCENARIO: You have been asked to coordinate a meeting for your team. In this request, you ve been asked to offer videoconferencing as an option for people to attend. What do you do to set this up? STEP 1: This scenario is a common one that causes even the greatest of meeting organizers to panic. Videoconferencing: a new and scary mode of communication. This manual has been designed in hopes of providing you with resources and tools to maximize the success of your meetings! Before you begin, book your videoconference capable boardroom using your LotusNotes Calendar!! With any request to organize a meeting, a Notice of Meeting must be sent out. A standard Notice will provide the potential attendees the information of the meeting (date, time, location, etc) and request that they notify you, by a specified date, of their intention to attend. You may also provide a teleconference line and participant code for those who don t respond but still wish to attend. When adding videoconference as an option, your notice of meeting will need to include a statement identifying this, as well as providing them instructions to book their site and give that information to you by a date. SAMPLE NOTICE OF MEETING Good afternoon, We are scheduling a meeting amongst the team, as follows: Date: January 30, 2013 Time: 2:00pm to 3:00pm Boardroom: Boardroom D If participants wish to attend by videoconference, you will need to RSVP with your site name and connection information by January 24, 2013. If I do not receive your videoconference information by this date, and you are only able to attend this meeting by distance, we will provide you a teleconference number. Please advise if you are able to attend this session and would like to have any items to the agenda. Sincerely, Meeting Organizer

A deadline is only effective if you adhere to it strictly. The first time or two that participants are unable to register their site for your meeting, they will be unhappy, but it will likely not happen again after that. HOW DO YOU KNOW WHAT DEADLINE YOU SHOULD PUT FOR YOUR MEETING? The Telehealth Team requires some time to be able to book your videoconference session, so set your registration deadline to give you enough time to meet these timeframes: 2 Sites in Videoconference (your site and one other) minimum of 1 business day 3+ Sites in Videoconference (your site and two or more) minimum of 3 business days HELPFUL TIP: While you re getting the RSVPs in from your participants, you may want to keep track of the responses, in particular who is attending and how! An easy way to do so is to create a table that you can keep everything in one easy to read place. Don t send in this chart to the Telehealth Team wait for Step 2 to see what you ll do next! For Example: January 31, 2013 Meeting Participant Tracking Who Attending? Video, Phone, In Person John Smith Yes Videoconference If By Video: Site Connection Full Site Name Info Note: If you don t have the site connection information, but do have the full name of the site they have booked, that will work! If we require anything further in the booking, we can let you know. STEP 2: Your deadline has now passed, so you are ready to book your videoconference! 1. Go to firstnationsth.ca this is a public access internet website that does NOT require a username or password. 2. On the left hand side under QUICK LINKS, select the Online VC Booking Tool (pictured below) 3. Follow the steps in the Booking Tool and when you re done, click submit!

The more information you can provide the better. Things like title of the session (something more than Meeting ), an alternative contact person in case you re not here, etc, are all beneficial in better ensuring the success of your meeting! STEP 3 Once the Telehealth Team has received and process your request, they will send you an email confirming it s been booked and where you and your participants can get your connection details. SAMPLE EMAIL CONFIRMATION STEP 4 Dear Meeting Coordinator: Thank you for using the Online VC Booking Tool to schedule your Program Team Meeting on January 30, 2013. This email is confirming that we have processed your request. You and your participants can access this meeting and the connection details on the Telehealth Portal (firstnationsth.ca) by selecting Meeting Calendar and finding the session there. Or you can follow the link included here: <<link direct to meeting information page>> If you have any questions regarding this, please feel free to ask! And if there are any changes required, please utilize the Online VC Booking Tool to make those. Thank you again! The Telehealth Team Provide your participants with their connection information. You can do this in one of three ways: 1. Provide them with the link to the Telehealth Portal and direct them to the meeting calendar to find the session and it s info, 2. Provide them with the link direct to the Meeting Information page, or

3. Retrieve the connection information from the Telehealth Portal and provide it directly to the participants. SAMPLE EMAIL TO PARTICIPANTS OPTION 1 Good afternoon all, Everything is ready to go for our meeting on January 30! Please make sure to check your connection details the day before by visiting the Meeting Calendar on the Telehealth Portal (firstnationsth.ca) and selecting our session. You ll see a chart near the bottom of the event information page that will detail what time the connection will occur and what technical support phone number you can call if you experience problems. Please make sure your videoconference equipment is turned on 15 minutes prior to the connection time so that we can connect you on time. For those of you unable to participate by videoconference, please use the following teleconference line to connect in. <<Provide your team s teleconference details>> Thank you! We ll see you on the 30 th! Sincerely, Meeting Coordinator SAMPLE EMAIL TO PARTICIPANTS OPTION 2 Good afternoon all, Everything is ready to go for our meeting on January 30! Please make sure to check your connection details the day before by visiting the following link and locating the table at the bottom of the page. This will detail the time the connection will occur and what technical support number you can call if you experience problems. <<link direct to meeting page>> Please make sure your videoconference equipment is turned on 15 minutes prior to the connection time so that we can connect you on time. For those of you unable to participate by videoconference, please use the following teleconference line to connect in. <<Provide your team s teleconference details>>

Thank you! We ll see you on the 30 th! Sincerely, Meeting Coordinator SAMPLE EMAIL TO PARTICIPANTS OPTION 3 Good afternoon all, Everything is ready to go for our meeting on January 30! The staff with the FNIHB Alberta Region Bridge will be connecting all sites at 1:45pm. Please make sure your videoconference equipment is turned on 15 minutes prior to the connection time so that we can connect you on time. If you encounter difficulties in getting connected, please call the FNIHB Alberta Region Bridge at 780 495 6206 so they can assist you. For those of you unable to participate by videoconference, please use the following teleconference line to connect in. <<Provide your team s teleconference details>> Thank you! We ll see you on the 30 th! Sincerely, Meeting Coordinator And that s all you need to organize the entire videoconference session!

SCENARIO: You ve received a Notice of Meeting (January 30, 2013) identifying that videoconferencing is an option for staff. Your manager / team have decided they would like to attend by videoconference. What do you do to set this up? STEP 1: This is our second most commonly received request! Many of our regional counterparts are starting to utilize videoconferencing to meet with their cross Canada colleagues. Start by booking your videoconference capable boardroom!! Go to the Telehealth Portal (firstnationsth.ca) and select the Online VC Booking Tool from the left hand side Quick Links section. When the question of What is your role in this meeting comes up, select that you are participating in this meeting. This VC has been arranged by someone else. When you click next, that s where you ll provide their contact information.

STEP 2: After you ve submitted your booking request and the Telehealth Team has begun processing your request, you will be cc d in an email from us to the meeting coordinator providing all the information they will require to set up the session. SAMPLE EMAIL TO MEETING COORDINATOR Good afternoon Meeting Coordinator, We have received a request from Jane Smith here in Alberta to get her and her team connected into the January 30, 2013 Cross Regional Team Meeting running from 1:00pm to 2:30pm MST. Please note the following is the boardroom and connection information for Alberta Region Edmonton Office: Boardroom D IP Address 208.118.92.136##1234 On site Tech Support 780 495 6206 or 780 495 3504 Can you please provide us with the necessary connection information for this session bridge provider, tech support phone number, and reservation number (if applicable)? That way if we encounter technical difficulties in getting connected, we can contact the bridge direct. Thanks! FNIHB AB Telehealth Team And that s all you need to organize the entire videoconference session!

SUMMARY (IN POINT FORM) OF BOOKING A VIDEOCONFERENCE MEETING Organizing Book your Videoconference Room Notice of Meeting: Set a Deadline! Online Booking Tool on the Telehealth Portal (firstnationsth.ca) Provide participants with connection information Attending Book your Videoconference Room Online Booking Tool on the Telehealth Portal (firstnationsth.ca)