Contest and meetings, now

One can create a contest fast and have wonderful result. Or, can let wait all before letting in one by one, hide judges, do not show faces. Why? Why should make online meetings more complicated then the one we had before?

There is no real reason after my opinion.

In all contests before, we had seen judges faces. No one has to know if they are only guests or also have the roles of judges or counters. This morning, witty Storytellers online, created September 2016 hold a fast and real contest with 5 contestants. Very high level, interesting and varied.
I was contest chair.

Here is the Gallery view, towards the end.

Here you can see 3 contestants, Chair and TM of meeting, Michelle the Chief Judge, and a guest.

Other contestants, also. Some sitting, others standing. Some in special costume and background.

Here direct from zoom we were all together. Two of our newest members we did not even see before, some pals from online clubs who come to assist and some distinguished judges we did not know why should they have be hidden behind black squares?

The most important, in my opinion: keep meetings as simple as possible and as near the meetings before then possible. As with Pathways, meetings should not change or very little.

Most important, to remain friendly and funny.

More about Covid-19 as TMI calls it

Send to me as club officer.

"March 9, 2020 Dear Club Officers, Toastmasters International is monitoring the impact of the coronavirus disease (COVID-19) on clubs and members. We extend our empathy and compassion to those who are and may be affected. Around the world, the impact of the virus varies greatly. Some members and clubs have been significantly affected, while others have been impacted less. We encourage you and your club’s members to continue monitoring the status of the virus near you to determine how it may affect your club’s meetings. Information is available from the World Health Organization (WHO) here, the United States Centers of Disease Control and Prevention (CDC) here and from your local government’s health and safety authorities. If some of your club’s members have significant health and safety concerns, you may wish to allow online attendance for those members. If your club is impacted by government restrictions, please notify your District Director so an exception to allow online-only meetings can be granted for your District. We encourage you to communicate with all club members to determine how to successfully facilitate online attendance at meetings. You can learn more about online meetings here. In recent weeks the Toastmasters Board of Directors has extended authorization to clubs in certain Districts in Asia (Districts 67, 76, 80, 85, 88, 89, 93, and 118), in Europe (District 59, 71, 91, 95, 107, 108, 109, and 110), and in the United States (District 2, 4, 9, 57, and 101) to conduct meetings that are exclusively online. Visit www.toastmasters.org/covid19 for a message I recorded and encourage you to share with members of your club. You can also contact our Club and Member Support team at World Headquarters with any questions or concerns at clubquality@toastmasters.org. "

"N'étiquette": learn to behave online

We can be few or many, when we meet through an Online meeting, there is some etiquette to follow.

Let us say, we meet through free or pro Zoom. You downloaded, configured, before the meeting. Make sure, you also looked at some advanced features. 

In zoom anyone can look at the meeting, anytime, in two different views.

 In Speaker View, we see only the speaker, Vanderbilt eventually, the screen showed. 

In Gallery View, one can see all,  at least many of us. Make sure, you are always a good audience, and do not do what you would not do in a meeting where all are together, remember you are the Audience and also the Listener.

Would you eat, in middle of a meeting? Walk, unless absolutely necessary? Call someone on your phone? And in general, not be attentive? 

Your face, gesturing are  seen even more then in a room, where they are often hidden a bit behind someone else.

In Zoom, you can close your Sound, mostly we do when someone else speaks. We also could hide our face. Who wants to speak before faceless photos? The speakers need to feel the emotion stirred by their words, and in case of humor, hear laughter. 

There are many other things to learn, but for me those are most important and depend on each of us.

With the TMI to  allow because the Coronavirus to each club to meet online (I do not think it is only in Europe) Online and what it means become even more important. Will writ about other aspects another time. In fact, that first picture were only screens one near the other. 

Here is from a real zoom meeting.

And here is still in Zoom, when I do not cut what is in the top and the bottom. In Gallery view still.

Top left, one can see it was Recording. Host or cohost can Record, to the clouds, Zoom, or to the computer we are on. Attention! Do not stop, as the other one is risking stop also if more then one is recording at the same time. Top right, as we are in Gallery view, we can click to Speaker View and see only the person speaking, big on the screen. All the way to right, we can exit full screen, see what is on our own desktop behind the zoom screen and also the Chat box at right.

On the bottom, Mute or Unmute ourself, Show Video or Stop Video of ourself. Near each there are other sound and video settings we can configure. Click on Participants, show us their names. Share in Green, lets us Share a Screen we opened before (if not all our desktop, which I avoid). Then open or close the Chat box, in orange here. And a record button (here I was not the one recording). On the bottom right, Leave the Meeting. Attention: do not leave if you opened it, before passing the HOST right to someone else, as then, it could close the meeting for all.

Here is in Speaker View, great storyteller, Samir, as a child looking up to his mother. See how well a face expression can be seen online?

Sam and Julie 25 March 2020: Basecamp Level 1

Some zoom basics, again?

Left corner, bottom, on my laptop. 

Mute and Unmute. Start video and stop video. 

Essential when one want to hide a sound that is disturbing or even more something you do not want others to see. Near them, arrows, to choose features.

Exit full screen is in upper right corner. Do it, before sharing. Open what you want to share, then only go back to zoom and click on the Green Share.

And here, how I choose, between Record to Cloud, (Zoom) or record to My Computer. As I must have already mentioned, the big difference is that on my computer I can alternate the Screen View and Gallery view. On zoom they are recorded separately.

In the setting, I allowed Side-by-side, a very cool feature of zoom. Important when someone shares a screen. And look over, what I did and did not allow.

It is in the arrow up, we can choose to smooth our skin. Mirroring the video we see as in a mirror. And, just as precaution, turn off the video when opening zoom.

We can Show or Hide the non video participants. See only those showing their faces (video) or all.

And zoom from iPad? Gallery/Speaker view?

Kitt Barrett send a picture, showing where to find the grid to click on, as soon as I asked. In fact, I was not good, 2 days ago, to explain it to Jenny, who has only iPad and a free zoom. Here it is:

Suddenly too much information

Was it a time when I did not know what to write about? I do not remember. For sure, these days, information comes after information. Most about going online. Zoom.

I finally, decided not to allow anyone come to my Zoom if I am not there. I begun to have too many emails "your attendees are waiting". In plus, when I rushed there, no one. So...

I still did not let my Zoom create Rooms to meet (till the next competition season). At the last competition I was Audience only, and the one before I was Time Keeper. Here what I could see while changed background colours from Green to Yellow to Red, those I prepared and cleaned beforehand. And also decided, for contest, I will not show fancy plants of those three colours, not to distract from the contestants.

In a regular meeting, one can be from time to time a lot more inventive. 

Happy, in Zoom, others do NOT see what is on your screen, so only I could see this, and, not easy, but make a screen-shot and save it on my laptop desk.

Behind me, was a green tissue, I put fast on just before a meeting, to compliment the one on my wall that stays permanently. Yes, my house is now Zoom ready.

Lewisham Speakers Table Topics to end

Second part - only - of our first ever online meeting of Lewisham Speakers - my main toastmaster club since 2009 January. And here we are as an image, near each other - but each from home. Yet together.

From Pakistan Toastmasters experience online

Pakistan all clubs reunited to show them, online can be done. Go to YouTube and listen


After their meeting, Zunair Zafar, delivered a speech with 10 suggestions "Organizing online Toastmasters meetings."

The link is not to the actual meeting but the very sain ten suggestions, conclusions learned. Video at bottom of this post.

Yes! Involve all. Yes, try to do all IN the zoom. Yes, once tried the fear evaporates.

Here are 9 of the suggestions: one better then the other!

Desktop LEWISHAM Speakers Toastmasters 1st Online meeting

Lewisham Speakers had been my club since January 2009, 11 years now. I was almost in all roles in it, and now, I am Secretary, and Pathways Ambassador. Donovan Grant organized and was Toastmaster, Phil Reynolds our very able President. Mark a great evaluator is our VPM, and Richard the other evaluator is VP PR, also one of our oldest member. We had 2 new Toastmaster speakers, and many new in different roles, doing great job, and enjoying.

All members, seasoned and new, showed great online presence.

Some already went away, but most stayed to chat.

How To Organize Online Toastmasters Meetings || D108

From 15 March, organized all the way from Varsow, Polland. Vent viral and we had more then 800 arriving, only the first 500 could enter, but here it is for all of you now.

"Living in an online world. 1 more brick

An other post so we could link to it, read it. Very well explained, excellent pictures too.

Living in an online world a post by Cajetan Barretto

Here is one of the pictures, with Cajetan wife and iPhone zooming.

But there are other, great images and very good advices too in it.

Go discover, through the link all the rest there is.

We build the new more Online based world, brick by brick. Each of us adding one more.

Timing Online

Of course, one can show cartons. 

Or fruits. Green Yellow Red apples.

Or different objects put on a vase as my hand is not steady enough to hold one minute without moving.

It is important not to distract, the Audience and even less the speaker, while speaking. 

Or three coloured peppers I used once.

More sophisticated, is the use of three different coloured backgrounds.

Green leaves with green flowers here. 

Beautiful! 

Yes?

But how much time spend looking at it, even if my not so interesting face covers some of it?

I could even cut some of it, or put yellow mimosas I found recently on my road.

Those are fragile, beautiful and I could admire them longtime.

Is it there to be admired?

No, they are ONLY to signal Yellow, midd time arrived, begin rapping it up.

Instead, thinking what the speaker sais, minds should not wander "Van Gogh? Interesting!"  

I found a red house, red branches, red flowers, red roof, so on.

OK, here all was not red, there is a blue sky behind.

Perhaps, if at end I would show in macro only one red leave?

No, it is not fair for the speaker.

Do not do anything which may distract him or her.
So I went this morning to find three books with Green, Yellow, Red covers, took photo and tried to find a reasonable version of them, not too dark, not too light.

My red notebook cover.

My yellowed very old book cover. With time, and photoshop elements editor, I may even clean it before uploading to zoom as a background.

The most problem I had with this book cover, that in certain light looked bluish more then green and also to determine, how dark or light I want it.

Those looking at me taking the time this weekend, will have no idea the time I spend preparing. And in it, there is not yet the ideal timing chrono device! Any suggestion?

Configuring zoom

Before we begin, we should configure the Settings or Zoom, a tiny wheel in the right of the screen.
Here it is!

General settings, first. Then Recording, Chat, and so on. Here is as I begun looking at GENERAL.

This is where I allow Side-by-Side, for example, one of the relatively new but great features.

Many features has to be allowed through the Allow Advanced Features first. So many advanced there!

Go for eat, discover all the great advanced features, many we want, need - but not all.

The most important here, is in my opinion the FILE Transfer, through CHAT, during meeting. Can upload and download Fillable Feedback for Pathways Projects, but other things too.

Can we name or not Co-hosts.

Pool or not (I do not use this)

Show meeting control bar (always) - well perhaps unless we have 400

Allow Screen sharing : that is important for me, that the participants could share their screens,  during the testings, before they speak, during their interventions, or even after the meetings as we chat.

The host, can always share and thus close if needed a participants share.

All participants should at some time learn, how to share a screen, a presentation or even a video, that should already be open on their computer in advance. Of that more, at a later time, with more details. But do not share "all your mess, desktop" only one application opened.

Of course, do allow yourself, and others, to use Virtual background. An image projected on what is called Green Screen. If possible, a green tissue, put on the wall behind you with less possible wrinkles and well illuminated. Possible, 45 degree.



I did not use or allow breakout rooms, till I did not experienced it and learned its utility. Then, I come back to the setting, and added it to the features. Still have to learn to use it, not only be in it.

Recordings, there are many options there too, here are only a few of them to consider.

On-line meeting guide, by Kit Barrit & Julie

--- On-line meeting guide, by Kit Barrit Observations & image from me ---

"The meeting will be hosted using the application Zoom

Generally a laptop computer will work best. If you wish to use a mobile device it works best on a tripod or stand.

Preparation
Well in advance of the meeting download zoom to your device. Clicking the link to the meeting will prompt to download the software if it is not installed. The application can also be installed from the App Store or Google play store or by searching for Zoom from a web browser on a PC (or Mac).

Lipman on zoom Speaker view Look at bottom and upper buttons / I showed him Side-by-Side

Audio and video setup

Video

2 participants in Zoom

A reasonably well lit room ideally with a light in front of the speaker is good. Take care of what is in the background to avoid it being either distracting or having other people walk through etc. Position the set-up so that the camera is at about eye level and in landscape orientation. It is a good idea to arrange the set up so that you can sit while others are speaking and can stand when it is your turn to do so. Look at the camera to make eye contact with the participants.

Audio
Find somewhere that is quiet and not too echoey.

If you have a wired or bluetooth headset make sure it is charged and connected to your device. The audio quality will be better, you will be more easily understood and there is less chance of feedback. Use ‘computer’ or ‘internet’ audio when prompted.

Test the system

24 participants in a Zoom

The application will allow you to test the audio and video.

Guidance is available here: https://support.zoom.us/hc/en-us/articles/201362283-Testing- Computer-or-Device-Audio. You can also join a zoom test meeting here: https://zoom.us/test. This will allow you to test the system works, your network connection is fast enough and explore the interface. Zoom has plenty of on-line help for using the application and can be used to find details of points mentioned in this guide.


Toastmaster meeting specific issues
Set the meeting up so that audio is on when a participant joins. When a new member joins the meeting the host should greet them and then request that they mute their microphone. The host can mute the microphone but the member should get familiar with how to do that.
--- I prefer to close all participants as they arrive, thus if they are late they do not disturb meeting. ---

The host should control who is speaking. Ideally the Toastmaster of the evening should be the host and invite the next speaker to unmute themselves and start speaking. Microphones can be unmuted using the button at the bottom left (top left on mobile) or temporarily using the space bar on a laptop.
--- Bottom main buttons Mute/unmute then Video/Hide vidéo at left
--- Share in middle (speak later of this)
--- Bottom right, Chat (everyone or private) then leave meeting button

The agenda should be shared with participants in advance and ideally printed by each participant. The meeting should allow for meet and greet time to ensure everyone is present and their system is working. During this time unmute your microphone to speak.

Chat window
If you cannot hear or otherwise have a problem you can indicate that using the ‘chat’ facility. The host may monitor WhatsApp for messages from members having difficulty participating etc.
 
Minimise the use of the chat when someone is speaking as it will be a distraction. Do use the chat if there is a problem and you wish to inform the host.

The chat window can also be used by the timer to indicate the lights
---. (best use things or background) ---

Gallery and Speaker View
For general parts of the meeting gallery view is best. This is activated by clicking the grid icon on top right. Alas is not available on a small mobile device.

When a participant is delivering a speech we can switch to speaker view. The host can also ‘spotlight’ the speaker to make them the focus of attention or set the system to automatically switch to the member who is speaking.

--- Anyone can spot for themselves, speaker or timer, each will see different---

Timing
The simplest way to do the timing is for the timer to have three coloured cards or objects and hold them up at the required time. Pinning the timer in a prominent position ensures they are always visible. Later a separate device (like a phone) could be used as the timer.
It is also possible to change your background colour to indicate the time.

Voting
Zoom does have provision for voting but it has to be set up in advance.

As an easier system is to use a google form. This could be anonymous or with the member being identified. We have a level of trust and integrity that anonymous should be fine. The google form can be set up to total the votes and give the result. This can be done after each part of the meeting with a form for each, after each part of the meeting using a single form that is submitted multiple times or by submitting all votes at the end of the meeting.
--- I use individual chat for voting ---

Feedback
Pathways has opportunity for giving individual feedback to members. Feedback could be sent as a private message over WhatsApp. Google forms can also used to collect feedback for the speaker. It is possible to collect all the feedback for each speaker and forward it to them before the end of the meeting.
--- why not send feedback direct in chat? If configured before, one can even upload / download Files for example the Pathways Fillable Evaluation Forms. ---

Including a Powerpoint, or Keynote presentation 
It is fairly easy to include a powerpoint presentation in your speech. It is much easier to do this from a PC or Mac. As the host hands over to you, you share your screen. This will allow participants to see your presentation and, in a thumbnail, you speaking.

Or configure, and see it Side-by-Side

When you share your screen you can choose exactly what gets shared. You should run the slideshow and share that. When you are finished with your speech click the ‘Stop sharing’ button at the top. Use of presenter view is possible but trickier to do and only possible with a second screen connected to a laptop.

I usually configure to see like this the side-by-side 

Applause etc
When the microphones is muted applause can’t be heard, but clapping can be seen if hands are raised. or waived or the mic Unmuted for clapping. If you wish to speak or make a point raise your hand. The host can un-mute your mic and allow you to speak. You can also raise a virtual hand using a button, if that is enabled.

--- Remember not to interrupt someone speaking, unless one cannot be well heard. ---

Zoom Master
If enabled, a co-host can be allocated as Zoom master. This person controls the speaker who is spotlighted, including the timer at the appropriate points."

--- those are my observations---
These are 101 zoom, there is so much more.

Online Alliance - open for all now

At the beginning, for a few years, Online Alliance formed and helped leaders, committee members of the few online toastmasters clubs to meet and discuss between ourselves.

Today, it opened to all, interested to learn how to go online! Already, I could find a few competent toastmasters publishing of their club experiences.

With time, we will add more resources, more advices, and more important, listen to the new voices.

Today, at our Witty Storytelling Online meeting, we had 5 guests! Some of them students, whose university was closed and they could not meet face to face. The questions posed by them motivate us, and listening, we know better what they do need to go also online.

The best advice I heard was this one: try it out!

Club meetings online

In my district it was decided, went public today. Propose to all clubs and all Area, Division and District event to be held online. 

Not all are happy. We cannot push them, what we can do, show them HOW when they decide. My first pathways path was Visionary Communication and through it I learned that even if I do not give up my vision, I should be flexible with my immediate projects, goals.

Make, what I can, in the circonstances I get. 

In this Https://pathwaysexperience.blogspot.com different almost 950 posts, as well the Competent Communicator one, there are lots of advices hidden. We could find them, in some way bring them to attention of those needing it. Add more to it. Let me know, if you are ready to collaborate to this. 

For me, is also inside a HPL project for IP path, but the vision is a lot larger.

And about the committee it has to have, at least 2 members. Less then in old HPL

Now, let us go for it. After the first, have to begin to also gather the team.

Plan club meetings in Zoom

Plan your Meetings in Zoom, for Clubs, from Coach CAROLE, gives a great overview, introduction to how to learn gradually about Zoom and what it can do for the clubs, needing it in more and more places, because of Coronavirus. TMI calls it COVID-19

Click on the "Meeting in Zoom", not on her photo.

But also as a skill needed today! Together with the Netiquette, about which I have recently written.

TMI recommends three different web meeting apps to use: the Skype, GoToMeeting and Zoom.

So far, the online meetings, did try all those three, but use now Zoom. "Are you selling Zoom?" someone messaged me.

New greeting instead of handshake - may be fun to try

No, but not only I know it better then the others, but I think it is also the less expensive, the more flexible too.

One can begin, with Free Zoom. Discover all the features. Test it. Anytime, with one, and 40+ minutes at a time with many. How many? We tested it with 80+ and most clubs are not so big. Tested it also with only three, in pre-charter clubs, even in three or five, a meeting can become interesting!

Some important features: close your Sound till it is not your time to speak, or till you do not want to applaud or laugh strong. Show your video - face, unless you have a very strong reason not to be the good listener. Do not show when eating, or doing something different or moving, know, that you will be seen in Gallery View that anyone can open for themselves during the meeting.

Icebreaker, free: in many languages!

Just yesterday, I related to someone, or wrote on my Facebook page, that I begun Leadership Development French, to be able to give alway the French Icebreaker. Two years ago, TMI whom I asked, "when will we have it free for other languages not only English", told me soon. 

Today, I was looking for something else, as I stumbled on this page.

Yes! The icebreaker, in all that languages available now!

I do not know most of those languages but I opened the French one. Here two pages from it, a beginning French for some?

And another

Everything arrives one day! 

Still regretting that TMI did not tell us when new things arrived. Or did tell and I missed? Soon, we will have a page with all new things, that just arrived and soon will, too.