RSS What Every Legal Aider Should Know

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					 Energizing Online Meetings
Web Conferencing for Poverty Law

           October 2007
          www.lsntap.org
         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

   Exploring the LegalMeetings Room


   Energizing Online Meetings & Trainings
Panelist Control Panel
             • Reduce Panel with GrabTab
             • View Full Screen Mode
             • Move Control 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!
         Mute Yourself…
Using GoToMeeting Phone:
-- To MUTE: *6
-- To UNMUTE: *6
        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?
          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.
         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 & Exploring the
    LegalMeetings Room

   Energizing Online Meetings & Trainings
    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
    Introducing Web Conferencing
   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.
           What Is LegalMeetings?


   Web Conferencing that uses Citrix Technology
       GoToMeeting or GoToWebinar


   Facilitates meetings, collaborations,
    discussions, co-editing/review of
    documents, tech support, and team-
    building.
            How Did We Get
            LegalMeetings?
   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.
    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.
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
        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
     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
     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
         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.
    Community Legal Services
         Mid Florida
   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.
           California Rural Legal
                 Assistance
   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
     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.
     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)
       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)
             Sound familiar?


   Legal Services of South Central Michigan
    (techie trainings and meetings)

   National Health Law Program (meetings
    and large webinars)

   And more…
  Web Conferencing Options
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
         A Closer Look at
          LegalMeetings
    Web Conferencing Functions
                      GoToWebinar
GoToMeeting
                       Share Documents
 Share Documents
                       Co edit documents
 Co edit documents
                       Tech Support
 Tech Support
                       Chat
 Chat
                       Polling

                       Surveys

                       Reporting

                       QuickPoll
                 LegalMeetings
GoToMeeting                      GoToWebinar
 Up to 26 attendees              Up to 1000 attendees

 EASY to USE                     Registration Required

 Limited Reporting               Advanced Reporting
       Meeting date, attendee          Who’s registered
        number                          Who attended
   Limited Functionality               How interested
       Chat                        Functionality
                                        Polls
                                        Surveys
                                        QuickPoll
                    LegalMeetings
                    Pricing Structure for LegalMeetings

          < $500,000 $500,000 - $1,000,000 - $2,000,000 - > $5,000,000
                     $1,000,000 $1,999,999 $4,999,999
LSC
funded
           $10/mo      $18/mo      $22/mo       $25/mo      $32/mo

Non LSC
funded
                                    $40/mo
       LegalMeetings Sign Up
   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.
Start or Schedule a Meeting
from 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.
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…
Exploring LegalMeetings
 What Does the GoToMeeting “Meeting
         Room” Look Like?
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.
Only Organizers Have This Panel
Show Screen | Give Keyboard Control (Co-Edit) | Change
                      Presenter
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.
Three Steps to Webinars.
         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
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
     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
Energizing Online Meetings
          Get them to come

          Get them to come back

          Let them enjoy being there.
       Come & Come Back
    Tips 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.
    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.”
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.
   LegalMeetings Tips
Successful Smaller 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
           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
    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
         GoToWebinar Tips
A Closer Look at Online Interaction
    Share Stuff

    Polling -- get feedback quickly

    Annotation -- for “3-D polling”

    Chat for Brainstorming

    QuickPoll
        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
         Exercises for Share
1.   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.
             Feature: Annotate

   Annotate: Highlight your reference.

   Annotate: Conceptual Polling
       Example: Poll of technology training by office
           Feature: Annotate
            RSS & XML    50 Tech   Word for
            for          Tips      Litigators
            Litigators

D.C.
Office

North
Carolina

Los
Angeles
               Feature: Chat
   Chat allows people to ask questions.
   Chat allows everyone to “talk” at the same
    time
       Brainstorming
       Feedback Polling for complicated or pre-planned
        polls
       Interactivity during a training
       Aids Q & A of a larger group
              Example: Chat
              Brainstorming
   Staff Retreat Planning Meeting: Write 3
    substantive impact issues you want discussed at the
    staff retreat?
   Statewide Website Committee Meeting: What are
    five content areas you have searched for and would
    want more information on?
   Outreach brainstorm: what are three organizations
    or places to do outreach that would reach our client
    community?
   Hotline input: What are the top three legal areas
    you see no service provided with high requests?
         Our Exercise
What are the three things you would
prevent you from using LegalMeetings
in your daily work life?

What are suggestions for overcoming
those barriers?
             Exercise: Quick Poll

   Legal Services Setting
    1.   Board Meeting: Count votes on a motion.
    2.   Staff Meeting: Assess need. (How many would
         be interested in an advanced CMS training?)
    3.   Training: Ask questions. Assess learning.
•   Remember Some Tips: Precise Instructions
            “Raise your hands now”
            “OK, lower your hands”
            “Janis, your hand is still raised”
               Exercise: Chat
   Chat allows everyone to “talk” at the same
    time
       Brainstorming
       Feedback Polling for complicated or pre-
        planned polls
       Interactivity during a training
       Aids Q & A of a larger group
                   Exercise:
             Chat & Brainstorming
   Problem to Brainstorm (Topic):
    1.   Pick a strong topic
    2.   Use a prompt
         –   Question
         –   Picture
    3.   Summarize as you go along
    4.   Use assistant(s) to track answers and participation
            Raising hands
            “Who hasn’t spoken yet?”
    5.   Save results later if desired
              Interactivity: Polling

1.   Ask precise questions
            Yes/No
            Multiple, exclusive, and exhaustive choices
2.   Prepare before-hand
3.   How to:
     –   You type in Questions and Answers into Polling
         Area.
     –   You Open the Poll.
     –   You Close the Poll and Share Results.
4.   You can save poll results.
               Ice Breakers

    Gives you some time
    Gets people used to the tool
    Gets everyone comfortable with the online
    space
    Prepares participants for the content
-- best to integrate with presentation
        GoToWebinar Tips
             Ice Breakers
   Your favorite vacation spot!

   Share a picture

   Play games

   Poll your crowd
Where Are You?
Favorite Vacation Spots
Pictionary
                   Jeopardy!
Private   Predatory   Child     Public     Earned
LL-T      Lending     Custody   Benefits   Income
                      and                  Tax Credit
                      Support
  $100      $100        $100      $100       $100
  $200      $200        $200      $200       $200
  $300      $300        $300      $300       $300
  $400      $400        $400      $400       $400
  $500      $500        $500      $500       $500
      And More…
GoToWebinar Best Practices

   http://www.lsntap.org/bestpractices_gotowebinar
        Additional Resources



   www.legalmeetings.org
   www.lsntap.org/aboutlegalmeetings

				
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