Setting Up Year-Round Meetings: Difference between revisions

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|'''''
<big>THE DLF ORGANIZER'S TOOLKIT HAS MOVED. THE UPDATED TOOLKIT IS AVAILABLE ON [https://www.diglib.org/dlf-organizers-toolkit/ DLF'S WEBSITE]</big>
'''''
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|''“To get the ball rolling, schedule a conference call. Email/listservs are great for some things, but a conference call or face-to-face meeting really gets discussion and action.” —Cristela Garcia-Spitz''
|''“To get the ball rolling, schedule a conference call. Email/listservs are great for some things, but a conference call or face-to-face meeting really gets discussion and action.” —Cristela Garcia-Spitz''
|}
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[[File:Organizing-with-DLF.png|thumb]]
Most DLF groups meet regularly online (at least on a monthly basis, with sub-groups meeting more often). They generally use Zoom or other teleconferencing platforms provided by group leaders’ institutions, and schedule and announce calls on their own.


Most DLF groups meet regularly online (at least on a monthly basis, with sub-groups meeting more often). They generally use free Google Hangouts, Skype, or other teleconferencing platforms provided by group leaders’ institutions, and schedule and announce calls on their own.
There is no requirement to use a DLF-provided platform, but we are happy to set up a call for you in Zoom, if you have a large group and DLF’s space is [https://digital-conferences-calendar.info/ not otherwise booked].
 
There is no requirement to use a DLF-provided platform, but we are happy to set up a call for you in UberConference, if you have a large group and DLF’s space is [https://calendar.google.com/calendar/embed?src=98gqpb11011p6tqk6n8ebmk6p8%40group.calendar.google.com&ctz=America/New_York not otherwise booked].


== Scheduling ==  
== Scheduling ==  
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== DLF Web/Phone Conferencing Support ==
== DLF Web/Phone Conferencing Support ==
DLF maintains an [http://uberconference.com UberConference Pro] account that can be made available for audio conversations via browser or phone.  
DLF maintains an [https://zoom.us Zoom Pro] account that can be made available for audio conversations via Zoom app, browser or phone.  
 
Please make sure your [https://digital-conferences-calendar.info/ preferred meeting time is available], then contact us for scheduling.
 
'''[https://digital-conferences-calendar.info/ Check the calendar] -- and don't forget timezones!'''


'''Please make sure your [https://calendar.google.com/calendar/embed?src=98gqpb11011p6tqk6n8ebmk6p8%40group.calendar.google.com&ctz=America/New_York preferred meeting time is available]''', then contact us for scheduling. (Leaders of groups under 10 may prefer to create their own free Uberconference account and schedule meetings independently.)
===DLF Zoom Tips===
* Participants joining by computer will need Firefox or Chrome for the VOIP audio to work. Test your sound here: https://www.uberconference.com/system/cal
* There are many ways to join a Zoom call. Please review Zoom's [https://support.zoom.us/hc/en-us/categories/200101697-Getting-Started Getting Started] page before joining a call. [https://support.zoom.us/hc/en-us/articles/115002262083-How-Do-I-Test-Prior-to-Joining-a-Meeting- Test your connection prior to joining the meeting].
* If you wish to audio-record a call (after making sure all participants are aware and give their consent!), you will need to log in to UberConference using our Pro account, rather than using your personal one. Contact us for temporary access, which will enable you to see a little round “record” button along the bottom corner of your call dashboard. After clicking it, you’ll want to call in separately as “yourself,” or at least identify yourself to other callers who, if joining by browser, will otherwise see you as “DLF.”
* If you wish to record the meeting (after making sure all participants are aware and give their consent!), let us know and we'll set up auto recording.  
* Any user can share their screen without assistance or approval. The one thing that is required is the latest Google Chrome. Instructions (including a walk-thru tutorial) are here: http://help.uberconference.com/customer/portal/articles/1854630-screen-sharing-faq?b_id=6483
* Make sure to read our [[Digital Accessibility Group]]'s documentation on [[Zoom Accessibility]].
* For further instructions, look [http://help.uberconference.com/ here].
* For further instructions, visit the [https://support.zoom.us/hc/en-us support page].


== Further Considerations ==  
== Further Considerations ==  
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# [[General Facilitation and Goal-Setting]]
# [[General Facilitation and Goal-Setting]]
# [[Facilitating for Diversity and Inclusion]]
# [[Facilitating for Diversity and Inclusion]]
# [[Communications and Consensus]]
# [[Preventing and Managing Burnout]]
# [[Preventing and Managing Burnout]]
# [[Gathering Info/Building Enthusiasm]]
# [[Gathering Info/Building Enthusiasm]]
# [[Planning an In-Person Meetup]]
# [[Planning an In-Person Meetup]]
# [[Setting Up Year-Round Meetings]]
# [[Setting Up Year-Round Meetings]]
# [[Planning Virtual Meetings and Webinars]]
# [[Talking and Writing]]  
# [[Talking and Writing]]  
# [[Organizing and Sharing Your Work]]
# [[Organizing and Sharing Your Work]]
# [[In a Nutshell]]
# [[In a Nutshell]]

Latest revision as of 11:30, 22 March 2023

THE DLF ORGANIZER'S TOOLKIT HAS MOVED. THE UPDATED TOOLKIT IS AVAILABLE ON DLF'S WEBSITE


“To get the ball rolling, schedule a conference call. Email/listservs are great for some things, but a conference call or face-to-face meeting really gets discussion and action.” —Cristela Garcia-Spitz

Most DLF groups meet regularly online (at least on a monthly basis, with sub-groups meeting more often). They generally use Zoom or other teleconferencing platforms provided by group leaders’ institutions, and schedule and announce calls on their own.

There is no requirement to use a DLF-provided platform, but we are happy to set up a call for you in Zoom, if you have a large group and DLF’s space is not otherwise booked.

Scheduling

WhenIsGood is an easy way to find out when everyone is free for your next meeting or event. No sign-ups or passwords required, and users just paint over their times of availability. Many DLF groups are finding this a friendlier alternative to the ubiquitous Doodle!

“Knowing that the group has a standing monthly meeting is so much better than constant doodle polls.” —Kelcy Shepherd

DLF Web/Phone Conferencing Support

DLF maintains an Zoom Pro account that can be made available for audio conversations via Zoom app, browser or phone.

Please make sure your preferred meeting time is available, then contact us for scheduling.

Check the calendar -- and don't forget timezones!

DLF Zoom Tips

Further Considerations

How can you ensure everyone who wants to participate in your meetings can?

Table of Contents

  1. About DLF and the Organizers' Toolkit
  2. Working with Team DLF
  3. Starting a New Initiative or Working Group
  4. General Facilitation and Goal-Setting
  5. Facilitating for Diversity and Inclusion
  6. Communications and Consensus
  7. Preventing and Managing Burnout
  8. Gathering Info/Building Enthusiasm
  9. Planning an In-Person Meetup
  10. Setting Up Year-Round Meetings
  11. Planning Virtual Meetings and Webinars
  12. Talking and Writing
  13. Organizing and Sharing Your Work
  14. In a Nutshell
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