This Project is funded by the European Union
This Project is funded by the European Union and implemented by the consortium led by GDSI Limited Digital Goodies & Your Requests Webinar #4 in the Embracing Remote Work for Civil Society series Vladimir Ivanov & Iryna Velska, experts of the Ea. P Civil Society Facility – Regional Actions project 22 May 2020 Webinar
Webinar #4 Introduction Digital Goodies & Your Requests Welcome to our Webinar #4 on “Embracing Remote Work for Civil Society” series! While we are waiting for other participants to join, let’s meet each other. In the common chat, please write: 1. your name, the organisation you represent, and what country(-ies) you work in, and 2. if you attended our Webinars #1 -3 in April-May, or watched the recording / read the presentation at https: //elearning. eapcivilsociety. eu/. You are welcome to ask your questions in the Q&A or in the chat any time during the webinar; however, we are kindly asking you to mute your mics when you are not talking. If you want to ask your question audibly, let us know by using ‘Raise the hand’ button. The recoding of the webinar and the presentation will be emailed to you
Webinar #4 Introduction Eastern Partnership Civil Society Facility – Regional Actions Goal: to promote the role of civil society actors in the six Ea. P countries (Armenia, Azerbaijan, Belarus, Georgia, Moldova and Ukraine) in reforms taking place in their countries Funded by the European Union Implemented by a consortium led by GDSI Limited (Ireland) Duration: 2017 -2020 Details: http: //eapcivilsociety. eu/ 01 02 03 04 05 Mapping studies and research for a better understanding of civil society organisations in the partner countries and their problems E-learning courses and webinars to strengthen civil society capacity and local impact Hackathons to develop new ICT tools to enable broader participation of civil society in decision making processes Better communication for high-impact civil society work to improve the image of civil society work and learn how to communicate it better Civil Society Fellowships for future leaders in key sectors to enable them to drive changes
Webinar #4 Introduction Embracing Remote Work Series of Webinars Why: to help you learn more about some of the most used tools and solutions for distant work, online communication and collaboration Webinar #1 on 10/04 : Transferring your team to remote work: main principles and steps, good practices and tools for communication Webinar #2 on 24/04 : online project management solutions (MS To Do, Trello, Asana, Open. Project) Webinar #3 on 08/05 : digital solutions for online meetings & webinars (Jitsi, Zoom, Web. Ex) and streaming (You. Tube) Webinar #4 on 22/05 : digital goodies (Write. URL, Drop. Box vs. Next. Cloud, Mailvelope) and top results from the survey Image: https: //pixabay. com/
Introduction Recap: Elements of remote work for managers Webinar #1 for Agile method, Scrum & Coord inatio n Communication Remote Work Management Creation & Collaboration Kanban frameworks, recommendations for transferring teams, MS Teams and Slack as team communication tools and more: https: //elearning. eapcivilsociety. eu/2020/0 4/embracing-remote-work-for-civil-society/ Webinar #2 for online project management tools (MS To-Do, Trello, Asama, Open Project) and our advice: https: //elearning. eapcivilsociety. eu/2020/0 4/online-project-management-tools/ Contr ol Webinar #4 Webinar #3 for online meeting & webinar platforms (Jiitsi, Webex, ZOOM), live streaming (You. Tube) and recommendations how to run online meetings: https: //elearning. eapcivilsociety. eu/2020/0 5/online-meetings-live-streaming/
Webinar #4 Digital Goodies Some handy tools when your team works remotely (and not only then)
Goodies & Your Requests Demonstration of Tools Write. URL: www. writeurl. com/ • What for: collaborative realtime writing & editing documents. • No registration at all. • Application can be installed on your server (paid version). • Can be embedded in other web sites. • Can be shared to edit or view, or as a published version • Rich text editor (i. e. text can be formatted and can include links & images) • Does not have quotations or tables. • Can work offline (updated when online).
Goodies & Your Requests Demonstration of Tools Dropbox: https: //dropbox. com/ • What for: cloud storage, files sharing, commenting and collaboration. • Can be used as a virtual workspace – or a PM tool. • Free version allows for 2 GB; paid starts with 2 TB of storage from USD 9. 99 per month. • Desktop, in-browser and mobile apps. • Previews and comments on files. • Dropbox Paper allows for real-time editing of documents. • Dropbox Tansfer allows for sharing files with non-Dropbox users. • Had security incidents in the past.
Goodies & Your Requests Demonstration of Tools Next. Cloud: https: //nextcloud. com/ • What for: file hosting and sharing plus small collaboration features. • Open source product (yes, it is free). • On-premises (self-hosted): must be installed on your server. • You have full control of your data. • Has in-browser, desktop and mobile apps. • Has additional paid-for products (Next. Cloud Talk and Groupware: mail, calendar, contacts, deck with Kanban-style boards). • Main problem: conflicting versions
Goodies & Your Requests Demonstration of Tools Signal: https: //signal. org/ • What for: secure messaging. • Free (community funded) • Requires a telephone number to sign up • Apps and Servers are Open Source • Messages cannot be read by the company • E 2 E encryption on by default • Includes self-destructing messages • Provides Transparency Reports • Uses Perfect Forward Secrecy (PFS) • Does not log IP Addresses • Desktop and mobile apps Compare with others: https: //www. securemessagingapps. com/
Goodies & Your Requests Demonstration of Tools Mailvelope: https: //www. mailvelope. com/ • What for: browser extension (addon) for secure email traffic usig Open. PGP standard. • Open source product (yes, it is free). • Uses asymmetric encryption (private and public key). • Works in Chrome, Edge and Firefox browsers • Pre-configured (authorized) providers: Gmail, mail. ru, Outlook. com, Yahoo, Zoho Mail • Compatible with Enigmail for Thunderbird, Gpg 4 win for Windows (Outlook), GPGtools for mac. OS (default mail application "Mail“). • Limited support for mobile apps. Learn about the asymmetric encryption: https: //youtu. be/AQDCe 585 Lnc
Webinar #4 Your Requests Your suggestions on what topics from our previous webinars we need to come back to
Goodies & Your Requests Requested Topics What did you ask for? Webinar #1: Embracing Remote Work for CSOs Webinar #2: Online Project Management Tools Webinar #3: Online Meetings & Live Streaming Additional topics: • Additional options of ZOOM (breakout room, voting) – 2 responses • Tips for engaging with audience during online meetings • Webinars as online solution • Cisco Webex Teams • Sending invitations to ZOOM meetings through messenger apps (Whatsapp, Viber) • CRM Tools (mailchimp, newsletters)
Goodies & Your Requests Requested Topics Agile in brief Plan Agile is a set of ideals and principles, a way of working, derived from the Agile Manifesto. It recognizes the volatility of product development, and provides a methodology for self-organizing teams to respond to change without going off the rails. Based on 4 values and 12 principles. Key ideas for us: • Responding to change over following a plan. • Build projects around motivated individuals. Give them the environment and support they need, and trust them to get the job done. • The best architectures, requirements, and designs emerge from self-organizing teams. • At regular intervals, the team reflects on how to become more effective, then tunes and adjusts its behaviour accordingly. For more read https: //agilemanifesto. org/ https: //www. urd. org/en/review-hem/an-agile-manifesto-forhumanitarian-and-development-projects/ and Feed back Design Agile Lifecycle Develo p Release Test
Goodies & Your Requests Requested Topics Agile Project Management is an iterative approach to planning and guiding project processes. An Agile project is completed in small sections called iterations. Each iterations is reviewed and critiqued by the project team and representatives of the project's stakeholders. Insights gained are used to determine what the next step should be. Agile Project Management is: • A pragmatic approach that accepts: o there is much that you do not know; o you and your customer are always learning; o things change without warning; o ‘Murphy law’ is alive and well. • A flexible lifecycle that allows you: o adapt as you learn and things happen; o satisfy your customer as much as possible within project constrains. Because Agile management relies on the ability to make decisions quickly, it is not suitable for organizations that tend to deliberate over issues for a prolonged period or for those that take decisions to a committee techtarget. com
Goodies & Your Requests Requested Topics Agile Leadership Explained If you consider going Agile in your organisation, read the 12 Dimensions of Agile Leadership https: //www. link edin. com/pulse/1 2 -dimensionsagile-leadershipjonathan-kesselfell/
Goodies & Your Requests Requested Topics Agile goodies When a program transitions from traditional project management to agile, the team and the stakeholders must embrace two important concepts : 1. The product owner's focus is to optimize the value of the team's output. The team relies on the product owner prioritizing the most important work first. 2. The team can only accept work as it has capacity for it. The product owner doesn't push work to the team or commit them to arbitrary deadlines. The team pulls work from the program's backlog as it can accept new work. 01 02 03 04 05 Product owner Member of the team responsible for carrying the product vision (conceptual and technical integrity) and what needs to be done in addition to managing user feedback. Roadmaps A roadmap outlines how a product or solution develops over time. Backlog It sets the priorities for the agile program. Team includes all work items in the backlog; product owner prioritizes the work on the backlog; team then uses the prioritized backlog as its single source of truth for what work needs to be done. Initiatives, epics, tasks and subtasks A task consists of several specific subtasks. Epics are large bodies of work that can be broken down into a number of smaller tasks. Initiatives are several epics that drive toward a common goal. Agile metrics Tracking statistic data stats, and visualizing that in charts, to understand if the team is on track.
Goodies & Your Requests Requested Topics Online Project Management Tools Project management tools (PM tools) are software products aimed to assist an individual or team to effectively organize work and manage projects and tasks. Depending on the complexity and hosting: 1. Individual. Simple sharable to-do lists for those with a very light need for PM solutions and small teams, or those who want to test. 2. Cloud-based. Hosted on external cloud servers. Features available depend on the price. 3. On-Premise. Installed locally into your organisation’s server. 4. Open API. PM software with the capacity to add to the already existing application (‘adjust’ them). 01 02 03 04 05 Planning Due date, start date, calendar, Gantt chart, timeline, milestones… Task Delegation Share the list / task / board and assign to one or more persons Documents sharing Attach a document or a link to a document Communication Share the list/task/board, and leave notes, messages, comments. . . Monitoring Status tracking: completed / done, overdue, . .
Goodies & Your Requests Requested Topics How to choose a PM tool 1. Understand Your Needs 2. Match Needs to Features 3. Calculate the Costs • What’s your work style? • What does your team need? • What are your challenges? • What is your perfect project management scenario? • Integration with apps and software you use • Scheduling and planning • Task management • File sharing • Communication and ability to share externally • Real-time reporting • Dashboards and graphical reports • Customization • Time, Budget & Resource Management, etc. • How much are you ready to pay for a product? • How many team members will use it? 6. Get Feedback, Evaluate and Decide 5. Research & Test 4. Security or 24/7 • Check the market • Select and try free or trial versions of 3 -5 products • Involve key team members in trying • Cloud-based solution hosted by the service provider? • On-premises commercial product installed on your server? • Open source PM solution installed on your server? • Feedback from your team members • Reevaluate the costs • Ask for discount or check Tech. Soup local branch
Goodies & Your Requests Requested Topics Organising a webinar Source: https: //webinar. ru/
Goodies & Your Requests Requested Topics Planning a webinar (or a large meeting) • A webinar or a meeting shall last from 30 to 90 minutes. If you need more time, consider maximum 2 blocks per day, 90 min each, with 30 -60 min break between them. • Our experience has proven a participant can listen (process new information) well for 45 min, then you need to proceed to questions, exercises, . . • The number of speakers depends on the duration of a webinar. It’s difficult to ‘jump into talking’ right away, so at least 5 minutes per speaker + 2 minutes for changing speakers (without changing slides). If you have several speakers with short presentations, consider putting their slides in one. • Slides may have more text, but you need to change them more often than offline (every 2 -3 minutes). • Avoid the tedium of slides, there is always the opportunity to share a screen, a document, an application or a video (make sure you opened the apps needed in advance). • A webinar / meeting room shall be opened 15 -30 min before the beginning; speakers and moderators need to enter and check the sound and connection 10 -15 min before the webinar / meeting. • Create a cover slide, demonstrate a promo video, a slide with agenda and rules. • You will never start on time, but do not wait for more than 10 min.
Goodies & Your Requests Requested Topics Tasks to distribute between organisers • Who starts / ends the recording of a meeting / webinar? • Who mutes / unmutes participants? • Who promotes attendees to panelists at a webinar? • If there is one joint presentation for several speakers, who changes slides? • Who follows questions in the common chat? Voices them over to a speaker? • Who follows raised hands? • Who answers questions in Q&A at a webinar? • Who creates polls and follows participants’ replies? • Who answers participants’ technical questions related to the platform? (“How can I…”, “I cannot hear/see the screen”, etc ) • Who sends the webinar / meeting recording and other materials? . . … and continue
Goodies & Your Requests Requested Topics ZOOM: https: //zoom. us • What for: video conferencing with a team (or more) and webinars. • Cloud-based solution , with free and paid plans, depending on # of participants and hosts. • Free account allows only up to 100 users up to 40 min: https: //zoom. us/pricing • Has in-browser, desktop and mobile (Android and i. OS) applications. • Zoom Webinar is bought separately (as an addon): https: //zoom. us/buy? plan=pro&from=webinar • Features: share screen/applications, toll-free numbers to join, password protection, rolebased users, waiting and breakout rooms, cloud storage, branding, stream live on You. Tube, Facebook, and more, multi-language, etc. • Tech. Soup has discounts for CSOs (USD 200 per year)
Goodies & Your Requests Requested Topics ZOOM: Additional options • Breakout rooms allow you to split your Zoom meeting in up to 50 separate sessions. • The meeting host can choose to split the participants of the meeting into these separate sessions automatically or manually, and can switch between sessions at any time.
Goodies & Your Requests Requested Topics ZOOM: Additional options • Voting • The polling feature for webinar allows to create single choice or multiple-choice polling questions for webinars. • You will be able to launch the poll during your webinar and gather the responses from your attendees. • Polls can also be conducted anonymously, if you do not wish to collect attendee information with the poll results. • Hosts and co-hosts can launch polls but are not able to vote. • You can have up to 25 polls added per scheduled webinar.
Goodies & Your Requests Requested Topics ZOOM: Tips for engaging with audience • Create an icebreaker and get the interaction started Ask a fun question about what’s for lunch, how’s the weather where they are, or what is their favorite sport • Let your audience pick the content If you’re giving a presentation, try letting your audience choose which content you’ll present • Get input on the meeting Put up a quick poll with a scale that lets them rate the content and presentation
Goodies & Your Requests Requested Topics ZOOM: Webinars as online solution Keep your audience engaged • Chat: Set private and group panelist chat settings for attendees and panelists. • Q&A and polling: Manage and share audience input in Q&A dialog box where attendees ask questions with live or text answers. • Attendee raise hand : Increase attendee engagement by allowing virtual hand-raising. • Promote Attendees to Panelists : Panelists can communicate with the audience, respond in Q&A, and share their video and desktops. https: //zoom. us/webinar
Goodies & Your Requests Requested Topics ZOOM: sending invitations to meetings through messenger apps
Contacts Thank you for your attention! We would love to get your feedback! Project Regional Office: GDSI Office: 7 E. Chavdar str. , Office 214, 02072 Kyiv, Ukraine Block 15, Galway Technology Parkmore, Galway, Ireland +38 063 376 55 46 +353 91 761 000 welcome@Ea. PCivil. Society. eu consulting@gdsi. ie www. Ea. PCivil. Society. eu www. gdsi. ie Trainers’ emails: Iryna. Velska@Ea. PCivil. Society. eu Vladimir. Ivanov@Ea. PCivil. Society. eu
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