PCC Advisory Committee - Education Sub-Committee Quarter 3 Café June 12, 2020 - PostalPro

PCC Advisory Committee
 Education Sub-Committee Quarter 3 Café

             June 12, 2020

 This Zoom meeting is being recorded
 Phones will be muted
 Please type your questions in the chat box
 A copy of the presentation will be posted on PostalPro – Café
    If you want the PPT emailed to you, please type in subject: PPT and send
      Cathy an email – cathy.m.scocco@usps.gov

Agenda
• Zoom Features, Breakout Rooms, Meeting Invites   Judy Caldwell
• Meeting Tips and Best Practices                  Glen Swyers
• Webcam Tips and Best Practices                   Mark Fallon
• Ideas to make your Zoom meetings “lively”        Cathy Scocco
• Questions and Answers                            All

WebEx Update – (June 8, 2020) – Judy
Important Dates

 After May 21, must request ACE Web Conferencing (Zoom)
 After June 15, Information technology will start retiring Cisco WebEx and remove the
  Plugin
 Recording feature will be disabled in Cisco WebEx
 New Cisco WebEx meetings cannot be scheduled after June 15
 Existing Cisco WebEx scheduled meetings can occur until July 30 but cannot be
  recorded
 All meetings and recordings will be removed from Cisco platform by July 30
 Download all recordings prior to July 30 https://uspsmeetings.webex.com/
    • Click on “Sign-In”
    • Click on “Recordings”

Zoom System Changes – Judy
There will be a Zoom outage after June 28 or beginning of July. A necessary
configuration change will need to be made. Your Zoom profile/account will be
deleted. You will be required to re-sign-in from Zoom Client again after the
outage. IT will send out FYI to all meeting hosts.

Due to this system change, all scheduled meetings past June 28 will be invalid
and have to be deleted from Outlook and recreated. IT also recommends that
any Zoom recurring meeting not be extended past June 28.

Zoom hosts that have previously recorded meetings stored in the Zoom cloud
should download those recordings to a USPS Workstation for archiving.

Zoom Meetings – Judy
Collaborative Meetings
    Ideal for hosting collaborative/interactive events
    Participants can share screens, turn on their video and audio, have
      breakout rooms

USPS license
   Can host up to 500 participants – meetings timeout at 24 hours
   Large meeting (up to 1,000 participants) – contact
    USPSWebConferencingsupport@usps.gov
   Provide the host name, email address, date, and time of meeting

Zoom Webinars – Judy
View Only Webinars
    Hosts and panelists can share their video, audio, and screen
    Attendees can interact via Q&A, Chat, and answering Polling
     Questions (currently disabled)

USPS License
   Can host up to 500 attendees
   Large webinars (licenses up to 3,000 attendees or 10,000 attendees) –
    contact USPSWebConferencingsupport@usps.gov
   Provide the host name, email address, date, time, and anticipated
    number of attendees

Zoom Security – Judy
The USPS version of Zoom is certified under the Federal Risk and Authorization
Management Program (FedRamp), a government-wide program that provides a
standardized security assessment, authorization, and continuous monitoring of products
and services like Zoom.

All Zoom meetings created through the Postal Service are automatically password-
protected.

  Other Security features available
       •   Ability to enable Zoom’s Waiting Room
       •   Ability to Lock the Meeting
       •   Ability to Remove an Attendee

Basic Features in Zoom – Judy
 Chat

 Mute

 Door Bell

 Breakout Rooms – Committees can have separate meetings

 White Board

 Poll – Answers to Questions (currently disabled)

Record Features in Zoom – Judy
 Turn on recording

 Pause recording

 Send out recording

 Share recording

Breakout Rooms – Judy (live Demo)
Breakout Rooms are commonly used for:
   Education
   Training
   Workshops
   Sub-meetings
       • Discussions
       • Projects
       • Activities

Zoom Video – Managing Breakout Rooms: https://youtu.be/j_O7rDILNCM

Meeting Tips and Best Practices – Glen
Event Content

   First decide – What do you need to share
     Then it will be clear how you will want to deliver it
   Is this a teaching moment?
   Is this more of a town hall with collaboration?

Meeting Tips and Best Practices – Glen
The Zoom Platform has changed meetings
   We can see you!
     Which is both good and bad
     Plenty of Meeting fails on YouTube
   You can see more than just the slides
     Speaker can be seen

Meeting Tips and Best Practices – Glen
Guiding Principles don’t change regardless of platform
Content Matters
   Welcome the guests
   Share an Agenda
   Include House Keeping items
     Recording
     How are you handling Q&As
     Remind to MUTE – if applicable
     How to get a copy of the event – if applicable

Meeting Tips and Best Practices – Glen
Guiding Principles don’t change regardless of platform
Content Matters continued
   Length
     Focus on fewer topics
     Might have more short meetings than one longer meeting
     50% rule –
       o In-person was 1 hour then
       o Virtual will be 30-minutes

Meeting Tips and Best Practices – Glen
Prepare yourself
   Don’t book back-to-back meetings
   Get Rest
   Have a glass of water
   Now dress for the occasion

Meeting Tips and Best Practices – Glen
Video Customer Calls   Audio Customer Calls

Meeting Tips and Best Practices – Glen
Logistics Matter
   Assign a Host
      This is important both for Technology and Flow
   Assign someone to Monitor Event
      For small events this may be the host
      Need someone to monitor Q&As
      Best to have them login as an attendee on a separate device if possible
      Depending on type of event – suppress beeps when people come and go

Meeting Tips and Best Practices – Glen
Don’t Skip Steps
   Just like a Traditional Event you need to confirm speakers
   Plan ahead – book speakers early and promote the event
   Have a rehearsal or Dry Run
   Always reboot your computer before you present – allow ample time
   Verify your presentation is viewable and you can hear speakers

Webcam Tips and Best Practices – Mark
• Camera
• Lighting
• Sound
• Posture and hands
• Eye contact

Webcam Tips and Best Practices – Mark
• Camera
• Lighting
• Sound
• Posture and hands
• Eye contact

Webcam Tips and Best Practices – Mark
• Camera
• Lighting
• Sound
• Posture and hands
• Eye contact

Webcam Tips and Best Practices – Mark
• Camera
• Lighting
• Sound
• Posture and hands
• Eye contact

Webcam Tips and Best Practices – Mark
• Camera
• Lighting
• Sound
• Posture and hands
• Eye contact

Webcam Tips and Best Practices – Mark
• Camera
• Lighting
• Sound
• Posture and hands
• Eye contact

Webcam Tips and Best Practices – Mark
• Camera
• Lighting
• Sound
• Posture and hands
• Eye contact

Webcam Tips and Best Practices – Mark
• Camera
• Lighting
• Sound
• Posture and hands
• Eye contact

Webcam Tips and Best Practices – Mark
• Camera
• Lighting
• Sound
• Posture and hands
• Eye contact

Ideas for Meetings – Cathy
 Demonstrations or How to – Postal and Nonpostal
     How to create an Every Door Direct Mailpiece or How to make a mask or Making
      your workspace safe
 Virtual Tours – Be creative (business/places of interest)
     Industry can give virtual tours – if more than one location is on, do multiple tours
 Theme – Tie it in to an event you were going to have or something locally in your city
     Sports (Take Me Out to the Ballpark/NFL Tailgate)
     Beach or Hawaiian Luau
     Breakfast/Lunch/Dinner and Learn – Cooking class – Pajama Party
     Holiday Celebrations – Happy Hour

Ideas for Meetings – Cathy
 Networking thru Breakout Rooms
    Assign a table leader in each room
    Assign attendees to different rooms for a few minutes
    Rotate attendees
 Pre-recorded messages
    Breakout sessions
    Qs & As – live
 Performance – Talent Show
    Sing
    Play an Instrument

Ideas for Meetings – Cathy
 Sponsors for door prizes
    Early Registrations
    Mail attendees a gift or a “swag bag” (builds excitement)
 Tie your meeting to a charity (Pub 286 approved charities and USPS)
 Play music
 Teasers – send several emails
 Invite a Speaker – Postal and Industry
 Panels – Postal and Industry
 Surprise Guest

Spin the Wheel
                              ANA

                                    Another application to load
                                    names on a wheel is:
https://youtu.be/tTEyo8YO1g         https://wheelofnames.com/
g

Questions and Answers

Thank You for ALL that you do!