In 2012, The Synod of the Southwest, in fulfilling its mission to “Engage one another in dialogue about ministry and faith across presbytery lines, and in partnership with the larger church (including, among others, General Assembly, other synods and ecumenical partners”, funded and installed 14 Cybercafés in churches across each of its four Presbyteries and in two Synod Offices. In 2013, the Presbytery of Santa Fe funded and installed an additional system in its Presbytery Office, bringing the total to 15 Cybercafés.

Two purposes informed the decision to install these Cybercafés: 1) reduce travel costs and 2) provide opportunities for additional communications between churches, Synod Presbyteries, and Synod meetings. Cybercafés, help mitigate these barriers by providing virtual meeting spaces for Synod Members to share and conduct meetings while minimizing travel.

Each Cybercafé consists of an Internet connection, computer, web camera, conferencing microphone, speakers, a large screen monitor and a GoToMeeting subscription. The Synod funded purchase, setup and the first year of Citrix subscriptions. Cybercafés were selected (3 per each of the four Presbyteries) based on geographic location and technical characteristics.

Any meeting will include the some or all of the following persons and places: The Meeting Facilitator is responsible for scheduling the meeting and emailing the link for

that meeting to the hosts or participants. Generally this will be a Committee Chair. The Cybercafé sites are the churches throughout the synod where a cyber cafe has been

installed. Technical Liaisons from each site set up the equipment, maintain them, secure the site from theft, and schedule the room for meeting dates.

The Organizer is the person who begins the meeting. Once the meeting has begun, the organizer may hand the organizer role off to the meeting facilitator and leave.

A Participant is a person attending the meeting. They may attend the meeting by going to a Cybercafé or from their own computer (provided that there is sufficient space within GoToMeeting and their system/Internet connection meet the minimum requirements).

As of this writing, the systems have been set up, tested and are starting to be used for meetings. The initial start-up of training, tuning systems, identifying Internet connectivity issues has been augmented by a Series of Shakedown Meetings between Organizers and Technical Liaisons.

Synod of the Southwest Cybercafés

Many thanks go to Conrad Rocha for his vision in moving the Synod forward, Robin Thomas for her constant and consistent attention to this new media, David Hicks for purchasing, logistical support in setting up the initial Cybercafés, Dee Ellis for capturing information from our initial meetings, and all the Organizers and Technical Liaisons for your willing and joyful participation.

Steve Ediger

Overview by Role....................................................................................................................3Organizers...............................................................................................................................3Technical Liaisons...................................................................................................................4Meeting Facilitators................................................................................................................4Meeting Participants...............................................................................................................5

Set up the Cybercafé...............................................................................................................5Basic System Setup (Technical Liaisons).................................................................................5Tuning the System Up (Technical Liaisons).............................................................................6Setting up the Common Calendar and GoToMeeting (Organizers).........................................6Minimum System and Internet Requirements.......................................................................7

Schedule a Meeting.................................................................................................................7Overview.................................................................................................................................7Schedule a Meeting (Organizers)............................................................................................8Schedule a Meeting (Meeting Facilitators).............................................................................9

Start and Leave a Meeting.....................................................................................................10Start a Meeting (Organizer)..................................................................................................10Start a Meeting (Technical Liaisons and Participants with Computers)................................10Managing Audio....................................................................................................................11Leave a Meeting................................................................................................................... 12

Trouble-Shooting Meetings...................................................................................................13General Steps........................................................................................................................13Poor video/audio..................................................................................................................13Audio Echo (feedback)..........................................................................................................13

Have a Good Meeting............................................................................................................14How to Run a GoToMeeting.................................................................................................14Cybercafé Meeting Etiquette................................................................................................15

Care and Feeding of the Cybercafé (Technical Liaisons)..........................................................16Keeping the Hardware and Software Up-to-Date.................................................................16Hardware Care and Maintenance.........................................................................................17

Personnel and Sites...............................................................................................................18Organizers:............................................................................................................................18Host Sites within the Synod:.................................................................................................18

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Overview by Role

OrganizersOne Organizer per Presbytery and Robin Thomas at the Synod Office manage the scheduled virtual meetings for that presbytery and the Synod with a common shared calendar. Steve Ediger provides Technical Support. They

1. Manage Meeting Requestsa. Receive meeting requests from facilitatorsb. Communicate with facilitators to decide on a date and time for the meeting. c. See “Schedule a Meeting” for further instructions.

2. Schedule a Meetinga. Log onto common calendarb. Check to see if any other meetings are going on. c. If there are no conflicts, use the common calendar and GoToMeeting tools to

schedule the meeting. See “Schedule a Meeting” for further instructions.3. Start a Meeting

a. See Start a Meeting for further instructionsb. Set up and start the meeting 30 minutes prior to the scheduled start of the meeting.c. Make sure that the Meeting Facilitator has your phone number so that s/he can call

you if something goes wrong.d. When the Meeting Facilitator joins the meeting,

i. Stay in the meeting long enough to ensure that all participants’ video and/or audio connections work. See “Trouble-Shooting Meetings”.

ii. Make the facilitator both the Presenter and the Organizer.e. If you are not attending and/or facilitating the meeting, close your meeting session.

If you have transferred both roles, this will allow the meeting to continue after you have left it.

f. After the meeting, contact the Meeting Facilitatori. Ask them how the meeting wentii. Collect any feedback including

1. The number of participants that actually met2. Detailed descriptions of any problems that they encountered

4. Report meeting results to Steve Ediger and the other Organizers

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Technical LiaisonsAt each host church housing a Cybercafé, a Technical Liaison, provides the technical support and manages the Cybercafé. Technical Liaisons

1. Get notice of meeting from Organizera. Schedule it on the church calendar to book the room.b. Plan on being there to start the meeting or arrange for someone else.c. Reply to meeting invitation from Organizer

2. On the day of the meeting.a. Arrange the room and set up the equipment. See Set up the Cybercafé.b. Ensure that you have the Organizer’s phone number to make quick contact in the

event of problems. Also see “Trouble-Shooting Meetings” for further assistance.c. Set up and start the meeting 15 to 30 minutes prior to the scheduled start of the

meeting, using the invite to join the right meeting.3. After the meeting, report any problems to the Organizer.

Meeting FacilitatorsAnyone with Synod or Presbytery-related business can facilitate a meeting. Generally Meeting Facilitators will be Moderators, Committee Chairs or Commission Chairs. However, the system is open to anyone within the Synod wanting to connect with other Synod or Presbytery members/ churches about issues important to the church. Meeting Facilitators

1. Decide to hold a virtual meetinga. Collect information about the participantsb. Ascertain whether they will use a Cybercafé (and which one) or their own computer.c. Determine a set of tentative dates. These will not be finalized until you get

confirmation from the organizer.2. Contact the Organizer with tentative meeting times and dates and a participant list. 3. Get confirmation from the Organizer about a specific date and time and schedule the

meeting with the participants. 4. Before the meeting, become familiar with the Go To Meeting software and how to run a

virtual meeting. See Have a Good Meeting.5. On the day of the meeting, get to the CyberCafe or set your system up in plenty of time to

accept the roles of Organizer and Presenter and run the meeting.6. After the meeting, forward feedback to the organizer about successes/problems with the

technology.

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Meeting ParticipantsAnyone interested in or having a reason to participate in a Synod/Presbytery virtual meeting may join as a Meeting Participant. Meeting Participants

1. Work with your meeting facilitator to schedule tentative meeting dates and times.2. If you plan on joining the meeting using your own computer

a. Please clear this with the meeting facilitator first. There are a limited number of slots and it may not be possible for each participant to log on from their own computer with both audio and video feeds.

b. Read and ensure that your system and Internet connection meet the minimum requirements in “Minimum System and Internet Requirements”

c. On the day of the meeting, log in with the meeting invitation (See “Start a Meeting (Technical Liaisons and Participants using their own computer)”) that you received at least 15 minutes before the scheduled start of the meeting to ensure that all of the technology is working.

3. After the meeting, report back to the facilitator or Organizer (the one that sent you the meeting invitation) on your experience and any technical problems that you encountered during the meeting.

Set up the Cybercafé

Basic System Setup (Technical Liaisons)1. Each Cybercafé has been installed in a suitable room with the computer, web camera, and

wall monitor positioned so that they provide access to the wired network connection and adequate visibility to all participants. Ideally, this should have been a permanent setup. However, a permanent setup may not have been possible in all cases, because the computer may need to be secured or moved out of the way between meetings.

2. If necessary, set up the computer. 3. Check all the cables to ensure everything is plugged in securely.

a. The wall monitor has an HDMI cable that should be plugged into the computer (on left side of the computer) and the monitor port.

b. The web camera should be plugged into one of the computer’s three USB.c. Plug the network cable into the wall network jack and the computer network port.d. Plug the wireless mouse dongle into a USB port and turn on the mouse. BE SURE to

turn off the mouse at the end of your meeting when shutting down the system. It also might make sense to keep a spare set of batteries around.

e. Plug the Polycom Conference microphone into one of the other USB ports on the computer. Plug the speakers into the jack on the Polycom to reduce echo, because it separates incoming sound from outgoing sound to the speakers.

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Tuning the System Up (Technical Liaisons)1. We have discovered the audio is muddy when you first join a meeting. We were advised by

Citrix to run their Connection Wizard. This wizard figures out the best pathway for audio through your system and the internet and sets that permanently in your computer’s registry. You only need to do this one time.

a. Browse to the Connection Wizard.b. Download and run it. You will probably see a message that JEDI ran successfully and

that ECRPC failed. This is OK; the ECRPC failure is a problem that Citrix support is aware of and fixing. It does not affect optimization of the path.

c. Start the process to email the results to a technician. When you do this, it creates an email and inserts the detailed results.

d. Instead of hitting Send, replace the “To:” line with steveediger@gmail.com, so that the results will be sent to Steve Ediger. Steve will review the results to ensure it’s all working properly.

Setting up the Common Calendar and GoToMeeting (Organizers)1. Before scheduling meetings, the Organizers should set up the common calendar

a. Steve Ediger has sent invitations out for this shared calendar. If necessary, contact either him or Robin Thomas to get an invitation.

b. We are using Google Calendar, so Organizers will need to have a Google account to share in this calendar.

c. By convention we are using the color purple to designate CyberCafe meetings, but you can use any different color than your other calendars.

2. Download and install GoToMeeting from www.gotomeeting.com.3. By using the Google Chrome browser, you can avoid extra steps with an extension called

Veenome Calendar Integration.a. In the Chrome browser, select Settings from the Chrome menu (three horizontal

bars appearing toward the upper right-hand corner of Chrome).b. Select extensions.c. At the bottom of your extensions list, click on “Get more extensions”d. When Chrome Store comes up, search on “Veenome Calendar Integration”.e. Install it.

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Minimum System and Internet RequirementsPlease check to see that you meet the minimum system requirements and that you have the equipment you need before downloading the latest version of GoToMeeting.

WindowsOperating system Windows 2003 Server, Windows XP, Windows Vista, Windows 7, Windows 8Processor 2.4GHz or moreRAM 2GB or moreInternet DSL or betterBandwidth 700Kbps or more for simultaneous screen sharing, video and audio conferencingBrowser Internet Explorer® 7.0 or newer

Mozilla® Firefox® 4.0 or newerGoogle Chrome™ 5.0 or newer

MacOperating system Mac OS® X 10.6 (Snow Leopard®), Mac OS® X 10.7 (Lion®),

Mac OS® X 10.8 (Mountain Lion®)Processor 2.4GHz Intel processor (Core 2 Duo)RAM 1GBInternet DSL or betterBandwidth 700Kbps or more for simultaneous screen sharing, video and audio conferencingBrowser Safari™ 3.0 or newer

Mozilla® Firefox® 4.0 or newerGoogle Chrome™ 5.0 or newer

Schedule a Meeting

OverviewScheduling a meeting typically involves the a committee chair, but could involve anyone in the Synod that wants to meet with other Synod Members about church-related issues.

Scheduling a meeting is an interactive process involving the meeting facilitator, organizer, technical liaisons and participants.

1. The facilitator starts the process by calling for a meeting with the potential participants and suggesting a set of meeting dates and times.

2. After ascertaining dates and times that participants can meet, the facilitator sends information about the meeting to the organizer.

3. The organizer schedules the meeting at an available time, places it on a calendar common to all organizers and sends invitations out to the facilitator, technical liaisons and anyone that will be connecting with their own system.

4. The facilitator follows up with a confirmation email to all participants.

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Schedule a Meeting (Organizers)1. After being informed of potential meeting times by a Meeting Facilitator, check the

common calendar to ensure that one of them is clear for all the Cybercafés. Ideally, ensure that there is a clear ½ hour between meetings to allow adequate time for setup.[NOTE: As I was reviewing this document, I realized that we are missing a step of having the technical liaison check to ensure that the room in the CyberCafe is available at the scheduled date/time. If this becomes a problem, we will need to modify this procedure to add this step.]

2. If no clear times exist, communicate with the Meeting Facilitator to get other dates/times.3. Once a clear date/time has been established, schedule the meeting in the common calendar

and the GoToMeeting with one of the two following methods:a. Schedule a meeting on the common calendar with the Veenome Calendar

Integration extension.i. Use Google Chrome Brower with the Veenome Calendar Integration

extension installedii. Select the date, start and finish times and schedule a meeting.

iii. Edit the meeting iv. Fill in

1. Event Title (name of the meeting)2. Check the date and times and fill them in, if necessary3. Check the time zone to ensure that your calendar is in the proper

time zone. During daylight savings time, New Mexico is an hour ahead of Arizona. Make sure that you are setting the time according to wherever the Meeting Facilitator resides.

4. Type “GoToMeeting” in the Where box5. Change the Calendar to SynodSW to share with other Organizers.6. Add Guests. This should include the Meeting Facilitator, Technical

Liaisons from any Cybercafé being used for the meeting and any participant attending the meeting from their own computer (This information should have been forwarded by the Meeting Faciliator along with their address).

7. For now, we are a) not allowing invitees to modify the event, b) allowing them to invite others, and c) allowing them to see the guest list.

8. Set Reminders as you like.9. Once this is complete, click on “Add GoToMeeting Invite”.

a. The Veenome Calendar Integration extension will take over and schedule the event in GoToMeeting. You may be asked to login to GoToMeeting with your Citrix GTM login.

b. After this completes successfully the extension will populate the Description box with the meeting details and Meeting ID.

c. Above this information in the Description box, add each Cybercafé that will be participating so other Organizers can

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see which Cybercafés will be affected at that time. Multiple meetings in non-conflicting Cybercafés may run concurrently.

v. Click on Save and “yes” to update the participants. vi. If a meeting gets changed, the Veenome Calendar Integration can handle it.

Edit the meeting and change the date/times. Click on “Update GoToMeeting with New Date & Time” and the extension will update the GoToMeeting site and Description. Save it and update the guests.

b. If the integration extension is not working, you’ll have to set the meeting up in both the common calendar and in GoToMeeting.

i. Start with the calendar (items iv.1 through iv.8 above).ii. Log in to GoToMeeting

1. Click on “Host a Meeting”2. A Gray screen will appear: fill in the blanks

a. Subjectb. Datec. Start and end timesd. Audio Select the following:

i. “Use built-in audio conferencing”ii. Provide both (VoIP & Conference Call number)

3. In the bottom right corner, click on schedule4. Send an invitation for the meeting

a. You will see an outlook emailb. Send the email to your email accountc. Copy and paste the body of the email to the Description and

continue with iv.9.c above.4. Verify receipt and correctness of the invitation with the Meeting Facilitator and update

as necessary.

Schedule a Meeting (Meeting Facilitators)1. Decide on a meeting title, for example “Synod Finance Committee”2. Contact all participants.

a. Propose at least 3 dates and times. Doodle provides an easy way to do this if there are more than two people meeting.

b. Settle on at least 2 dates and times to limit back and forth communications in the event that another meeting is scheduled for the same time.

c. Determine from where the participants will be attending, which Cybercafé or from their own computer.

i. Note that there is a hard limit of 6 video feeds and a total of 25 audio feeds for each meeting. If you want to be able to see everyone, schedule a maximum of 6 locations.

ii. Please pass the “Minimum System and Internet Requirements” along to each participant wanting to use their own computer.

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iii. For each participant using their own computer, make sure that you have their email address and a phone number at which they can be reached.

d. After getting an initial set of dates/times, communicate the following information to the Organizer.

i. Name of the meetingii. All dates/starting/ending times

iii. All Cybercafés involved and the names, email addresses and contact phone numbers for participants attending from their own computer.

e. Get confirmation from the Organizer. i. If one of the selected dates/times works, it will be in the form of an invitation

to a GoToMeeting. ii. If not rework the process to find a meeting date/times that work.

f. After getting a confirmed invitation from the Organizer, please confirm to all of the participants.

Start and Leave a Meeting

Start a Meeting (Organizer)There are two ways to start a meeting:1. From your desktop

a. From the system tray (bottom right of screen) i. Click on the daisy icon

b. Select My Meetingsc. A meeting dialog box will open

i. Select the meeting you want to startii. Click the Start button to launch the meeting

2. From the GoToMeeting websitea. Log in to www.gotomeeting.comb. Select the meeting you want to startc. Click start buttond. If prompted

i. Click run, Yes or Always to accept GTM downloade. This will launch the meeting

3. Start the meeting at least 30 minutes prior to the scheduled start of the meeting to allow the Cybercafés and other participants time to join the meeting and debug any problems.

Start a Meeting (Technical Liaisons and Participants with Computers)1. Turn on the computer and TV screen, and join/initiate the meeting 30 minutes or at least

15 minutes BEFORE the scheduled meeting time. [NOTE: For participants using their own devices, we do not recommend using an iPhone or Android Phone or tablet at this point.

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These devices introduce another set of complex variables, and our experience with them has been problematic.]

2. There are three ways to join the meetinga. From a GoToMeeting invitation email, a calendar appointment or instant message

invitation:i. Open the email (appointment or instant message) that contains the meeting

information.ii. Click the Join link provided in the invitation to join the meeting.

iii. Citrix will check for your current version of the GoToMeeting client and download the latest. If prompted, click Yes, Grant or Trust to accept the GoToMeeting download.

iv. If requested, enter the Meeting Password provided by your meeting organizer.

1. You will be launched into the meeting where you’ll see your Control Panel and GoToMeeting Viewer.

b. From the GoToMeeting website.i. Join from any of the following:

1. Go to www.gotomeeting.com, and click the Join a Meeting button in the top navigation.

2. If prompted, click Yes, Grant or Trust to accept the download.3. On the Join a Meeting dialog, enter the Meeting ID from your meeting

invite.4. If requested, enter the Meeting Password provided buy your meeting

organizer. You will be launched into the meeting where you’ll see your control Panel and GoToMeeting Viewer.

ii. From www.joingotomeeting.com.1. Enter the Meeting ID from your meeting invite.2. If prompted, click Yes, Grant or Trust to accept the download.3. If requested, enter the Meeting Password provided by your meeting

organizer. You will be launched into the meeting where you’ll see your Control Panel and GoToMeeting Viewer.

Managing Audio1. Citrix provides two styles of joining the audio portion of a meeting, Voice over IP (VOIP) and

by dialing a meeting phone number with your land phone.

a. VOIP is the default and recommended. To set up for VOIP either use the Polycom Conferencing Microphone or, if you are using your own computer, use a headset that includes earphones and microphone. Here is how to make sure that the Polycom is the default device.

i. Click on Start.ii. Control Panel

iii. Hardware & Sound (or Sound, depending on your Control Panel View)

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iv. Recording tab1. Green checkmark should be on Polycom Conferencing microphone.2. If the Logitech Webcam or another microphone is detected, right-

click and disable it.b. If you need to use a standard telephone, the following appears once you have joined

the meeting:

c. Once you have joined the meeting, you can mute your voice until you want to speak.

The meeting facilitator also has the ability to mute everyone.i. If you are using VOIP, click on the image of the microphone on the right side

of your name (or your church’s name) on the conferencing panel.ii. If you are using a standard telephone press *6 to mute and unmute. *4

provides a menu of conference commands.2. VoIP Best Practices

a. Audio quality can vary based on your audio software/hardware as well as your operating system. When using VoIP, we recommend the following best practices:

i. For optimum sound quality, a headset is recommended, preferably a USB headset for ease of use.

ii. If a headset is not available, microphone and speakers are required, preferably a USB microphone for ease of use.

b. If using a microphone, it should be a distance of at least 1.5 feet away from any speakers that are built in to or connected to your computer.

c. Using your webcam’s microphone is not recommended.3. Please note that the conferencing is in half-duplex. Only one person can be talking at a

time. Please be aware of this and respect other participants’ space.

Display the Right NameSince various people may be using the Cyber Café, it’s important to have the right name appear on the screen. This is displayed to all GoToMeeting attendees and can be confusing If you are running the meeting and someone else’s name is displayed. Also, it might be nice to have the Meeting name/subject displayed to keep people on track.

After joining the meeting, check the name on the GTM panel. Your connection will look different from the other connections (typically in bold type). Do the following to reset it:

1. Go to File on the GoToMeeting panel.

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2. Select “Edit your Name and Email”3. Change the Name field. I suggest that we stick with the Church Name for all CyberCafes.

This will be more generic and necessitate less touching to set a meeting up.4. While you are doing this, you might check your meeting title (at the bottom of the GTM

Panel) and set it. To set a new meeting title/subject, click on file.5. Select “Edit meeting subject…”6. Enter a title/subject. Be sure to keep it short enough to display.

Leave a Meeting1. If you are the Organizer, MAKE SURE that you have transferred the Presenter and

Organizer role to the Meeting Facilitator before leaving it. Otherwise, the meeting will be canceled for everyone.

2. From your Control Panel’s File menu, select Exit—Leave Meeting. Or, if you also click on your icon on your Control Panel or GoToMeeting Viewer or webcam.

3. When prompted with the Leave Meeting dialog, select Yes.

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Trouble-Shooting Meetings

General Steps1. Set up the meeting according to “Start and Leave a Meeting”.2. Check that all cables are plugged in tightly to the right connection.3. Make sure that everything is turned on.4. Turn on the microphone and camera at the right of the conferencing panel. They are

turned on when they are not grey.

Poor video/audioAfter executing the General Steps, there are several possible reasons for poor video and/or audio.

1. The primary possibility is a poor internet connection.a. Make sure that only the Cybercafé is using the Internet. If someone is streaming

music and/or video from elsewhere on your side of the Internet Connection, they are consuming bandwidth that you need.

b. Check to see if bandwidth is the problem, by temporarily turning off your camera. i. If the audio starts working better, this is the temporary solution. In this case,

you might want to join meetings only via audio only. You’ll still be able to see other participants, but they will only hear you. If this happens with every meeting, please contact Steve Ediger (steveediger@gmail.com) so that he can help your church come up with a better solution.

2. For audio problems:a. Make sure volume levels are set properly for your microphone and speakers and not

muted.b. If you cannot hear another participant, have them check the same.

3. Another possibility is that your video and/or audio are not set up properly. Review the other steps in troubleshooting. If none of these resolve the problem(s), please contact Steve Ediger for additional help.

Audio Echo (feedback)The systems have at least two microphones, a Polycom Conferencing Microphone and a microphone built into the webcam. Depending on your setup, there may be other sound input devices. If more than one is enabled, the system will produce feedback. Here is how to change this:

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1. Make sure that the Polycom Conference microphone is plugged directly into the USB port on the computer and plug the speaker signal cable (the small headphone plug) into the Polycom headphone jack. The Polycom conference microphone is smart and knows to eliminate sound it receives from the room (like someone talking) from going into the speakers—this produces echo (feedback)

2. To ensure that only the Polycom microphone is enabled:a. Go to Start Menu.

i. If your screen is full of the conference participants, and you are unable to view the Start Up Menu:

1. Go up to the right hand corner, click on the orange arrow to open the conference control panel, then click on screen minimizer located on the same line.

2. If you do not see the orange arrow, click on “Esc” located on the upper left of the keyboard to minimize the screen. Select Control Panel

b. Select Sound (or Hardware and Sound)c. Click on Recording Tabd. Right click on any device that is not the Polycom Conference Mic and disable it

i. The only recording device left should be the Polycom Conference Mic

If you still experience problems, call Steve Ediger (number at Synod Office), steveediger (at) gmail.com.

Help! I’ve already checked everythingSometimes, a meeting just doesn’t start right and you need help right away. Have the original Organizer use one of the following methods to get technical support pretty quickly. The organizer will need their email address and possibly the Meeting ID.

Toll-free telephone (24x7): (888) 259-8414

On-line text chat (Mon-Fri, 5:00 AM - 4:00 PM PST):

1. Browse to http://support.citrixonline.com/en_US/gotomeeting/contactsearch2. Type anything (like “help”) in the search box. Additional text will appear as soon as you

start typing.3. Click on “Contact Support” at the lower right hand side of the screen4. Click on “Chat With Us”, fill in the requested information

Have a Good Meeting

How to Run a GoToMeeting

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It’s important to understand the difference between a meeting in which we are all in the same room together and one where participants may be spread out hundreds of miles from each other and connecting via electronic media. Cues that we normally rely on are missing or hard to see. There may be a lag in response due to the technologies involved and distance. Be aware of these differences and take them into account.

The GoToMeeting User Guide is available on the Citrix Site and contains detailed information. Some of the basics are covered below:

1. When the meeting starts, the Organizer logs on first, then all other participants can join the meeting. The organizer does not need to stay in the meeting, but must turn over this role to someone else (typically the Meeting Facilitator) before leaving or the whole meeting is canceled.

a. In order to transfer this role, click on the button in the list of buttons at the left of the GoToMeeting Control Panel that has multiple computer screens. It should be the second from the bottom.

b. Select the person that you would like to make the organizer2. When the meeting starts the Organizer also is the presenter (a person that can share their

screen). This role should also be transferred to the Meeting Facilitator. The Meeting Facilitator may also transfer this role during the meeting to any participant that has something to present. The Organizer (whether the original organizer or any assigned organizer) can grab this Presenter role back at any time.

a. As the Presenter, click on the Change Presenter buttonb. Select the person that you would like to make the presenterc. To take the role back, click on the same button.

3. Everyone should click on their camera icon at the left of the control panel to share their video. Since good internet connections may be intermittent, it may be wise to turn this off from when experience bandwidth problems for a few minutes and go into audio-only mode. After bandwidth gets better, you can turn the camera back on.

4. You can see a list of participants. Below the list, you can Mute and Un-mute all the participants (sometimes this is helpful if you want all of the attention on a single presenter). You can also mute specific participants by clicking on the microphone next to their name.

5. To show your screen, click on the Show My Screen button. The dropdown box allows you to show a clean screen, one without the desktop icons.

6. The Audio portion of any meeting can be recorded. Read the Users Guide from the Citrix GoToMeeting site to learn how to set this up and use it.

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Cybercafé Meeting Etiquette During the meeting, remember, all the sounds including the moving of chairs, the rustling of

papers, and the unwrapping of candy will be picked up by the microphone and amplified to other members of the meeting, and drowning out the person who is speaking. Excessive movement also means more video processing and reduces the meeting video quality.

Bring all paper work necessary for the meeting or download documents to your device before coming to the meeting. There may not be sufficient bandwidth and power connections to allow multiple devices to be connected.

Only one person can speak at a time and be heard, so please be aware of others during the meeting and allow more than usual time between speakers to make sure that you don’t cut someone off. You will notice that the video picture of your sight will be highlighted with a white line around it while you are speaking. The name of your host site will appear at the bottom indicating you have the microphone.

Participants using their own computers If for any reason, your schedule changes, and you will not be able to be present, please

contact the moderator of the meeting before the meeting so they know who will be there. Check your bandwidth speed prior to the meeting. Go To Meeting requires a minimum of

700K upload speed. You may check this out at www.bandwidthplace.com. When you arrange your office space for video conferencing, try to have a light source in

front of you, so you are facing the light, (just like in the old movies, “Go towards the light.) It should be dark behind you. This will make it easier on the eyes of those watching you on camera.

While we are meeting, you will not be touching the keypad or the mouse, therefore, your computer may begin to shut down. Using the Power Options under your Control Panel, please turn off your power saver so your computer screen or your computer doesn’t shut down during the meeting. (Please call for help if needed.)

If you use a screen saver, turn it off for the meeting. (Please call for help if needed.) Calling from a home or office computer requires a webcam and a microphone headset. You

may purchase a headset for under $20 at any Radio Shack, Walmart or Target. If you do not have a headset with a microphone, you may call into the meeting. The control panel for Go to Meeting will have the meeting ID and Audio PIN. You will enter both upon entering the meeting with your phone.

Care and Feeding of the Cybercafé (Technical Liaisons)

Keeping the Hardware and Software Up-to-DateIn our experience, for the most part, systems work better when they are kept up-to-date with the latest patches. Sometimes a bad patch is issued, but they are the exception rather than the rule. In general, the equipment in the Cybercafés can be kept up-to-date by tracking updates from just two or three vendors. At least once a month, please allow time when a meeting is not scheduled for the next two hours (it won’t take this long in general, but might if there are lots

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of updates). You should schedule this within a week that a meeting is scheduled and allow sufficient time prior to the start of the meeting for the updates to complete.

1. Microsoft generally issues updates on Tuesday evening, but may issue them any day an important issue arises.

a. Set your system up for automatic updates from Microsoft:i. Open Control Panelii. View by Large or Small Icon

iii. Select Windows Updateiv. On the left-hand menu, select settingsv. For “Important updates”, select “Install updates automatically”

vi. It doesn’t matter what the time is, because Windows will ‘notice’ that an update has not been installed and install it the next time you start the computer. However you should set it to check for updates every day.

vii. Recommended updates include less critical updates and hardware drivers, etc. Check the box to get these delivered the same way.

viii. Allow all users to install updates should be checkedix. The Microsoft Update box should be checkedx. Uncheck Software Notifications.

b. Periodically, run Windows Update, even though you have automated the process, because occasionally something gets missed in the process.

2. Oracle Corp owns Java a language on which the Citrix GoToMeeting software depends. Generally, a box will pop up in your system tray when Java needs to be updated. Check on this (Hint: it looks like a steaming cup of coffee) periodically.

3. Citrix makes the GoToMeeting software that we are using for teleconferencesa. As a Technical Liaison or a meeting participant using your own computer, the client

gets checked and the latest version downloaded whenever you join a meeting.4. Organizers should periodically check to ensure that they have the latest version of the

Organizer application.

Hardware Care and Maintenance1. LCD flat panel TV, Laptop, VOIP Polycom Microphone, Logitech webcam, mouse and

speakers. This hardware comes with three plugs to insert in a nearby wall socket.2. The internet connection must have a minimum upload speed of 700K. The upload speed can

be checked by visiting the website www.bandwidthplace.com.3. The grey USB cord gives a 6’ extension for the Polycom/VOIP phone. Speakers plug into the

Polycom VOIP unit and into a wall socket for amplification. [NOTE: Originally the systems were designed to be permanently installed with the laptop very near the large wall monitor. Some people prefer the laptop to be closer so that they can manage the keyboard, when

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necessary. If your cables are too short to accommodate this, please contact either Steve Ediger or Robin Thomas and let us know.]

4. The mouse has a switch on the bottom to turn it on and off. Replace batteries every few months and remember to turn mouse off after use.

5. The F4 key on the laptop allows the host to choose display options: Laptop monitor, duplicate and Projection. After pressing the F4 key, use the mouse to choose a mode. For the meeting it is recommended that the display configuration be in projection mode.

6. To use other devices with the LCD flat panel TV (such as a DVD player), use one of the free HDMI ports on the TV. Speakers on the TV may need adjusted with the TV remote. Do not use the computer for playing DVD’s. No sound will be produced by the TV.

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Personnel and SitesThe following people and sites are the folks that make this system work. Our hats are off to them.

Organizers: Synod of the Southwest Robin Thomas, Presbytery of Grand Canyon, Carolyn McBurney. de Cristo Presbytery, Dee Ellis

Presbytery of Santa Fe, Sharon Yates Presbytery of Sierra Blanca, Hugh Burroughs Technical Support, Steve Ediger

Host Sites within the Synod:

Synod of the Southwest Office, Tucson, AZ de Cristo Presbytery:o Holy Way Presbyterian Church, Tucson, AZo Faith Presbyterian Church, Sierra Vista, AZo First Presbyterian Church, Casa Grande, AZ

Presbytery of Grand canyono Presbytery of Grand Canyon office, Phoenix, AZo First Presbyterian Church, Mesa, AZo Federated Church, Flagstaff, AZ

Presbytery of Santa Fe

o Immanuel Presbyterian Church, Albuquerque, NMo Rio Rancho Presbyterian Church, Rio Rancho, NMo First Presbyterian Church, Las Vegas, NMo Presbytery Office, First Presbyterian Church,

Albuquerque, NM Presbytery of Sierra Blancao First Presbyterian Church, Las Cruces, NMo First Presbyterian Church, Hobbs, NMo First Presbyterian Church, Roswell, NM

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