tax-aide introduction to aarp webinar bill dornbush sonoma-napa technology coordinator
TRANSCRIPT
TAX-AIDE
TAX-AIDE
Introduction to AARP Webinar
Bill DornbushSonoma-Napa Technology Coordinator
TAX-AIDE
Overview
● Ways to Utilize Webinars
● Advantages of Webinar Versus Physical Meeting
● Webinar Roles
● Procedures for Requesting a Webinar
● Demonstration of Capabilities
22014 CA1 SC Meeting
TAX-AIDE
Pacific Region Webinar Program Organization
● Two Pacific Regional Administrators, with four sub-state Assistant Administrators Pacific Region 1 – Bob Eslinger, AZ1, Pacific Region
Training Advisor CA4 CA5
Pacific Region 2 – Larry Metz, CA1, Pacific Region Technical Advisor CA2 – Bill Dornbush CA1
2014 CA1 SC Meeting 3
AZ1 NV1
CA3 UT1
TAX-AIDE
Ways To Utilize Webinars
● Usually used when participants are widely geographically separated
● Can be used when only some participants can’t attend Meeting in a room where several participants
can’t attendCan lecture to people in roomOthers can attend via Webinar
42014 CA1 SC Meeting
TAX-AIDE
Ways To Utilize Webinars
● Used when inconvenient for all to gather, but all can attend via Webinar
2014 CA1 SC Meeting 5
TAX-AIDE
Ways To Utilize Webinars
● Types of Webinars – just about anything State meetings Beginning of season planning Prep for instructor workshop DC, TC, and LC meetings ERO training End-of-season wrap-up
62014 CA1 SC Meeting
TAX-AIDE
Ways To Utilize Webinars
● Can be used for short meetings or long meetings
● Can be set up days in advance or on the spur of the moment (if available)
● The procedure to schedule a Webinar is straightforward and uncomplicated
72014 CA1 SC Meeting
TAX-AIDE
Ways To Utilize Webinars
● Conducting a basic Webinar requires little training
● Participating as an Attendee is equally simple Need a computer with Internet access and a
telephone (or VoIP, speakers and microphone on your computer)
● Your sub-state Administrators/Assistant Administrators are always there to help
82014 CA1 SC Meeting
TAX-AIDE
Advantages of Webinar vs Physical Meeting
● No one would suggest Webinars are an equal replacement for a face-to-face meeting, but Webinars do have advantages
● Cost – Webinars are very cost-effective No mileage reimbursement No need to provide lunch Can avoid overnight stay
92014 CA1 SC Meeting
TAX-AIDE
Advantages of Webinar vs Physical Meeting
● Ease of assembling people Don’t have to gather everyone at a single
location which involves more time and coordination
Don’t have to schedule a meeting place Call your people in the morning and have the
Webinar in the afternoon (or the morning)
● Use when it would be nice to have a meeting but you’re using email, instead Schedule the Webinar so you can have instant
interaction among Participants102014 CA1 SC Meeting
TAX-AIDE
Webinar Roles
● Webinar Leader Is “go-to” person for conducting Webinar Organizes the Webinar content and
identifies Participants Contacts Assistant Administrator to
schedule Webinar and provide training, if required
Notifies Participants of website, date and time, and other pertinent information
112014 CA1 SC Meeting
TAX-AIDE
Webinar Roles
● Webinar Host (Usually the Leader, also) “Runs” the Webinar Is the most active participant in the Webinar Required to have the most detailed
knowledge of using WebEx Takes over Host role from Administrator
upon actual Webinar start Introduces Presenters
122014 CA1 SC Meeting
TAX-AIDE
Webinar Roles (Host, continued)
Informs Participants of Webinar procedures, e.g.,How to mute/unmute their phones If muted, how to get recognizedExplains how to Chat or otherwise ask questionsHow to take Notes and download the NotesHow to download presentation documentsControls flow of Webinar, moving from Presenter
to PresenterRecords Webinar if desired
132014 CA1 SC Meeting
TAX-AIDE
Webinar Roles
● Administrator is assigned WebEx license Assistant Administrators
One per sub-state
142014 CA1 SC Meeting
TAX-AIDE
Webinar Roles
● Assistant Administrators Schedule Webinars Send Webinar info message to Leader Provide training to leaders/hosts/presenters Start the Webinar as Host Transfer Host role to Webinar Leader/Host Participate in the Webinar if requested Publicize Webinar usage in sub-state
2014 CA1 SC Meeting 15
TAX-AIDE
Webinar Roles
● Presenter Creates the presentation Uploads, or provides for upload of, the
presentation prior to the Webinar Presents the presentation to the audience
● Attendee Joins the Webinar Participates by asking questions Downloads documents
2014 CA1 SC Meeting 16
TAX-AIDE
Procedures for Requesting a Webinar
● Leader wishes to conduct a Webinar
● Leader contacts the Assistant Administrator (AA) Explains general purpose and makeup of Webinar Requests and submits Webinar request form If desired, requests copies of the detailed Leader,
Host, Presenter, and Participant duty descriptions Requests necessary training, practices, dry-runs Sends Webinar invitation message to Participants
172014 CA1 SC Meeting
TAX-AIDE
Procedures for Requesting a Webinar
● The Assistant Administrator Checks to assure desired time and date are
available and schedules Webinar Sends Webinar information message to
Leader Schedules training, practice, dry-run dates
and times
182014 CA1 SC Meeting
TAX-AIDE
AARP Tax-Aide Webinar URL
● Attending a Tax-Aide Webinar is as easy as going to
aarptaxaide.webex.com Webinar must be listed on calendar
Usually the case Click the Meeting Center tab and look for the
Webinar
● Or, just click the link on the invitation message you receive
2014 CA1 SC Meeting 19
TAX-AIDE2014 CA1 SC Meeting 20
Leader will change “Webinar Host” to his/her name
Sample Meeting Invitation MessageSent to Leader - Leader can edit it and distribute to Attendees
TAX-AIDE
Demonstration of Capabilities
● Next several minutes is devoted to showing what you can do with a Webinar
● Will show How presentation capability is transferred among
Presenters Types of things you can share with (present to ) the
audience How the audience can interact with the
Host/Presenters Other advanced capabilities
222014 CA1 SC Meeting
TAX-AIDE
Demonstration of Capabilities
● Displaying presentations in the Webinar is called sharing
● Things that can be shared A file on your computer, e.g.,
my to do list.doc An application on your computer, e.g.,
Internet Explorer, PhotoShop, Quicken Your computer’s desktop
Whatever you do on your computer will be displayed to the audience
2014 CA1 SC Meeting 23
TAX-AIDE
Screen captures
● From actual Webinar
2014 CA2 Meeting 26
TAX-AIDE
Sharing a presentation
Globe representspresenter
TAX-AIDE
Tips and panels
Participants panel
Chat panel
Chat entry
TAX-AIDE
Notes panel
Notes panel
TAX-AIDE
Chats to you oreveryone appearhere
Save notes to your computerby clicking Save, here
TAX-AIDE
Presenting and sharing
Host and Presenter selecttabs to choose; which pres-entation is displayed
Clicking this showsHost or Presentercomputer desktop
Host and Presenter selecttabs to choose; which pres-entation is displayed
Clicking this showsHost or Presentercomputer desktop
TAX-AIDE
What’s Next
● Bill Dornbush has scheduled Webinar as demonstration:Tuesday, October 7, 10 am
● To schedule your Webinar, see http://www.aarpca2.org/webinar
2014 CA2 Meeting 33
TAX-AIDE
Sign up for OCT 7 Webinar
● Send e-mail to [email protected]
● using subject line: Webinar Demo
● You will receive e-mail invitation with link to this Webinar
2014 CA2 Meeting 34