Meetings and Communication

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Information to find places to meet virtually, in real time.

Chat

Online chat involves committee members typing messages back and forth in real time. Most chat tools will enable you to archive a transcript of the chat. This can be very helpful for future reference and eliminates the need for a note taker during the meeting.

  • ALA Connect has a chat capability which many committees successfully use. This is the most private option for groups needing confidentiality. Chats can also be archived, so that those unable to attend can view a transcript later.

If the ALA Connect chat feature is not working or not preferred, there are other tools you can use.

  • Facebook and Google+ both have chat features.
  • Tinychat is another free tool you can use that also has video capabilities. To facilitate chat and communication, you can also establish a group on Facebook or a circle on Google+. Access can be set to private, and members can be contacted quickly this way. If you don't use ALA Connect, make sure you save a transcript of your chat and post it to your committee's Connect space.

Voice & Video Chat

Video chat will require participants to have a webcam and in general, requires more bandwidth than voice alone so you will need to make sure all required participants have the necessary technology. A test session is suggested before using this for an official meeting. An external microphone is not usually required, but if you have multiple participants in a voice call then the sound will be clearer if participants use a headset with microphone.

  • Google Voice and Video Chat requires a Google ID to participate. It also requires a software download and installation.
  • A Google Hangout allows participants to collaborate on documents, view websites, or view videos while they are chatting. This interactive feature may be a very productive way to collaborate online but it also requires the most bandwidth. For up to 9 participants.
  • Skype offers free voice and video chat options. Your library may already have a Skype ID; if not, you will need to download Skype and set up an account. Video chat will require greater bandwidth capabilities than voice alone. If you are having difficulty Skyping with more than one person, changing to voice only instead of video sometimes fixes the problem. There is a fee for group chat.
  • FaceTime is a videotelephony software application developed by Apple Inc. for supported mobile devices running iOS and Macintosh computers.


Conference Call

These sites offer free conference call capabilities. The phone number used is not toll free so there may be toll charges from your phone company.

Don't forget to investigate conference calling using technology you already have. Have your members check their organization's phone system to see if placing conference calls is possible. Many business phone systems allow users to place conference calls. Check the manual for your phone system. If you don't have access to the manual, Google the make and model to try to find the manual online.

  • Smartphones: Many smartphones, such as iPhones, have the capability to conference call by merging up to five calls at once. See iPhone: Using Conference.


Here's a great article on conducting conference calls Conference Call Tips

Please share your experiences with these tools or suggest additional tools by joining in the discussion.

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