it technology and board meeting management - it presentation.pdf · knowledge vision (knovio)...
TRANSCRIPT
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IT Technology
And
Board Meeting
Management
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1. Technology Integration
2 Technology and Board Attendance
• Conference calling
• Video Conferencing
3. Technology and Board reports
• Digital reports
• Smart boards
• Powerpoint presentation
4 Technology and Board minutes
• Board minutes
• Archiving reports
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Provide information to all Board Members
Assist in preparing Board Members for next meeting
Provide for public disclosure and transparency
Develop a resource file of past Board meetings
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Increasing
Board Member
Attendance
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Tele-conferencing
• Teleconferencing – meeting participation through a telecommunications medium.
• Teleconferencing = Conference Calling• Audio – Speaker Phone
• Host multiple lines
• Service provider coordination• Dedicated phone number
• Access code
• Identify you as the Host or Guest
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Cloud Base Services
• AT&T CISCO WebEx• Download software
• Complete meeting information• Name of Host
• Date
• Start time
• Duration
• E-mail address(es)
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Web Site Response
• Host receives a confirmation email
• Forwarding email to teleconference participants:• Calendar/Invitation to guest
• Purpose of meeting
• Date of meeting
• Start time
• Duration
• Conference call phone number
• Access Code
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Tele-Connected
• Once you call-in• Verify that you are now connected to the teleconference
• Verify that you are participating as Host or Guest
• States how many other participants have logged on
• Then you will hear beep, confirming connection
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Unlimited Connection Opportunities
Access with special guests, service providers, resources
HUD DC Headquarters Local HUD officesOther Housing Authorities
ArchitectGeneral ContractAccountant, Auditors
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Web Meetings
Web Meetings is a broad term, involving a web-connected computer to other web-connected
computers, tablets, phones, etc.
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Top list of video chat apps or software
• Skype
• Google Duo
• FaceTime
• Hangouts
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App Features/Benefits
• FaceTime and Google Duo• Bare bone features – video chatting simplicity
• Skype and Hangouts• More robust – drop down features
• File sharing
• Instant messaging
• 2017 Skype update includes voice mail feature
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Basic Business Features
Face-to-face interaction
Screen sharing• Laser Pointer
• Host has full control
Up to 250 participants• Security upgrade
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DIGITAL BOARD DOCUMENTTS
(Animated Slide)
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Digital Board Documents
• Department reports are uploaded to secure server – a week prior to Board and Committee meetings
(PRIVATE SECURED SERVER – PASSWORD PROTECTED)
• Board members can download files at their convenience via• Tablet
• Laptop
• Desktop
• Mobile Phone
• Selectively print documents for discussion
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Portable Document Format (PDF)
• Electronically display documents independent of software, hardware or operating system…
• Designed to preserve and protect contents and layouts of documents
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• Graphic Integrity – display the exact same content and layout regardless of the originating software, device or operating system
• Convenient – Easy to create and share
• Secure – Offer severals level of protection • Read Only and capacity to edit document• Imprint watermarks• Digital signature• Compact – compress file size for easy exchange • Multi-Dimensional – Integrate various type of contents
• Graphic, chart, spreadsheets, forms, letters
Advantages of PDF file format
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PDF Disadvantages
• Because it is designed to preserve contents makes it harder to edit or extract information• Most PDF files are Read Only
• Not all PDF software is the same• Adobe System – currently the industry standard
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Sharing or Posting Digital Reports
• Uploaded to private, secured server• User name and Password
• Agenda
• Resolutions
• Financial Reports• Balance Sheet• Income Expense Statement
• Development Report
• Operations
• Capital
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POWERPOINT PRESENTATION
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What is PowerPoint?
• It is an electronic slide presentation medium
• PowerPoint is Microsoft product and a part of Microsoft Suite package
1. Powerpoint
2. Prezi
3. Keynote – Apple
4. Knowledge Vision (KNOVIO) – online video platform
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Integration of On-line Media
• Open Source Clip Art
• Presenter Media - annual fee
• Upload videos
• Link other Microsoft products• Word
• Excel
• Access
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• Electronically write on it with a special pens (usually come with the board)
Advantages of a Smart Board
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Advantages of Using a Smart Board
• Anything written on the smart board can be saved to a tablet, computer or printed
• It’s great for Board brain-storming and keeping a record of your ideas
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Smart Board Documents
• Word File
• Excel File
• PowerPoint Presentation
• PDF File
• Forward files via:• Email
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• Traditional• Meeting minutes taken in long or short hand
• Court stenographer
• IT integration• Audio Recording
IT and Documenting Board Meetings
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IT and Documenting Board Meetings
• Digital Recorder• Burned to CD or DVD and archived
• Date
• Time
• Meeting type
• Regular Board Meeting
• Special Board Meeting
• Committee Meeting
• Transcription• Voice Recognition Software
• Manual
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Recording Media
• Court Stenographer
• Dictation Service
• Steno Mask
• Digital Camera
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Archiving Board Meeting Minutes
• Paper documents
• Audio Tape
• Digital• Burned to a CD or DVD
• Stored on USB jump drive
• Stored on Hard drive
• Back up drive
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