The Department of Media and Information at Michigan State University had one of its (now) annual retreats on a beautiful Friday in the clubhouse of a local golf course. One of our faculty members, Professor Carrie Heeter, was in San Francisco, but she worked with colleagues to create a means for her to participate virtually. Her explanation of the approach and how she experienced the day might be very useful for others experimenting with blending virtual participation into real meetings.
They used Zoom, a video service like Skype or Google Hangouts, to connect Carrie in San Francisco to an iPad mounted on a portable stand, and to a laptop, both present in the retreat room. Essentially, the laptop on the stand became Carrie’s virtual presence in the room.
As Carrie wrote, when the retreat moved into about 6 breakout groups, someone in Carrie’s group ‘agreed to “take care of” Carrie’. As Carrie put it: ‘When Jeremy [Bond] took care of me, he actively turned the iPad to face whoever was speaking. It was amazing. It felt like I was right there at the table, but also weird to not be turning my physical head, while I was virtually looking all around. I also felt bad that he was working so hard thinking about what I was seeing.’
They planned to use a Mini-jam box speaker/microphone to enable Carrie to be heard by the larger group, but it did not work on the day. So it was hard to hear Carrie speaking when we were assembled as the whole group. However, she could hear others very well, even in the big group. Carrie notes: ‘we used the Zoom chat and I would type, then my caretaker would speak for me. A few times I wrote on a piece of paper and held it up to the camera. When I went to lunch I used the share screen function of Zoom to show a word document with big letters saying GONE TO LUNCH BE BACK SOON. I also occasionally Texted room participants. … I used the spotlight function of Zoom to control which of the three window’s was the main one on the iPad.’
Professor Robby Ratan took the table and stand to the flip chart in discussing the notes from his breakout group. Carrie noted: ‘When Robby took notes for our breakout session; he went to Share My Screen mode, which meant I couldn’t use my computer. But I could see really well.’
Carrie joined the retreat at 6am California time, and was “at the retreat” for 7 hours.
The departmental secretary, Heather Brown, carried the portable stand and tablet downstairs and outdoors for a photo of the retreat participants. I’ll post the photo here. As Carrie describes it: ‘When Heather carried me down the stairs and out onto the lawn, there was a visceral feeling of being carried.’ You can see Professor Heeter on the tablet in the front row of the photo, but in another use of virtualization, Carrie had to Photoshop her picture onto the tablet’s screen. Nevertheless, the WiFi was quite good at the retreat center, and even out onto the grass, letting Carrie virtually participate in the photo session, even if invisible [due to the bright sun] in the photo without the touchup on Photoshop.
Carrie’s evaluation of the experience is also useful. She argued: ‘That it “worked” is due in part to the good will, tolerance, and helpfulness of physically present folks, and to the resolve of all of us to make it work. The iPad on the stand was much better than being on someone’s laptop. It was more like having my own place at the table and in the room.
Connecting through both the laptop and the iPad provided continuity (when the iPad turned off or needed to be recharged) as well as providing a second window on the meeting.’
Carrie concludes with a fascinating observation: ‘I was very much in people’s hands — they would raise and lower me to choose the height.’