Our Hybrid Meeting Journey
This journey explores the transition of a women's CODA group in La Crescenta, CA, from traditional in-person meetings to a hybrid format, and finally to fully online interactions. You'll discover the evolution of meeting dynamics, materials, and roles, offering insights into adapting to the digital realm while maintaining the essence of communal support and engagement.
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Our Hybrid Meeting Journey Saturday Women s CODA in La Crescenta, CA
Outline Introduction Before COVID Shift to Online Shift to Hybrid Questions / Discussion
Before COVID Notebook with secretary & meeting leader scripts Readings taken out of notebook and passed around Handwritten process to add to phone list and sign up to lead / speak at meeting Basket for 7th tradition Kitchen timer
Before COVID Literature Treasurer Basket / paper / pens for once a month meeting topic Pamphlets Big Book Workbook Ledger Envelope for Cash
Milestones 7th tradition & topics Timer
Shift to Online Meeting members attended via laptops, tablets, phones Headphones for privacy Meeting materials transferred initially to google docs, then to online google site New meeting host role Script revised for online format
Shift to Online Animations instead of chips Phone list converted to Google form / Google sheets Sign up list converted to Google sheets Meeting member got a Zoom account & meeting reimbursed at $5/month Treasurer used personal PayPal / Venmo for 7th tradition Online sticky notes board + random number picker for once a month topics
Shift to Hybrid Trial & error Gradual process Cell phones > personal laptop > meeting laptop Built in microphone > borrowed microphone > high quality microphone Animations & chips for milestones, depending on if recipient is in person or virtual
Equipment & technical considerations Permission to use Church wifi High quality speaker / microphone USB extension cord 2 used laptops for gallery & speaker view Avast free security software
Equipment & technical considerations Card table (already at Church) Extension cord & surge protector 2 Tripods 2 Webcams (for each side of the room)
Process Follow county guidelines on masking Require in person attendees to show secretary proof of COVID vaccination Cross training on equipment set up Equipment stored in Church in locked cabinet
Process Leader uses a print out of the online script with some modifications Packets with tabs for readings for in person attendees
Process Phone list & sign up for meeting roles still online (host & service person combo) 7th tradition basket & Venmo / Paypal option Online & in person timer Monthly topic basket & online Serenity prayer circle
Benefits Members who moved out of state or live farther away can still attend Members who are uncomfortable meeting in person due to COVID risk can still attend A member with COVID in the household can easily shift to virtual attendance Members who want to have an in person meeting get that experience
Hybrid meetings are the future of recovery. Meetings need the structure and funds to be able to be both in person and be accessible via the internet to stay relevant in this changing world. It s step 12 in the 21st century. - Janice, La Crescenta Saturday Women s CoDA meeting
Potential enhancements Monitor for gallery view Meeting Zoom & Venmo account Curtain to reduce glare from outside light
Tips Wifi & quality audio are the most critical technical things to have in place Experiment Make changes gradually over time - progress over perfection! Cross train on equipment set up
Resources These slides: https://docs.google.com/presentation/d/1kYD_Jp73eb7Y12omDKJnWhCw0kfq8u5AwhjgL2lqX Zw/edit?usp=sharing Speaker / microphone: Plantronics Calisto 7200 - $210 Laptop: Dell Latitude E5430 (used) - $150 Tripod: Amazon Basics 50-inch Lightweight Camera Mount Tripod Stand - $15 Webcam: Spedal Wide Angle Webcam - $35 USB extension: 3.3FT USB 3.0 Extension Cable - $10 Sites.google.com | tinyurl.com/saturdaywomenscoda
