OAWeek 2022: Managing Virtual and Hybrid Meetings

Welcome to International Open Access Week, 2022 edition! Last year, we discussed the vision of a distributed research organization. This year, we will explore this theme a bit further. One aspect of distributed organizations is the need to work both synchronously and asynchronously. This brings the real-world experience closer to the collaborator without the travel, carbon emissions, or expense of being at a centralized institute. As our collaborators live in many time zones and have different lifestyles, it is important to capture their full attention in different ways. 

One way this is done is through the live attendance and replay of group meetings. The Orthogonal Research and Education Lab (OREL) offers a number of regular topical meetings, in addition to a general meeting on Saturdays, that engages collaborators from all over the world using a number of different pedagogical and technological techniques. 

An example of a virtual distributed meeting with collaborators dropping in from different parts of the globe.

An open meeting has a number of moving parts that need to be thoughtfully considered to ensure success. The first of these is choosing a meeting platform. OREL has found success with Jitsi, as it is lightweight and free to use (open source). While Jitsi can be used as a service, installing it on your own server opens up its many customizable features. Jitsi even works with Virtual Reality, with interactions between the 2-D meeting world and immersive 3-D being available in the Wolvic browser and Meta Quest casting option.

Sample scenes from screensharing within Meta Quest and the casting option.

Secondly, programming the meeting is a non-trivial detail that can make the most of your time. For our Saturday Morning NeuroSim meetings, we have settled on the following format: updates, light features, discussion, open collaboration, and finally, papers of the week. Agenda-setting should be flexible with respect to your attendee's availability. Not everyone can make an entire meeting, so allowing them to "drop into" participation is encouraged. 

Notetaking and live feeds are also good for augmenting our meetings. The OREL Lab Manager (Jesse Parent) We use notetaking tools such as Obsidian and Notion with allied feeds (Slack and Discord) for coordinating the various fragments of ideas and themes that emerge during meeting time. Feed technology is also good for sharing papers, and the vision of a stream feed is key to realizing the multimedia aspect of real-time meeting immersion, even when attendees are asynchronous.     

Different types of notetaking and stream feeding within a meeting (from the Cognition Futures Reading Group).

As a tool for participatory engagement, this can be done in a number of different ways. Lead by Daniel Ari Friedman and Bleu Knight, the Active Inference Institute has taken the route of invited livestreams and summary podcasts. These materials introduce collaborators to difficult academic concepts while making them more accessible. While YouTube has options for live streaming, it is not always the best option. I use OBS Studio (free and open source) to compose a desktop recording and edit before making it public. 

Recorded meetings are also good for coding demos, particularly when they do not go as planned. One can either prepare a recording in advance to include in the meeting recording or strip the demo down to a minimal approach using a CoLab notebook. This reduces the friction of failed screenshares and execution errors, while also easing the burden of performing in front of a group.

Coding demos from a recent Saturday Morning NeuroSim meeting.

But completely virtual experiences are not the only option for bringing people together from around the world. OREL has been experimenting with hybrid meetings. This type of meeting brings the ethos of virtual meetings to more traditional in-person meetings. This enables more inclusive participation from distant geographical points. Last Spring, we experimented with our own virtual meeting experience at the New York Celebration of Women in Computing (NYCWiC), hosted live at Fort William Henry, NY. The hybrid session "Frontiers in Data Privacy and Tech Ethics" featured a buffet of topics on AI and technology ethics. Soem of the participants were live, while others were virtual (recorded or located in different parts of the globe). For this type of meeting, experimenting with ways to optimize live/virtual synchronization and media capture quality are essential. We plan to experiment with this more in the near future. 

Virtual (top) and in-person (bottom) components of the session.