Survival of the Fittest: 5 Vital Tips for Virtual Conferences

As I embarked on day one yesterday of the four day Innovative Users Group virtual conference, I was already exhausted. Hot on the heels of last week's three day Southeastern Chapter of the American Association of Law Libraries conference, I am a total mixed bag of emotions and energies. And I know conference season is just getting started... Past posts here at TechScans have given advice for attending conferences and selecting conferences to attend. Those posts were of course specific to in person attendance. In this blog post I hope to share a few tips for surviving the virtual conference universe.

1. Block Out Your Calendar

Block Your Calendar (orange = IUG)

Over the course of 2020 I tried to take full advantage of all the virtual things. Like many people I know, I tried to keep doing all the usual work too (all while working from home with a young child). Some of you out there are still fully working from home, and perhaps you too have children, pets, or other loved ones  you are sharing physical spaces and bandwidth with. In the before times, attending a conference was always a bit of a break. You literally traveled somewhere, be it far or near, and were mostly able to focus on taking in new professional knowledge that would benefit you in your job when you returned. FOCUS is the key word here. Attending a conference virtually, we don't have the same luxury of full focus that we have for face-to-face attendance. Those emails keep coming in, and should you really use an out of office message if you aren't really "out"? If you are virtually attending a conference but are in the office as I am this week, the office phone still rings too. Other meetings are still taking place, because you know, everything is virtual so why not? I recommend going through the entire conference schedule, and as you might have in person, marking the sessions you really must attend. IUG's online schedule allows me to "star" must see sessions so I can more easily find them later. Then I went one step further and copied the session titles and links into my Outlook calendar. Whatever calendar you use, block out the time as if it were a meeting. This will keep you from over-scheduling our double-booking yourself. 

2. Don't Over Work Yourself

Take Breaks Outside If Possible

I've already gone on a bit about the differences in face-to-face and virtual conferences as it relates to scheduling, but one thing I haven't specifically talked about is the time. Seriously, these online conference planners are in a tough spot. In real life, we would all be physically in the same place and therefore all using the same time zone. For IUG I would have been in Detroit, and everyone else would have been too. Accommodating national and international attendees means that sessions will either start too early for the west or run really late for the east (or both). There are also very few if any breaks built into the schedule. Sessions may end at 1:29 and another one begin promptly at 1:30. When the next "room" is only 1 click away to Zoom in or stream a recording that just went live, no one needs a bathroom break or time to walk through the hallway or around a corner to the next session location. With things happening so rapidly and your workday most likely being shifted, I recommend going easy on yourself. Let your colleagues know (one way is block out the calendar!) that you may be physically still working from the same place, but you are in fact attending a conference for some intense professional development. This will keep both yours and their expectations in check. If a session happens 5:30 EST adjust the start of your workday. Bake in some breaks so you are not hunched over a screen for a full day of conference presentations. Be conscious of the amount of time you are working!

3. Take Notes

Virtual IUG Meet & Greet = Great Notes!

Let's be real: are you really going to solely attend the virtual conference and not check your email or do anything else while listening to sessions? This is why note-taking is more important than ever. Sure, you may have taken notes at your last face-to-face conference and of course that was one of the keys to remembering the info you were taking in. But in the virtual conference world, distractions are multiplied rather than subdued. Do your best to silence notifications during presentations, and start a brand new steno pad or word doc for the conference. In advance, give each page the title, date and time of the session. If you must give into various distractions during any given session, your notes will help you get back on track. If you are lucky enough to have sessions provided on demand rather than just live streamed your notes will also help out when you return to the session recordings to play catch up. Virtual exhibit halls are another place where taking notes are critical. In real life you may have walked away from the vendor booths with a bag full of random goodies! Each one would have helped you remember that particular booth and what they talked about. For this section of your conference notes, I recommend taking screen captures and saving them to a folder, or if your conference "notepad" is a Word or Google doc, pasting them into the doc along with a few notes.

4. Network

#IUG2021 Badge

One of the things I have learned time and time again from more experienced librarians is that conferences and annual meetings are where networking happens. An excellent tip I picked up a few years back was to exchange 5 business cards with people you have never met before. This was a good goal for the before times. Normally you would use this goal to help you meet new colleagues from other institutions who have similar interests or job responsibilities. Later you would return to your colleagues post conference and share who you met and what you learned. This type of professional experience can still occur in the online environment, but it looks very different than meetups between sessions (because there is very little "between session" time as #2 in this post pointed out). If your online conference allows for attendee profiles, bio photos or conference badges fill it out. This will help you take full advantage of the other aspects of their online offerings. Some virtual conferences like IUG have "social feed", "birds of a feather", chat and forum sections. In addition to live-tweeting about your virtual conference experience, these non-public locations provide several ways for you to connect informally with others attending the same presentations, working with the same systems, or trying to solve the same problems in their libraries. Attendees are posting photos of their home or work office spaces, talking about what they would have done if they really were in Detroit, and sharing their general feelings in a few sentences or with a pic or two about the virtual experience. Your interactions within the various sections of the site will be connected to your "badge" the same way that physical name tag or business card served as a leave-behind. Since you have the benefit of being on a computer while attending virtual networking events like a meet and greet or happy hour, in place of getting a business card ask in the chat for email addresses, and connect with those individuals on LinkedIn.

5. Dress Down & Dine In

Conference Cat & Hat

Perhaps one of my favorite parts of before times conferences was deciding what to wear, observing the conference-style of other librarians, and of course dining out! Who doesn't love trying new food? Virtual conferences might be stressful in totally new and frightening ways, but three silver linings for me have been:

A. How we dress: pajama pants and hooded sweatshirt? cat-face baseball hat? house shoes all day?

B. Where we "Zoom" in from: your couch? a picnic blanket outdoors? with your cat in your lap?

C. What we eat: ice cream instead of continental breakfast? sushi take out? warm cup of noodles?

However you choose to dress and whatever you have for dinner, I won't be the judge! I do encourage you to take advantage of the creature comforts that virtual conferencing allows. Who knows how long this aspect of our professional development lives will last. In the very least, treat yourself to at least one meal of something different. If the conference would have been in a location known for a certain type of cuisine, give that a shot (and use this as a conversation starter when you try tip #4). 

Cat House Shoes = Perfect Conference Footwear

 

What do you love or loathe about virtual conferences? What do you miss about face-to-face? Do you have any tips to share for surviving the online versions? Share with us in the comments!

Getting to Know Joan Stringfellow

1. Introduce yourself:

Howdy! My name is Joan Stringfellow and I am the Head of Technical & Electronic Services at the Dee J. Kelly Law Library, Texas A&M University School of Law in Fort Worth, Texas.  Remotely coming to you today from my home office in lovely Bedford, Texas. I have been at the law school (then Texas Wesleyan) since 1993 where I was the receptionist for the school. About six months later, I was hired into the library as the serials assistant. I have worked in every aspect of the law library with the exception of ILL. I received my MLS from the University of North Texas in 2002 and was then promoted to Catalog Librarian.   

2.Does your job title actually describe what you do? Why/why not?

Well, broadly speaking, yes and no. Since our library is a smaller one, this is probably true for many of us! As for the Technical Services part of the title, yes. I have a wonderful assistant, Sharon Jefferson, who does our copy cataloging and adding our new print materials to our collection. She does many other special TS projects as they come up. I am our library system administrator. I do the original cataloging although it is not a very significant amount, it does challenge me at times. Probably for lack of practice! As for the electronic services part of the title, I do it all. I take care of our electronic subscriptions from top to bottom. I perform most steps in acquiring our subscriptions. This includes setting up trials, demos, licensing, ensuring they are complying with state and federal accessibility laws, adding them to our catalog and A-Z list, invoicing, statistics retrieval, and making sure all of our students get their Westlaw and Lexis access set up! We also have an electronic sign in our lobby that I manage. I work with the director and collections librarian to create and manage the budget annually for our electronic resources of the library’s budget. Finally, I am the website editor for the law library’s pages. 

Since I have been here so long, I have also acquired some facilities tasks. I am the liaison for the library working with the IT department, when there are any technical problems within the library public spaces. Specifically, if the library student or staff printers go down, I am the one who coordinates with IT to get those back up and running. The same goes for the public catalogs. We also have electronic compact shelving and I am the point person for any maintenance issues that come up. I will trouble-shoot the issues and, when necessary, work with the vendor for any repairs needed.  

3.What are you reading right now?

So, I really hate to admit this, but I am not an avid reader, though I grew one in my daughter, who cannot get enough! She even became a writing and reading teacher. Makes total sense! When I do read, I love true crime. Way back when I was around 11-12, I remember finding Helter Skelter in my aunt’s room and was just fascinated! I am still fascinated with all things true crime. I also enjoy Steven King. I am amazed at his ability to describe what is going on in the story that I find myself deep in the story like I am really there in the room. I have recently received a couple new books that I am very much looking forward to. Becoming by Michelle Obama and, for Christmas, I received a book on decluttering. Hmmm…was that a hint?  

4.If you could work in any library (either a type of library or a specific one), what would it be? Why?

I have always thought it would be so much fun to work at a specialized library. I love to watch movies and television, so I would love to work at the Disney film or animation library, network library, or other television or movie studio library. When I was in library school we had to apply for our dream job and I chose the MTV Library.

5.[Imagine the world before the pandemic] You suddenly have a free day at work, what project would you work on?

Well, since we are a smaller library, there are always projects to work on. I would love to be able to clean up our catalog from the past migrations and record loads and deletions. I would love to work on making sure all the records are clean, fix any call number problems, and make sure everything is as good as could be. That is the Virgo in me. While I am pretty good at our ILS, I would really love to become an expert!