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Second IPRS meeting on the 23rd of October, Shanghai

Prepare for Budapest

Proposals:

1. Text on Top

Patti Calabro explains that with the program Text on Top you can place the words on the top or the side of the screen. It is a great presentation tool. In her business she presents open captions for the deaf and hard of hearing. This program allows great flexibility to place the words in different areas of the screen, so they do not obscure other parts of the presentation. A gentleman from Holland (Sander) has created this program. In fact, in Ghent he had a booth at the vender section. Patti has a colleague in the US, the local marketing person (Larry), who is willing to give a presentation about the flexibility and the elements, if there is interest in the program. It can be useful for court reporters and speech to text users. Patti prefers a live display, not static, with real-time text on top of the picture.

Conclusion: an appropriate topic to educate in Budapest.

2. Eero Voutilainen (Finland) and Roberto La Rocca (the Netherlands), both working as professional reporters for the Parliamentary Reporting Offices in Helsinki and The Hague respectively, are working on a joint comparative research project on the editorial principles applied in the Finnish and Dutch parliaments. They want to give a presentation of some preliminary findings at the next Intersteno/IPRS congress in Budapest next summer. Furthermore, they would like to benefit from the presence of the large number of colleagues at the Budapest IPRS meeting to gather data for a more extended comparative research project on the editorial principles of various parliaments. To this end, at the venue they would like to conduct semi-structured interviews and/or present questionnaires to as many of their international colleagues as possible.

Patti Calabro suggests a round-table format with several groups to discuss. Afterwards we come together and summarize each table’s ideas.

3. Brainstorming about the question: has editing changed now that it is possible for people to see the debate live and there is more media culture? Did the rules of editing change? What do you do with emotions during the debate?

Marlene Rijkse asks the participants to name the biggest problem in their office (to gather topics for Budapest).

– In the Polish parliament they do not use microphones, so the reporters have problems to enter interruptions in the report. They want some advice. The members speak to each other, but they do not think it is important to enter their words into the report. At the other hand the stenographers think that it is important. So there is a conflict, an ethical problem.

In the Dutch parliament there are four microphones for the members of parliament. The reporters do not have to enter the words of a speaker that did not use the microphone, but sometimes another member or minister reacts to the words. In that case the reporter has a problem when he did not hear what was said.

In Turkey they also have four microphones. The reporters write down everything they hear.

4. Conclusion: the subject will be discussed in the IPRS meeting in Budapest. The participants in Budapest will talk about the question how to deal with interruptions.

Lorraine Sutherland tells that John Vice, working in the House of Lords, gave an amusing presentation on interruptions at a Canadian conference. He is coming to Budapest. The presentation was lighthearted, also about the principles. We will invite John Vice to give a presentation in Budapest.

5. Adrian Kelly (Australia) will give a demonstration of speech recognition with a mask.

Users of other methods (steno machine, Mr. Larry) will be asked to give a presentation too in Budapest. Also the delegation of Korea promises to give a demonstration.

Lorraine Sutherland would like it if somebody gave a presentation on (the technology of) automatic speech recognition.

Adrian Kelly has used this technology for the last couple of months. He has a good microphone, a voice model. Some words will never be picked up by a machinery, only by a human being. Adrian will take his Dragon program to Budapest to show it.

Rian Schwarz suggests to ask Mr. Kawahara (Japan) to come to Budapest (automatic speech recognition).

Another topic on the agenda of IPRS in Budapest is a visit to the parliament.

Patti Calabro asks the participants if they can let the Steering Committee know about anything that comes up or if they talk to anyone who has anything to present, so it can be incorporated in the program.

Navigating the IPRS website (composed by Geert Bonte, webmaster of IPRS, presented by Marlene Rijkse)

Including the questions:

  • what kind of information can we add to the website? How do we keep that information up to date?
  • how can we encourage participation/interaction on Facebook?
  • what do you think of a column “a day in the life of”, written monthly by another IPRS member?
  • do we have to continue with the IPRS Newsletter?

Elements at the top of the home page

At the top left you find the official IPRS logo and the full name of the organization.

At the top right you find the address on internet. Every time you visit a page on the website, this will be visible. Wherever you are on the site, clicking the logo or the URL will bring you back to the home page. Also at the top is a collage of IPRS related images/collages.

Elements at the left side of the home page

At the left side is the menu for navigating the site. Below is the login form, which you use to log in. Participants who are not yet registered, please register.

Elements at the right side of the home page

At the right side you find some links and images. There are links to our RSS news feed and our Issuu, Facebook and Twitter pages. These are all explained in more detail later.

Below the links are some images that act as links to IPRS or Intersteno related websites or pages. Currently, you can see an image/link to our Shanghai page, to the Intersteno 2015 website (Budapest) and to our parent organization.

Elements in the center of the home page

In the center of the home page, you see a rotating slide show of IPRS related images, as an eye-catcher: each image is also a link you can click on. Clicking the image will take you to the relevant page or website.

At the bottom right of the slide show, there are some buttons with numbers. The highlighted button tells you the number of the image you are currently looking at. If you want to see another image, you can wait until it comes by or you can click the image’s number. Below the slide show is the heading “Latest IPRS news” followed by the three most recent news items. The “More news” link at the bottom brings you to the news section where you can also view older news items.

Almost all other pages on the website have many of the same elements that you find on the home page: each page has the header with logo, URL and collage, the navigation menu and login form at the left and the links and images at the right.

The navigation menu can be used to access different parts of the IPRS website. The “home” menu item takes you back to the home page. The “news” menu item takes you to the news section, where you find current and previous news items. Then you find some links to the pages that are dedicated to IPRS meetings. Currently there are links to the 2014 meeting in Shanghai, the 2013 meeting in Ghent and the 2012 meeting in Prague. This is where you can access to program, the reports and some pictures and videos of the meetings.

The “what is IPRS” menu item takes you to a page explaining what IPRS is. This page also contains the names and e-mail addresses of the people who run IPRS.

The next menu item “Register as a friend of IPRS” appears in bold to catch your attention. Click this link to access the registration form if you want to register on our website. The “Register as a friend of IPRS” menu item only appears when you are not logged in. Once you are logged in, this menu item is replaced by another menu item: “Friends of IPRS”. Click this link to access the list of people who have registered as a friend of IPRS.

Rian Schwarz: There are 120 “friends of IPRS” registered on the website. When you are registered and you click the IPRS button you see the names, from which country and information about the person (work, technology he or she uses, e-mail address). You can select a country and see how many people from that country are registered.

Marlene Rijkse: To access the list of registered users, you have to be a registered user yourself and you have to be logged in.

The following menu item “IPRS Newsletter” takes you to the newsletter page where you can read and download all previous IPRS newsletters. Registered users will be notified by e-mail whenever a new newsletter is published and may occasionally get other e-mails from us.

Question: do we have to continue with the IPRS Newsletter?

Some participants want the IPRS Newsletter to be continued, others think a contribution to the Intersteno E-newsletter is sufficient. Rian Schwarz points out that it is important that members provide content to the Newsletter. Patti Calabro thinks that is too much for a small group of people and too much of a burden on a very few to come up with ideas and interesting information. IPRS is a section of Intersteno, in a way autonomous, but under the umbrella of Intersteno.

Rian Schwarz concludes that a contribution to the Intersteno satisfies.

Marlene Rijkse suggests to make a column “a day in the life of”.

Rian Schwarz points on the importance of adding information to the newsletter. You can send a mail to the Steering Committee about developments.

Suggestion for Budapest: give participants the possibility to register on the IPRS website (a stand?)

Marlene Rijkse continues the navigation on the IPRS website:

There are links and buttons to our RSS news feed and our pages on Issuu, Facebook and Twitter.

The second item is the link to our Issuu account. Like many people, companies and organizations that regularly publish PDF documents, IPRS has an account on issuu.com. The website allows anyone to share PDF documents that can be viewed online without the need to download them first. You do not need to have an account on Issuu yourself to view our PDF’s on Issuu.

Patti Calabro: what is RSS news?

Marlene Rijkse: Another great way to get informed when news appears on our site is using the RSS news feed. For this you will need an RSS reader, also called an aggregator. This is a piece of software that at regular intervals monitors the RSS feed and collects the news items for you. Many websites have RSS feeds. Instead of visiting all these sites every day, all you have to do is add their RSS feeds to your RSS reader. This is called subscribing to the RSS feed. Each time you open your RSS reader, you will be presented with a list of news items from all the websites you have subscribed to. You can read the new articles directly in your RSS reader or click through to the website which they came from. An RSS news reader can be a program on your desktop or laptop, an app on your smartphone or a website. In addition some popular web browsers and email clients can also read RSS news feeds.

The next two items are related to Facebook. The first one (join our Facebook group) is a link to the IPRS group on Facebook. Not everybody of the participants has access to Facebook. If you are a Facebook user, we encourage you to join the IPRS Facebook group. It is a closed group, which means you have to be accepted to become a member and only members can post or see what has been posted in the group. Using a closed group is an effective way to keep spammers and trolls out. Do not worry. If you are nice to the other members and do not spam the group with irrelevant texts, pictures or links, you are most welcome. But if you do not behave, we will not hesitate to kick you out.

The second Facebook related item is a so called “Like button”. By clicking it, you indicate that you like the IPRS website. Mind you: this has nothing to do with joining the IPRS Facebook group.

IPRS also has a presence on Twitter. If you are a Twitter user yourself, you can follow IPRS on Twitter by clicking the button. Our Twitter handle is @IPRSnews. Whenever a news item is added to the news section of the IPRS website, a link is automatically posted on this Twitter account. If you do not use the RSS feed and you do not visit the IPRS website daily, following us on Twitter is an excellent way to keep up with IPRS related news.

One of the participants from Korea shows the RSS feeds on his computer to the participants of the meeting.

Marianne van Gool gives a demonstration on the veyboard.

Patti Calabro: We are going to talk about being green and ecofriendly, a subject that is obviously important to us, because we may not be here anymore, but we will have people who succeed us, friends and family who will be living on this earth and they will be dealing with the consequences of what we do now. So thinking ahead and for the future I contacted a friend of mine in the NVRA, a lady named Annet Meijers, who did some interesting investigation about being ecofriendly in the home, but not so much in the workplace. That is when I got the idea: maybe we can talk about a few things that we not only do in de US, but in your particularly countries as well. So let me bring this up.

Are all of your countries concerned about the environment and talking about going green and being ecofriendly? Do you care about using to many plastic water bottles and having mountains in ten years? Is it something that you talk about in parliament? I hope so, because I have information to give back to Annet.

On the IPRS website I asked people to think about two questions before coming here. (We will talk about the eco-friendly practices of our offices. Please note one or two of those practices to share. Think about to share what step(s) you can take to become more eco-conscious on the job). We can all do something, even if we do one thing each, we can make a difference. I like to think about the impact of not considering ecology and the greens of the earth. What if you all had a cigarette and you decided to put it out and throw it on the earth at the same time, around the world. The impact would be very startling and jarring. If we are not conscious of what we are doing we are making that same impact and in the span of time of forever it is that one little blip that has such an event that our world cannot exist. I am not trying to be existential about it, by any means, I think in my mind I have a responsibility to the world to think about acting eco-friendly. And I will not get on a soap box, because I save that for my husband and family, but this is a quick little glossary of terms. When I talk about eco-friendly obviously I am not harming the environment. The carbon footprint is a term that we use often. That is usually calculated in a period of a year. It is a pretty complicated calculation, so I will not give that to you, but there is a link that shows you how it is calculated. It is very interesting to know that an average US household will create 50 tons of carbon dioxide, carbon footprint for a year. The single largest source of emissions is driving a car and also transportation in general. From transportation it goes to housing, than food, goods and services. The carbon footprint of a US household is five times the global average. So I apologize for all of you for what we are doing, but we are thinking of it and working on it.

Are these concepts that your countries think about in general? Are you hearing more about that in your news? If you are not, I like to know, because Annet is doing some compilation of information.

Are you all familiar with biodegradable products and the recycling process? Some countries are (starting to) recycle. You have different bins where you have your paper and plastic. And then the concept of repurposing. When I do painting projects I take the empty egg cartons and put paint in that instead of using a paper container. You can reuse paper to make note books. I wrap birthday presents in a newspaper. We use rechargeable ink cartridges at our office.

Why go green at work? It has to do with responsibility. Everyone should go green at work because it is every person’s and every company’s responsibility to take care of the world’s environment and resources. Although responsibility should be the main motivation, marketing can also be a strong reason to go green. As green is the new in thing to do, there are endless marketing possibilities and ways to draw in more clients. By going green, you will be encouraged to make sure your business operates on the minimum amount of resources to get by. This will help your business run more efficiently on less, saving you money. A green company does many things for its employees such as getting them involved in a fun project, improving their work environment and boosting overall employee morale. Going green at work will help you set an example and set standards for other people and companies to follow your lead. This will help the overall green movement that is vitally important to our environment.

It can mean product modification changes to a production process and sustainable packaging. It could mean going from paper to paperless with no paper exchanging in an editing process. For an employee it has been found that going green boosts the moral of the employee. It gives people an opportunity to create an environment around themselves that they enjoy. They feel they have an investment. In our court we are going green. We all had an opportunity to create an office environment we like. We have plants and think more in terms of not wasting resources. But in essentially we are saving money and the environment.

  • I looked at the EU, the European green offices. I found a green checklist, going green at the office:
  • put your computer in “sleep” mode when you will be away from it for at least 20 minutes;
  • shut down and unplug electronics during off hours;
  • print on both sides of the paper, using the printer’s 2-sided print option;
  • go paperless. Switch to digital documents and only print when necessary;
  • buy recycled office supplies when you can, such as paper, fax/printer tones and cups for water coolers;
  • place recycling bin at your desk for paper and other items;
  • green plants for air quality.

You can travel green, buy a new bike or a hybrid car, take the train or carpool.

Bad habits that make you less eco-friendly:

  • forgetting reusable shopping bags:
  • come up with a way to remember to bring your reusable bags along for shopping;
  • consider giving yourself a penalty when you forget your bags, such as having to drop a quarter into a jar for every non reusable bag you bring into the house, kind of like a swear jar;
  • Paper towels, being single use items, are rarely the right choice.
  • Bottled water. Do not buy bottles of water when you are on the go. Bring your own in a reusable water bottle.
  • Lights on during the day. When you can, do not turn the lights on in your home during the day. Open the blinds or curtains and get a little natural light in.
  • Overreliance on the heater of air conditioner. There is no need to keep your home a steady temperature all year. Learn to enjoy a wider range of temperatures indoors and you can use your heater and air conditioner much less throughout the year. Wear warmer clothes indoors during the winter rather than heat the entire house, and use fans to keep cooler for less in summer. Do not forget to take advantage of you programmable thermostat if you have one.

Going green while on the go:

  • telecommute if you live far from the office; I caption for television by being at my home. For a deposition I have to go the lawyers office. In court we can have a witness by telephone or Skype. That witness does not have to travel to the site to be deposed or to get testimony.
  • take your own travel cup for morning coffee. The US is Starbugs-land, with all the cups.
  • reusable bags to transport items to and from the office.
  • use library services, rather than buying books, or reading e-books.
  • bike, walk, carpool to work.

I do not mean to be somber to end this, but I have to tell you that my father recently died and I thought what am I going to do with him. I went to a funeral home and talked about it. There are so many ways to deal with a body, a person once they passed. The eco-friendly thing to do:

  • donate to medical school;
  • cremate in a combustible container;
  • bury in biodegradable caskets (i.e. wicker, bamboo);
  • eco-friendly scattering tube for ashes (that is what I decided for my father, I will bring his ash in a little tube to Italy);
  • become part of a memorial reef. You can become part of a reef in the sea!

Useful links:

www.eugreenoffice.eu/who_are_we
www.ashforth.com/pdfs/about_env_tips.pdf
nrichmedia.com/articles/social/green-your-office.php
www.wikihow.com/Go-Green-at-Work
eternalreefs.com
www.gravematters.us/faqs.html
blogs.lawyers.com/2013/09/are-green-burials-legal

Suggestions/remarks/measures of the participants:

Lorraine Sutherland: The building of the UK-parliament in London is very old; it is very difficult to have efficient heating and cooling systems and ventilation. They print on paper, single sided. They reuse old papers. They want to use of shared multifunctional devices for printing. It forces employees to think of the question: is it necessary to print. Besides it cuts down the number of expansive, heat producing and energy consuming individual printers. And it gets people up from their desk.

Patti Calabro: We have an energy efficient button on our new copier. The print is a little lighter, but with less amount of toner or ink used on the print.

Adrian Kelly: Less printing.

Turkish parliament: Projects as mentioned, less paper waste and functional printers, but one-sided papers. New: the use of intranet to announce commission time table.

Polish parliament: The MP’s have tablets and the report service does not print papers for them anymore. The MP’s check the report on their tablet. It is controversial, because at first they thought the tablet was some kind of gadget, but it is useful. There is a new law in Poland about waste segregation.

Korea: In some divisions we do not wear neckties, because sometimes it is very warm! Sometimes they cut of all the energy for air conditioning etc.

Japan: In the office they do not consider it very much, also because there are a lot of parks. It depends on the company.

On request of Rian Schwarz, the Japanese keyboard champion, Mr. Takahiro Sumino, shows his skills on his keyboard.

In the end Rian Schwarz thanks Patti Calabro for being the facilitator in the meetings of IPRS. The IPRS social event will be at 16.30 pm in the executive lounge on the 21st floor. She also thanks all the participants for coming to Shanghai and contribute the IPRS meetings. She hopes to see everybody in Budapest.

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