Instructions email

Guide to sending the email to participants

Square brackets are used in the email below to indicate the parts of the email that will need to be filled in with the appropriate information by the person organizing the pick a picture session.  

You will need to assign participants to regions of the board where they will be collecting the pictures they select.  I've named them Alaska, Hawaii, Maine, Florida, North, South, East, and West.  These regions are right outside the edge of where the pictures are, to the NW, SW, NE, SE, N, S, E, W of where the pictures are, respectively.

• For the participants, it's probably simplest to let people know what their designated region is at the start of the session (rather than in the email).
• What does need to happen for the email, though, is that you give each participant a backup email address that corresponds to the region of the board you've assigned them. The link you give participants for getting to the Miro board sometimes won't automatically take them straight to the board. So, the backup email address is what they will use to log in to access the Miro board.  The backup email addresses are alaska@pickapicture.org, hawaii@pickapicture.org, maine@pickapicture.org, florida@pickapicture.org, north@pickapicture.org, south@pickapicture.org, east@pickapicture.org, west@pickapicture.org.
• No matter which backup email address a participant is given, the password is the same:  4corners4sides 

I've included something that tells participants that they can come 15 minutes early to a session instead of practicing using Miro on their own to prepare for the session.  If you don't want to help people with this for the 15 minutes before your session, then you need to take the following part out of the email:  [either on your own or come 15 minutes early to our session] 

The email

‎
Hi [Participant's name],

Here's what you need to know for the upcoming Pick a Picture session that we will be having on [Provide the date and time period in which you'll be doing the session].

How we will be talking to each other

[Provide instructions for how to connect. This could be Zoom or some other way of video chatting. Or, one option is to use 3-way calling on telephones, which on some phones can allow up to 6 people to talk to each other.]

How to get on to the Miro board​ that we'll be using to interact with the pictures​

First, ​go to the login page for Miro​:​
[https://miro.com/login/ https://miro.com/login/]

Use these login credentials to login: 
Email address:  [CHOOSE ONLY ONE OF THESE EMAIL ADDRESSES TO GO HERE, CHOOSE A DIFFERENT ONE FOR EACH PARTICIPANT alaska@pickapicture.org, hawaii@pickapicture.org, maine@pickapicture.org, florida@pickapicture.org, north@pickapicture.org, south@pickapicture.org, east@pickapicture.org, west@pickapicture.org]
Password: 4corners4sides

​Then, use ​th​is​ link ​to go to the ​Miro board for your Pick a Picture session:
[Provide the link here.]

How to prepare for the session

1. Read the orientation:
https://pickapicture.org/index.php?title=Orientation

2.  Be prepared to use a computer for the session.  It's recommended that you use Miro in a web browser, either Chrome version 1.8614.0 or higher or Firefox.  Note that, at this point with Miro, you can't use a mobile device (phone, iPad/tablet) to participate in a Pick a Picture session.  

3.  Practice using Miro so you'll be able to use it for the session [either on your own or come 15 minutes early to our session]:
https://pickapicture.org/index.php?title=Practice_using_Miro

Looking forward!
[Facilitator's name]