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WebEx: Tips for a Better Experience

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Info

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Follow these tips to have a better experience hosting or joining a WebEx meeting/webinar.

First time hosting or joining a WebEx Meeting or WebEx Event:

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title	First Time

UI Steps

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UI Step

If you have not hosted a WebEx Meeting or

Event

Webinar before, it is highly recommended that you schedule a

couple of

few practice

session

sessions with coworkers to get a feel for

how to use

the application.

UI Step
Review all the WebEx related training resources in Confluence

here

.

UI Step
Watch an instructional video that covers WebEx and MS

Team here

Teams.

Warning
Due to circumstances resulting from COVID-19 (coronavirus disease) a historic number of employees are rapidly transitioning to remote work. Webex meetings have never been more vital for staying connected. This is also putting a tremendous strain on regional internet service providers and telephony providers which may result in telephony incidents or service degradation at certain peak times.

Tips for Hosts:

Aura - Tab

title	Tips for Hosts

UI Steps

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UI Step
Let participants join early

Let participants join earlier

Set the Meeting or

Event

Webinar preferences so participants can join 15 minutes prior. When participants can join earlier, there is more time to triage and remediate any technical issues such as non-working microphones or cameras.

note

Expand

title	Show Me How: WebEx Meetings

This setting cannot be changed once a Meeting or Event is scheduled. If you change this setting for one Meeting or Event, the option you set it to will become the default for each subsequent Meeting or Event you schedule unless you change it.

title

Begin the process to schedule a WebEx

Meeting

meeting.
Expand the Show Advanced options.

Expand

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screenshot

Then, expand the Scheduling options.

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Scroll down to the Join Before Host

section, check

option. Check the box to

ensure

activate the control

is active

, then use the drop-down to select how many minutes before the meeting

participants are

's start time participants will be able to join.

expand

Tip

title

icon

screenshot

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Expand

title	Show Me How: WebEx Events

Begin the process to schedule a WebEx Event.

Check the box in the Date & Time section and use the drop-down to select how many minutes before the even participants are able to join.

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This setting must be changed while initially scheduling the WebEx Meeting or Webinar. It cannot be changed once the Meeting/Webinar is already scheduled. If you change this setting for one Meeting/Webinar, it will become the default for all future Meetings/Webinars.

UI Step

Be flexible with when you

start or

schedule Meetings or

Events

Webinars

Most

meetings

Meetings and

events

Webinars start on the hour, potentially straining the WebEx servers and reducing the audio and visual experience. Try

starting meetings or events

to start Meetings or Webinars on the half or quarter hour instead.

UI Step

Separate the Host and Facilitator function

If possible, log into WebEx to host your meeting or event on one device while you present on another. One screen should be used to manage the participant list such as muting participants who fail to mute their line or put the call on hold and the other screen to display presented content. This keeps the function separated and easier to manage.

Or have a supporting resource on the call to act as the host. That way, one person can facilitate while the other manages the participants.

Minimize Background Noise

UI Step

Minimize background noise

Background noise from participants who have not muted their lines can be identified by monitoring the participant list for small, curved blue lines.

Expand

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Hosts can mute these participants themselves by moving their cursor over the participant and clicking the mute icon.

UI Step

Include an agenda

While this is always a valuable practice, it is even more important for remote meetings to keep participants focused on the context of the call. Feel free to leverage NYSERDA'

s

s Meeting Agenda template.

UI Step
Perform

Check

check-

Ins

ins and

Check

check-

Outs

outs

Check-Ins prepare the participants for what will be covered in the meeting and encourage limited distractions and active participation.

Check-Outs recap what was covered and validate next steps and/or follow-ups for any items a participant owns.

Keep Participants Engaged

UI Step

Keep participants engaged

Whenever possible, give each participant time to speak and encourage discussions by asking open-ended questions, asking for feedback, or calling on random participants to get their opinion. It may also help to delegate some responsibilities of the meeting to participants, such as reading the agenda or facilitating the Q&A.

Aura - Tab

title	Tips for Participants

:

UI Steps

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UI Step

Use WebEx Meetings outside of your VMware for the best experience

Accessing a meeting or event over VMware may prevent you from using your computer's microphone or camera. Instead, access WebEx from your browser by navigating

to

to WebEx.com.

UI Step

Check your WebEx settings when accessing the meeting

There are audio and video settings that can be adjusted when accessing a WebEx meeting. Be sure these settings are correctly set up prior to clicking the Join button otherwise you may experience an echo. Echoes are caused when WebEx recognizes two distinct audio inputs such as when a host or participant calls into a WebEx meeting but has not changed the default settings to not use the computer audio.

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Echoes are disruptive for everyone on the call. It is best practice to ensure your settings are correctly set up before joining a meeting. Headphones can also be used to prevent echoes.

UI Step

Access the Meeting before calling in

When using a phone to dial into the meeting, make sure you log into the meeting first on your computer and adjust the audio setting to Call In. When you change this setting, WebEx will provide you with the call in information including an Attendee ID. If you do not input this attendee ID when calling in, you will show up twice on the participant list, once as a Call In User

and

and another as a logged in user, making hard for the host or other participants to know who the call in user is. When you input the attendee ID as part of your dial in, WebEx is able to pair your log in with your call in as one entry on the participant list.

UI Step

Dial-In over Phone vs. Computer Audio

If you have strong internet, you will have a better experience using the computer audio. However, if your internet is spotty, you will have a better experience dialing in over phone.

UI Step

Use alternate WebEx call in lines

If the main audio line for WebEx is busy or has difficulty connecting, try using one of

the

the alternate lines.

UI Step

Download and use the WebEx application

If your computer is older or has a hard time running WebEx, you can download and install the app on your phone or tablet

for

for iOS or Android.

UI Step
Join meetings or

events

webinars from a location with minimal distractions

UI Step

Keep your line on mute unless you are speaking or asking a question

Done speaking? Don't forget to place your line on mute again.

UI Step

Introduce Yourself

You should introduce yourself when speaking for the first time in a meeting or event or if the other participants are unfamiliar to you.

UI Step

Don't place the call on hold

If you are dialing into the meeting via a phone line, do not place the call on hold. Putting the call on hold forces everyone else on the call to hear hold music which is distracting and can potentially derail the meeting.

UI Step

Stay focused on the meeting

You may miss important information if you step away from the meeting or put in in the background to work on other items.

Aura - Tab

title	Virtual Meeting Security

We realize that many NYSERDA staff are getting requests from external parties to attend virtual meetings on many different platforms, including WebEx, Zoom, GoToMeeting, Microsoft Teams and others. Here are some tips from NYSERDA Data Governance and Information Security:

NYSERDA employees can attend a webinar, virtual meeting, or conference call using a third-party application, as long as Confidential information is protected.

Do NOT transfer files in the meeting application
Do NOT present confidential materials
Be mindful of recordings that may be taking place
Do NOT share confidential information in Chat or Q&A. Public information may be shared

Many third-party virtual meeting applications fail to incorporate end-to-end encryption to protect data and do not locate their servers in the US (per New York State security requirements, all NYSERDA data must be stored in the Continental United States). In addition, they may sell user data for profit, and track user activity.

Please keep confidential information secure when attending a third-party virtual meeting.

To initiate a virtual meeting to conduct NYSERDA business, please use WebEx. Info on WebEx is located

at Working Remotely

at Working Remotely.

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Key

First time hosting or joining a WebEx Meeting or WebEx Event:

Tips for Hosts:

Let participants join early

Set the Meeting or

Be flexible with when you

schedule Meetings or

Webinars

Separate the Host and Facilitator function

Minimize background noise

Include an agenda

Perform

check-

ins and

check-

outs

Keep participants engaged

Use WebEx Meetings outside of your VMware for the best experience

Check your WebEx settings when accessing the meeting

Access the Meeting before calling in

Dial-In over Phone vs. Computer Audio

Use alternate WebEx call in lines

Download and use the WebEx application

Join meetings or

webinars from a location with minimal distractions

Keep your line on mute unless you are speaking or asking a question

Introduce Yourself

Don't place the call on hold

Stay focused on the meeting