Page Comparison

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Test your pc/workstation prior to the meeting. Ensure that audio works. Always use a headset if your computer is connected to audio.
Keep active discussion going in the WebEx chat box so that people know you are there, but don't flood it with too many messages.
Enforce the **Hand Up to "Everyone" in the chat box rule to keep a clear indication of who is in the Queue to speak next.
- Remind participants of this rule periodically with a message in the chat box
- (We do not recognize the "Hand up icon" option in WebEx. It is only seen by the presenter/host and does not show who is next in line)
Provide a regular update of the names of people in the Queue by retyping the list in the chat box
Keep all participants on MUTE if they are not speaking to the meeting
Help ensure that individual participants who are having technical issues do not interrupt the meeting
- Encourage them to connect with you or another support person via a personal Skype chat, if needed
Always encourage remote participants to use the Call Using Computer VoIP audio, NOT the US-based phone number
It is helpful to re-type questions to the speaker into the chat box so that everyone can follow the discussion.

Host and Presenter need to closely cooperate and share the work load
With a large number of remote participants and a group gathered in the room, it is too much for one person to do both rolls
- Host is responsible for keeping everyone on mute and fixing the focus of the video presentations
- Presenter manages documents and slides in the white-board area
- Presenter manages the screen that people see in the room – from full video display to seeing the Chat box
- Moderator makes sure that WebEx participants are recognized in the room, that the Question Queue is tracked, and that in-room activities (e.g.: coffee breaks, voting, etc.) are communicated to WebEx participants.
Have the Meeting Host Key number ready, in case something happens to the Host computer and you need to reclaim control over the meeting

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Make sure that other WebEx participants in the room do NOT connect to audio (this can create terrible audio feedback)
If professional microphones and an Audio Mixer are being used, make sure that all webcam or computer microphones are turned off.
Use a personal headset/earphones (iPhone earphones work great) if you are connecting to audio or have any other sound coming out of your computer.
Make sure that all speakers in the room use a microphone AT ALL TIMES, or remote participants cannot hear anything.
Encourage speakers to stand where they can be seen by the webcam
Know how to immediately reach the Internet and Audio/Visual technical specialists in case something goes seriously wrong.-
Projector screen must be big enough to be clearly seen by everyone in the room (two screens may be necessary in some situations)
Provide a monitor or second projection screen that can be easily seen from the podium

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Tip

In-Room Audio/Visual/Internet Setup Schematic

Outline of the audio, video, and wired network connections that are needed to setup and manage a typical WebEx configuration in a conference room.

Notes:

This does not take into account additional WiFi networks that may be made available to in-room participants, but that network should be separated from the high-capacity Quality of Service wired LAN that is needed to ensure good video transmission in and out from the WebEx Hub computer.
In-room microphones may be either wired or wireless depending on the audio mixer setup

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Keep the Hub Webcam#1 always pointed at the speaker/presenter or main activity in the room
Point Set the Moderator Webcam#2 on the other side of the room and pointed for a general view of the room, so that remote participants can also see the in-room activities
Periodically adjust the camera angle to give a sense of room dynamics

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