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Tips and Guidance for in-room WebEx ModeratorsAt timesSometimes, such as our Global DPCA Meetings, we need to combine remote WebEx participation with a gathering of people in a conference meeting room. This becomes much more complicated than when remote individuals are each sitting in front of their own personal computer. Participants in a meeting room can easily forget about the remote participants on WebEx. Having one or more dedicated WebEx moderators will help keep the meeting together and create a more positive experience for everyone. These Moderator Tips are intended to provide orientation and guidance to moderators who may be new to WebEx and help them to create a successful and productive meeting. |
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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, Presenter, and Moderator Team Work
- 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
Staffing and Team Members
- Team Lead – someone who is responsible for the overall coordination, staffing, network, and hardware set up.
- Do not assume that someone else will "make it happen" – get confirmations on all the details
- On-site tech-team – providing the A/V setup of projectors, mics, sound board, cables
- Network providers – to ensure Internet bandwidth. Often not the same people as the A/V equipment team.
- providing both fixed line and WiFi connections for the room
- Host Manager (in-room or remote) – real-time management of participant mute controls and passing the Presenter
- share Host Key with Presenter and Moderator Managers so that they can take control as needed
- Presenter Manager (best if in-room) – preparing presentations as PDF files and uploading them to WebEx whiteboard
- presentation slide transitions when the Podium speaker is not controlling the slides themselves
- Moderator Manager (must be in-room) – monitoring the chat box, tracking "Hand Up" queue, keeping room aware of WebEx issues
- always have emergency access to reach the tech-team and network providers
WebEx Login names
- When you first login to WebEx from the in-room moderator computers use a name that describes that computer.
- For example: (using the "!" in front of the name will keep it at the top of the alphabetical participants list)
- !PuntaCana Hub
- !PuntaCana Podium
- !PuntaCana Moderator
- Encourage all participants to include their DA Title/Officer position in their name when they sign in
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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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In-Room Audio/Visual/Internet Setup SchematicOutline of the audio, video, and wired network connections that are needed to setup and manage a typical WebEx configuration in a conference room. Notes:
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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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