🔗 https://wiki.democratsabroad.org/webex-moderator
https://wiki.democratsabroad.org/webex-moderator

Introduction

Sometimes, such as Democrats Abroad has a long and proud history – going back more than a decade – of supporting fully remote real-time participation at our Global DPCA Meetings, we need . Effectively combining appropriate web-conferencing technologies with trained and coordinated volunteers we are able to combine remote Webex participation WebEx participants from around the world with a gathering group of people in a conference meeting room. This becomes much more complicated Organizing and running such a meeting is, of course, more challenging than when remote individuals are each simply sitting in front of their own personal computer.

Participants in a meeting room can easily forget about the remote participants on Webex. Having dedicated Webex WebEx. Preparing a team of dedicated WebEx moderators will help keep the meeting together and create a more positive participatory experience for everyone.

These moderator tips are intended to provide orientation and guidance to The guidance provided here is intended to help moderators who may be new to Webex WebEx and help assist them to create in managing a successful and productive meeting.

Key Points to Remember

• Make sure that people in the room do not forget about remote Webex WebEx participants

• Make sure that all speakers in the room use a microphone AT ALL TIMES, or remote participants cannot will not be able to hear anything

• Make sure that remote participants do not disrupt the room with audio-feedback or other noise

• Keep everyone engaged and communicating with each other informed of meeting activities – but don't flood the chat box

• Always use the chat box to "Everyone" to request and insist that participants use **Hand Up to manage the speakers queue. You can pop-out the Chat Panel into a floating window with the button in the top-right corner:
  

  Image Added

• Know how to reach one of the in-room technical specialists in an emergency

Moderator Responsibilities

• Webex WebEx moderators are responsible for helping to make sure that there is smooth communication between people in the room and the remote Webex WebEx participants – you are the "bridge" between these two groups

• Much of the communication for remote participants will be in the Webex WebEx Chat box, so you need to always be monitoring thismonitor the Chat

• Unless it someone is really just sharing one-to-one personal communication, encourage all participants should be encouraged to address their comments to "Everyone" in the Chat – especially if it is a request to speak, or a notification of a problem with Webex communicationWebEx

• Don't let the people in the room forget about the Webex WebEx participants – you are there to represent them and speak for them in the room

• Take turns and share the moderating responsibility so that one person is not left to do the job alone

Presentations

• Make sure that presentation documents are loaded as PDF files from the DA Wiki to the Webex whiteboard and shared in advance as files in WebEx

  • Presentation materials are always best shared as PDF files, rather than Word, PPT, or other files

  • Convert files to PDF before uploading to the Webex whiteboardas shared files in WebEx

• Make sure that in-room Presenters use the Webex whiteboard for presentations always share files via WebEx – do not let them just open a file on the desktop

• Help the podium presenters to learn how to move from page to page in their presentationusing Thumbnail view

  • Offer to help manage their presentation slides for them, if they are not comfortable with this

Moderating the Meeting

• Test your pc/workstation prior to the meeting. Ensure Confirm that you can manage your audio worksconnection. Always use a headset if your computer is connected to audio

• Keep active discussion going in the Webex all participants informed of the meeting status within the WebEx chat box so that people know that you are therepresent, but don't flood it with too many messages

• All participants in a meeting can now see who has raised their hands, automatically sorted at the top of the Participants list. The order that the participants are listed follows the order in which they raised their hands. The sort menu is opened with the up and down arrows to the right of the search field:

  Image Removed

• 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

• The Host and Presenter , the Presenter, and the Moderators 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 fill both all these roles

  • The host is Host and CoHosts are responsible for keeping everyone on mute and fixing the focus of the video presentations

  • The presenter Presenter manages documents and slides in the whiteboard areaon-screen presentation

  • The presenter Presenter also manages the in-room projection screen that people will see in the room – from full video display to seeing including a view of the Chat box

  • The moderator ensures Moderators ensure that Webex 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 WebEx participants

• Have the Meeting Host Key number ready, in case something happens to the Host computer and someone else needs to reclaim control over the meeting

...

WebEx Login Names

• When logging in to Webex joining WebEx from the in-room Host and Webcam computers, use a name names that describes describe that computer and role, for example:
  (Using “!” and “#” in front of the name names will keep it them at the top of the alphabetical participants list):

  • !PuntaCana Hub

  • !PuntaCana Podium

  • !PuntaCana Webcam#1

  • #PuntaCana In-room Moderator

  Encourage all participants to include their

  • #Mod01

  • #Mod02

• All participants must use the designated Prefix, Full Name as well as Country Committee name and relevant DA Title/Officer position in their display name when they sign in the meeting
  – Moderators are responsible for helping participants display their name correctly

Suggested 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 control to the Presenter

  • share Host Key with Co-Hosts, 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 as shared files to Webex whiteboardWebEx

  • presentation slide transitions when the Podium speaker is not controlling the slides themselves

• Moderator Manager (must be in-room) – monitoring the chat box, tracking the "**Hand Up" queue, and keeping the room aware of Webex WebEx issues

  • always have emergency access to reach the tech-team and network providers

Hardware and Technical Setup

• Make sure that other Webex 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 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

• The 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

In-Room Audio/Visual/Internet Setup Schematic

This is an outline of the audio, video, and wired network connections that are needed to setup and manage a typical Webex 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 WebEx Hub computer.
  In-room microphones may be either wired or wireless depending on the audio mixer setup

Webcam Positioning

• Keep the Hub Webcam#1 always pointed at the speaker/presenter or main activity in the room

• 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

Schematic