Tips and Guidance for in-room WebEx Moderators
At times, such as our Global DPCA Meetings, we need to combine remote WebEx participation with a gathering of people in a conference meeting room.
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.
Moderating the Meeting
- Test your pc/workstation prior to the meeting. Ensure the audio works. Use a headset where possible
- login to the WebEx meeting using "Moderator" in your name – so people know what roll you are playing, and can turn to you for support
- keep active discussion going in the WebEx chat box so that people know you are there
- 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
- provide a regular update of the names of people in the Queue by retyping the list in the chat box
- don't let the people in the room forget about the WebEx participants – you are there to represent them and speak for them in the room
- keep all participants on MUTE if they are not speaking to the meeting
- help ensure that participants that are having technical issues do not derail the meeting
- you may need to type questions to the speaker into the chat area so that everyone can understand what's being said
Hardware and Technical Setup
- make sure that all 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 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 will hear nothing
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