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Running a Web conference
1. Preparing your first Web Conference
Before starting your
first web conference, we
recommend taking a
look at the following
tips for running efficient
meetings and avoiding
snags.
2. Ensure that all participants are registered members of your Cluster. If anyone has not claimed their
profile, send them a reminder or an invitation well in advance of the meeting.
Only active members can
be invited to a meeting.
Check that all participants
are members of your
Cluster workspace.
3. ...or use one of the local
phone numbers with the
private attendee PIN.
In the Web Conference
popup you can dial in
directly through VOIP
For optimal sound quality, it’s recommended that participants call in using the phone numbers
and private PIN provided. Local tariffs apply when using the phone numbers.
Make sure your sound equipment is adequate for the size of the room you will be hosting your
meeting in.
Most laptop microphones are not sensitive enough to pick up people talking from a distance and
the speaker quality could be very low.
VOIP can interfere with the sound quality and cause excessive feedback or echos - muting listners
will help prevent this.
4. Upload presentations
or documents, and try
out the whiteboard
tools provided.
For optimal display, upload all presentations in PDF format.
5. A large group of people can cause additional feedback and static noise. Managers can “mute all” to
improve sound quality.
Users will be able to unmute themselves, unless the manager locks them on mute.
Audio speakers can cause unwanted background noise. If possible, request listeners to use a headset.
If multiple people are dialing in from the same room, recommend that they use only one dial-in option.
Mute listeners if
there is feedback
noise or an echo.
6. Add a summary once
the meeting has ended,
highlighting action
points and chat record.
Meeting Summaries can be used for summarizing decisions, tracking action items and to keep records
for later review. The meeting manager can edit the summary when tasks are completed or updated.
Chat archive remains on record even after the meeting is archived.
7. Meetings are automatically closed and archived 12 hours after ending. All meetings you managed
or participated in - including group meetings - are saved in your personal archive for later review.
Documents uploaded to the meeting remain in the archive and can be retrieved at a later date.
Meetings archive is available
for retrieval of meeting
documents and chat logs.
