Makiing Web Conference Work for You Mak ng Web Conference Work for You Whatt iis web confferrenciing? Wha s web con e enc ng? Web meeting and ‘webinars’ are a low cost and easy to use way of communication via the internet. You can view participants through desk webcams, share documents and your desktop and invite as many users as you like from across the world. Whatt can II do usiing web confferrence? Wha can do us ng web con e ence? Share desktops Present documents - share any document, works especially well for PowerPoint presentations Chat– to all or privately within conference Voting Audio conferencing for up to 25 participants – options include toll based, toll free and call back. Video through webcams for up to 6 participants Bring in participants through internet calls and/or via telephone/mobile. Whatt sorrtt off meettiings orr confferrences iis web confferrence bestt fforr? Wha so o mee ngs o con e ences s web con e ence bes o ? Web conference is suitable for meetings where you are linking multiple individual users. It can be used as a cheaper way to replace Skype and get better sound quality. It can be used to share documents and presentations and get interaction between participants. It can be used for meetings where you want to video conference in more effective way. How do II sett up a web confferrence? How do se up a web con e ence? There are 10 available licenses for WebEx administrators who can set up a meeting via outlook on your behalf. Approach the administrator most relevant to your team. If you would like to add someone from your team to be a Webex administrator, please contact Phil Humphries. WebEx Administrator Team Phil Humphries ISD Monica Saini Corporate Affairs Annabel Taiti Latin America and Caribbean Division Amy Blyth Programme Funding and Development Pat Hamilton Asia and Middle East Kate Ferguson Humanitarian Cheryl Thomas Africa Africa DSO Africa Ian Collier North and East Unit Rubita Ajanthakumar South and West Unit Send the meeting agenda and full participant list to the administrator. They will send out an invitation through Outlook which will include details of how participants should connect. Administrators should refer to the Guide for WebEx Administrators. You must nominate a ‘host’, which will chair part or all of the meeting. The administrator will hand over the host and presenter responsibility at the start of the meeting. The administrator cannot host on behalf of a meeting. It is the responsibility of the host to ensure that they have read the short WebEx Guide (a fuller version is also available here WebEx Guide) and have approached the administrator, or Phil Humphries, for a tutorial session if necessary. There are two ways to include audio into your meeting: 1. Voice over IP – internet calls billed at $0.01 per minute per user. This is cheapest option and is best used where all participants have good internet connection. In this case, set conference type as ‘Use VoIP only’. 2. VoIP plus/or teleconference – where one or more participant is calling in by phone or mobile, set conference type as ‘WebEx Audio’. If in doubt, set it as ‘WebEx Audio’. Participants should not call the higher rate ‘toll free’ number unless this is the only viable option. Please note that this is not free, it is just charged directly to the account holder which is ISD. Under the ‘toll number’, if your country is listed call the relevant number, if it is not listed call the US/Canada call-in toll number, as it is likely to be the cheapest. Skype Out can also be used as a normal landline to join these conferences, but this again requires good internet connection. How do parrttiiciipantts jjoiin a confferrence? How do pa c pan s o n a con e ence? See this step-by-step guide for participants to login to WebEx online and to join by audio. It may be useful to send this document to participants in advance to help them to join your conference. A meeting should ideally be set-up to allow the participants to join a meeting up to 15 minutes before it starts. This allows time to clear up any technical problems before the meeting begins. Participants should be instructed to try to log into WebEx before the start of the meeting and set-up their audio connection. How much does iitt costt? How much does cos ? Christian Aid pays for the WebEx licenses from a central budget. Users will be charged for calls as appropriate. This is currently being billed to ISD, and as usage increases, this will be recharged to relevant teams. Voice over IP is the cheapest way to use WebEx. The use of WebEx is charged at $0.01 per minute per user. For example, a one hour meeting with 5 participants costs $0.01*60*5 = $3. If participants are attending by telephone or mobile, they must call a call-in number. It is cheapest to use the call-in number of the country that you are in. If there is no call-in number for your country, the cheapest option will be to dial the US/Canada call-in number. The following show the toll numbers, where the participant has to pay. The toll-free numbers are charged back to Christian Aid and are more expensive. Toll Toll Free Austria +43 (0)1 79576257 0800-293636 Belgium +32 (0)22006259 Brazil 0800-8911726 China - North 10-800-712-1286 France +33 (0)157323123 0800-917733 Germany +49 (0)69 51709070 0800-1016998 Australia 1-800-671909 Belgium 0800-71054 China - South 10-800-120-1286 Denmark +45 38323066 80-884859 Finland +358 (0)9 72519058 0-800-1-12681 Greece 00800-12-6773 Hong Kong +852 30114556 800-903871 India 000800 4401319 Ireland +353 (0)1 6569197 1-800-663160 Israel 1-80-9214668 Italy +39 02 69430409 800-786172 Japan +81 (0)3 57675022 00531-121700 South Korea +82 (0)234831042 00798-14-800-6593 Luxembourg +352 3420808633 800 26375 Mexico 001-8668850337 Netherlands +31 (0(20 2008070 0800-0220938 New Zealand +64 (0)9 9200065 0800-448307 Norway +47 24159525 800-14439 Singapore +65 66221061 800-1204241 Spain +34 912754164 900-971493 Sweden +46 (0)8 50163255 020-79-4035 Switzerland +41 (0)44 6545616 0800-561236 Taiwan +886 (0)2 21626758 00801-13-7654 UK +44 (0)20 70267693 08-000288339 US/Canada 1-408-792-6300 Australia +61 (0)2 82239752 To help you to plan your costs for web conferencing use the Costing for Remote Conferencing tool. Whatt equiipmentt do II need? Wha equ pmen do need? To attend a meeting using VoIP, you need a headset with a microphone, the same equipment that you use for making Skype calls. If you would like to join a meeting by video as well, you need a webcam installed on your PC or laptop. If one or more sites are joining a web conference from a meeting room, you need to use the Polycom speakerphone in Acacia or Olive rooms or a Skype speakerphone for audio and a basic web cam if video is also required. How can II pllan fforr tthe mostt effffecttiive web confferrence? How can p an o he mos e ec ve web con e ence? As with all meetings, prepare well and set out a clear agenda. Nominate the chair (or host) of the meeting to coordinate presenters and documents to share. Nominate presenters prior to the meeting and set time limits and establish method of input by other participants. Do they leave questions on the chat wall, or speak after the presentation? Encourage participants to login and be ready to start up to 15 minutes before the start of the meeting. This allows time to clear up any technical issues. In order to avoid disrupting a meeting, it may be best not to use WebEx itself to handle technical problems. Provide participants with contact details of the organiser to call, e-mail or Skype if they experience technical difficulties. Use the chat and hand raising functions for contribution and interaction when there are many participants. Ensure that your participants have checked that their headsets and webcams are functioning, well before the meeting. To reduce background noise, the host can set those participants that are not speaking to mute. Instruct participants to shut down all other applications on their computer during a WebEx meeting for the best connection. You are likely to experience lower sound quality through speakerphones. If a handful of participants are in the same location, you may find that connection is better if they join from their individual computers or laptops rather than use a meeting room and a Polycom speakerphone. It is more suitable to use WebEx in a meeting room to bring in external participants to make presentations rather than participate in the entirety of the meeting. For full participation, video conference is a better option. Whatt do II do iiff tthiings go wrrong iin a meettiing? W ha do do h ngs go w ong n a mee ng? If WebEx is not operating as you expect, the fault may lie in a few places: Check your audio and visual equipment. Is it plugged in properly and are all the sound settings correct? Do you have sufficient bandwidth to make an IP call? If not, revert to a telephone or mobile. Call WebEx support +1-408-435-7088 (International ) quoting the meeting reference number If all fails, contact ISD support.