Web Conferencing Tips

Here are some easy tips to help web-conferences run smoothly.

• Send out Agenda and all Documents to be distributed ahead of time.
• Initiate the connection/conference 15-minutes early ( to make sure technology works).
• Set documents to be released by all users, and allow documents to be saved from the session.
• Send out motions and reports ahead of time.
• Use “track changes’ when editing motions in "application sharing" - so that all users see the updates simultaneously.
  
• Let users know ahead of time if web-cams are preferred to be used or not.
• Inform users how to keep their microphones muted until they have something to say.
  
• “Share” the presentation role with those who are presenting materials - so that they have control over the pace of the slides, etc.
  
• Have people introduce who is speaking before making their points.
• When a group is meeting in one room, pass around the headset / microphone so that remote users can hear. Also make sure that the “Group” can see the WebConference screen (for Chat comments – and also to “enforce sharing” of documents under discussion through the web conference interface).