5 tips for better online meetings - massey university · 2017. 6. 9. · 5 tips for better online...

ON

LIN

E M

EETI

NG

SFr

eedo

m to

con

nect

with

any

one,

any

whe

re.

5 TI

PS F

OR B

ETTE

R ON

LIN

E M

EETI

NGS

Prot

ect y

our

priv

acy

Choo

se

Pres

ente

rs

Choo

se th

e

right

tool

s fo

r sh

arin

g co

nten

t

Co

nsid

er w

hat

atte

ndee

s ca

n an

d ca

n’t s

ee

Be c

onsi

dera

te

whe

n m

akin

g an

d sh

arin

g re

cord

ings

You

can

incr

ease

pr

ivac

y by

:

- Mak

ing

atte

ndee

s w

ait

in

a lo

bby

first

- Usi

ng a

new

C

onfe

renc

e ID

and

m

eetin

g lin

k ea

ch ti

me

-Tur

ning

on

entry

and

exi

t ann

ounc

emen

ts

Only

Pre

sent

ers

can

shar

e co

nten

t and

m

anag

e m

eetin

g op

tions

.Fo

r for

mal

pre

sent

atio

ns,

desi

gnat

e Pr

esen

ters

. Fo

r hig

hly

colla

bora

tive

mee

tings

, lik

e te

am

mee

tings

, mak

e

ever

yone

a P

rese

nter

.

Pres

ente

rs c

an m

ake

mee

tings

mor

e en

gagi

ng

and

colla

bora

tive

by

shar

ing

thei

r scr

een

or a

n ap

plic

atio

n, p

rese

ntin

g a

Pow

erPo

int,

usin

g a

whi

tebo

ard,

con

duct

ing

polls

or u

ploa

ding

file

s fo

r sh

arin

g.

Not

all

devi

ces/

clie

nts/

apps

can

see

or a

cces

s al

l of t

he m

eetin

g to

ols.

Ch

eck

with

atte

ndee

s,

espe

cial

ly th

ose

in

VC R

oom

s, o

n w

heth

er

they

can

see

wha

t yo

u’re

sha

ring.

It is

not

alw

ays

clea

r to

atte

ndee

s w

hen

a m

eetin

g is

bei

ng re

cord

ed. M

ake

an a

nnou

ncem

ent b

efor

e yo

u st

art r

ecor

ding

, and

as

k fo

r con

sent

bef

ore

shar

ing

the

vide

o.

LYNC | SKYPE FOR BUSIN

ESSM

ASSEY.AC.NZ/ON

LINEM

EETINGS

5 TI

PS F

OR B

ETTE

R ON

LIN

E M

EETI

NGS

Pr

otec

t you

rpr

ivac

y

Choo

se

Pres

ente

rs

Ch

oose

the

rig

ht to

ols

for

shar

ing

cont

ent

Co

nsid

er w

hat

atte

ndee

s ca

n an

d ca

n’t s

ee

Be

con

side

rate

w

hen

mak

ing

and

shar

ing

reco

rdin

gs

USE

A N

EW C

ONFE

REN

CE ID

AN

D M

EETI

NG

LIN

K EA

CH T

IME

Tick

the

chec

kbox

Cus

tom

ize a

cces

s an

d pr

esen

ters

for t

his

mee

ting.

A un

ique

Con

fere

nce

ID a

nd m

eetin

g lin

k w

ill n

ow b

e ge

nera

ted

for e

very

m

eetin

g.

You

can

dete

rmin

e w

ho w

ill b

e a

Pres

ente

r bef

ore

the

mee

ting

or p

rom

ote

anyo

ne to

Pre

sent

er d

urin

g th

e m

eetin

g.

Find

the

cont

ent s

harin

g to

ols

unde

r the

Sha

re ta

b in

the

mee

ting.

Befo

re th

e m

eetin

g:

• Cl

ose

anyt

hing

on

your

scr

een

that

’s co

nfide

ntia

l or p

rivat

e.

• Up

load

Pow

erPo

ints

as

they

can

take

sev

eral

min

utes

to u

ploa

d.

Durin

g th

e m

eetin

g:

• Us

e th

e W

hite

boar

d w

hen

you

wan

t fee

dbac

k on

som

ethi

ng v

isua

l lik

e a

post

er. P

rese

nter

s ca

n us

e an

nota

tion

tool

s to

mak

e co

mm

ents

di

rect

ly o

n th

e po

ster

.

• Se

nd li

nks

to v

ideo

s, ra

ther

than

pla

ying

them

ove

r the

mee

ting.

Not

all

devi

ces/

clie

nts/

apps

can

see

or a

cces

s al

l of t

he m

eetin

g to

ols.

Che

ck w

ith y

our a

ttend

ees

on w

heth

er th

ey c

an

see

wha

t you

’re s

harin

g.

Rem

embe

r tha

t Vid

eo C

onfe

renc

e en

dpoi

nts

(the

devi

ces

used

in V

ideo

Con

fere

nce

Room

s) a

re n

ot c

ompu

ters

. The

y ca

n on

ly s

end

and

rece

ive

audi

o/vi

sual

info

rmat

ion.

The

y ca

n’t s

end

or re

ceiv

e fil

es, o

r run

app

licat

ions

or p

lugi

ns. S

o

atte

ndee

s in

VC

Room

s w

ill b

e ab

le to

see

sha

red

scre

ens

(a v

ideo

feed

) but

will

be

unab

le to

see

Inst

ant M

essa

ges

(a

plug

in) o

r rec

eive

sha

red

files

.

Pres

ente

rs c

an re

cord

mee

tings

and

sav

e th

e fil

es to

thei

r com

pute

rs.

MAK

E AL

L AT

TEN

DEES

WAI

T IN

TH

E LO

BBY

FIRS

TUn

der t

he A

cces

s se

ctio

n, s

elec

t Or

gani

zer o

nly

(lock

ed) a

nd u

ntic

k th

e ch

eckb

ox P

eopl

e di

allin

g in

by

phon

e by

pass

the

lobb

y.

TURN

ON

EN

TRY

AND

EXIT

AN

NOU

NCE

MEN

TSOp

en A

udio

and

Pho

ne s

ettin

gs,

then

tic

k th

e ch

eckb

ox T

urn

on e

ntry

and

ex

it an

noun

cem

ent f

or th

is m

eetin

g.

Thes

e se

tting

s w

ill in

crea

se th

e pr

ivac

y of

you

r mee

tings

and

mus

t be

adju

sted

bef

ore

the

mee

ting

com

men

ces.

Onc

e th

e m

eetin

g st

arts

, the

se s

ettin

gs c

anno

t be

chan

ged.

Cr

eate

a n

ew m

eetin

g an

d op

en th

e M

eetin

gs ta

b, th

en o

pen

Mee

ting

Optio

ns. Y

ou w

ill n

eed

to ti

ck th

e ch

eckb

ox

Rem

embe

r set

tings

then

OK,

to s

ave

thes

e ch

ange

s as

the

defa

ult f

or fu

ture

mee

tings

.

CHOO

SE P

RESE

NTE

RS B

EFOR

E TH

E M

EETI

NG

Crea

te a

new

mee

ting

and

open

the

Mee

tings

tab,

then

op

en M

eetin

g Op

tions

. Und

er th

e Pr

esen

ters

sec

tion,

se

lect

you

r pre

fere

nce.

We

reco

mm

end:

• Li

miti

ng p

rese

nter

s fo

r for

mal

pre

sent

atio

ns.

• M

akin

g ev

eryo

ne a

pre

sent

er fo

r col

labo

rativ

e m

eetin

gs.

MAK

E PR

ESEN

TERS

DUR

ING

THE

MEE

TIN

GRi

ght-c

lick

an a

ttend

ee n

ame

in th

e Pe

ople

pan

e in

you

r m

eetin

g, a

nd th

en s

elec

t Mak

e a

Pres

ente

r.

RECO

RDIN

G TH

E M

EETI

NG

1.

Anno

unce

that

you

will

be

reco

rdin

g th

e m

eetin

g.

2.

Open

the

Actio

ns ta

b, th

en s

elec

t Sta

rt Re

cord

ing.

3.

Clic

k th

is b

utto

n ag

ain

to s

top

reco

rdin

g.

FIN

DIN

G TH

E RE

CORD

ED V

IDEO

FIL

E1.

Op

en th

e Ac

tions

tab,

sel

ect M

anag

e Re

cord

ings

. Yo

u w

ill s

ee tw

o ty

pes

of re

cord

ings

her

e: L

ync

re

cord

ings

and

Win

dow

s M

edia

Rec

ordi

ngs

(.wm

v).

The

latte

r is

for s

harin

g w

ith o

ther

s.

2.

To c

onve

rt a

Lync

reco

rdin

g in

to a

.wm

v fil

e,

sele

ct y

our L

ync

reco

rdin

g, th

en c

lick

Publ

ish.

A n

ew

file

for s

harin

g w

ill b

e cr

eate

d in

the

Win

dow

s M

edia

Re

cord

ings

tab.

3.

To fi

nd th

is fi

le, s

elec

t you

r rec

ordi

ng in

the

W

indo

ws

Med

ia R

ecor

ding

s ta

b, th

en c

lick

Brow

se.

A fo

lder

con

tain

ing

your

.wm

v vi

deo

file

will

ope

n.

Ask

for c

onse

nt b

efor

e sh

arin

g re

cord

ings

.