webex production guide_10.22.14

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WebEx Production Guide

WebEx Production Guide

Danny Ziemer Operations Specialist II, NFS Communications & Public Policy October, 2014

Danny Ziemer Operations Specialist II, Communications & Public Policy National Facilities Services

Mute: Participants have been placed on mute upon entering the session. Questions for Danny: Time is allocated at the end of our session for

questions. Please use the ‘Chat’ function and type your question to the Host. We will relay your question to the speaker for you.

Connection or Audio Issues: Please use the ‘Chat’ function to let us know your issue. We will try to help you as soon as possible, and respond via Chat.

Viewing Images: You can change the size of the image on your screen. From the WebEx tool bar (lower left corner), click View and choose the zoom level appropriate for your screen.

Survey: Please help me to become a better presenter by taking the short survey that will appear on your screen when today’s presentation is finished. Thank you!

| © 2011 Kaiser Foundation Health Plan, Inc. For internal use only. October, 2014

WebEx Information

4

Contents Planning Your Session

Hosting Your Session

| © 2011 Kaiser Foundation Health Plan, Inc. For internal use only. 5

Resource Contacts

Crisis Management

Q & A

Appendices 1. Step-by-Step WebEx Training Center Setup 2. Meeting Room Logistics 3. Using Tie-lines and Other Callback Information 4. Using Video Clips 5. Offsite Meetings

Summary

October, 2014

Once this training is done, you will: Better understand how to setup a

WebEx session Recognize the best way to share

content Comprehend best practices for

running a WebEx session Learn how to avoid and also walk

through a crisis

| © 2011 Kaiser Foundation Health Plan, Inc. For internal use only. 6 October, 2014

What is not covered: Indepth information on using video (see appendix 4) Instructions on polling or breakout sessions

Planning Your Session

Meeting Planning: Where to Start If you don’t have a WebEx host account, get one!

– Navigate to https://kponline.webex.com – Click “sign up” under “I do not have an account” – It normally takes 24 hours for your account to be actived; you’ll receive an

email indicating so once it’s done – See Appendix 1 for detail on setup


https://kponline.webex.com/

Gather the Basic information – Date(s) of the session – Actual start time of the event – Duration – Title of event – Broadcast Location – be specific, down to

the office level if applicable Live audience Onsite / Offsite Hybrid (multiple broadcast locations)

– Standalone / Conference Event

Meeting Planning: Where to Start


What content will be presented – PowerPoint – Excel, Word, PDF, Visio – Video Clips – Video Stream (Webcam) – Panel Discussion – Interactive Content – Always consider what the

online audience experience will be

Meeting Planning: Session Materials


Understand The WebEx Roles Host

– Owner of the meeting – Determines what everyone sees during the

meeting, including meeting features – Must be the one to start/stop recordings – Owns all recordings and reports

Presenter (s/he with “the ball”) – Controls what the attendees see – Drives the presentation for the online audience – Launches poll questions and displays results – Does not have to be the host – Is not necessarily the person speaking

Participant


Assigning Privileges


Q&A Moderator – Monitors incoming questions in the Q&A Panel – Pre-screens questions to pass along to presenter, or, sends private answers to

questions

Panelist – Co-presenter (usually remote) or support person

Breakout Session Host – Performs the presenter role for a Webex Breakout session in Training Center – NOT reviewed in today’s training

Additional WebEx Roles


Meeting Platform

Use Training Center for all sessions (proven best practice) Maximum Capacity is 1,000 attendees

– Audio is split between 500 maximum each on telephone and connecting by computer

– 501st attendee connecting on phone or computer will not be connected to the audio and will need to connect by computer audio (headphones plugged into pc)

When scheduling, always check the “Send a copy of the attendee invitation to me”

Use the email marked “Forward to attendees” for sending session invites. Do not send the information sent to the host (participants will not be able to join with this link)


Meeting Center (discouraged) – Smaller, less formal meetings – Limited audio control – No registration – No repeating meetings – No breakout sessions – Other limitations

Training Center (recommended for ALL) – Absolute control of audio – Larger, high profile meetings – Multiple presenters – Pre-registration options – Detailed tracking of recorded meeting views – Large audiences (maximum capacity 1,000)

Meeting Platform: Comparison


Does not affect functionality Yet another reason to use Training Center!

New Look to Meeting Center


Meeting flow – this is much more detailed than an agenda (See Show Flow and Runbook examples) Presenter transitions and hand offs –

practice! Establish a cutoff or “hard stop” time to

receive any documents, PowerPoint decks and multimedia clips Pre-screen all content and videos in a

WebEx session Establish a Q&A handling procedure for

the session

Pre-meeting Planning


• The runbook is a step-by-step script for the entire WebEx session only (vs. events with other resources involved)

• Each support resource should have a copy

Webex Session Flow: Date: Session Number: Host Key:

Location: Support Team Host

Name Role Location Phone

Time Location Event / Task Speaker Speaker Location Presentation Presenter (Webex) Notes

Runbook Sample


• The Show Flow is a step-by-step script for the entire meeting, including WebEx sessions (latter shown below) . It’s particularly useful when videoconferencing and/or A/V is used

• Excellent tool for offsites • Each support resource should have a copy

Show Flow Sample


IDEALLY: Separate the roles

of Host and Presenter!!!


Conduct Practice Sessions!

Test all session content Make sure all remote presenters

understand how to connect to the meeting properly Have another person view the

practice session as a participant See Appendix 2 for meeting room

setup information (logistics)


Hosting Your Session

| © 2011 Kaiser Foundation Health Plan, Inc. For internal use only.

A WebEx meeting is frequently referred to as a “production” or “show”

– Television – Theater – Concert

Consider yourself the director As an audience member, what type of

show would you like to watch or participate in?

A 500-foot View

October, 2014 23

A Few Cartoons on PowerPoint


Conference Room Setup for a WebEx (large group)


Audio is key!! – See Appendices 2 and 3 for additional logistics and

tie-line calling information Polycom with satellite “spider” mics

– All speakers must be close to the mics – Purchasing polycom wireless mics is a good investment

Three laptops, two connected to WebEx (presenter hardwired) – One as host (WebEx)

A host can be remote – One as a participant (WebEx)

Use headphones for audio can also use iPad or iPhone for participant

– One dedicated to room presentations (non-WebEx) LCD Projector

October, 2014

Option: Conference Room Setup for a WebEx (small group)


Audio is key!! – See Appendices 2 and 3 for additional logistics and

tie-line calling information Polycom with satellite “spider” mics

– All speakers must be close to the mics – Purchasing polycom wireless mics is a good investment

One laptop, as host and presenter, and connected to LCD Projector (hardwired)

– Note that room participants will see attendee list, chat questions and tech issues, and any other WebEx or application functions that are open on the host/presenter’s laptop

LCD Projector

October, 2014

Start at least 30 minutes early, load your docs, and call in from a cell phone (and/or view from another laptop, iPad or iPhone)

Set up (in advance) at least one Alternate Host Close all unnecessary applications except the browser window hosting the

WebEx session Use Share File to share video clips on your hard drive, PowerPoint , Word,

Excel, and other documents Have guests presenting on Webcams sign in 30 minutes early, to ensure

they are seen

DO…


Take it easy! Ask for help if you need it!

Keep any video clips under 5 minutes

Use the Q&A or Chat panel (Training Center only) to take questions from the online audience

Avoid the use of animations Keep your presentation size to

a minimum

DO…


Send the Host Key so someone else can start the session Embed any kind of media file (video or audio) into PowerPoint “Play” video/audio files (DVD, CD, Windows Media Player, etc.) Use “Share My Desktop” when sharing browser based content (or ideally

at all) Share video files with a bit or data rate higher than 350Kbps (see Appendix 4)

Use pdf’s with more than one page

DON’T…


Un-mute all lines for a Q&A session Use animation in PowerPoint presentations Present or host large sessions over VPN or Air Card Use a cell phone for presenting in a session Use a webcam in place of a video camera for room coverage

DON’T…


Almost any standard webcam will work (Logitech HD Pro C920 is standard)

Use built-in webcam when available Participant should be well lit from the

front; avoid bright background settings Maximum practical distance for a

webcam is 5’ (does not work well to show a shot of a room)

Presenter can lock the video window on a specific participant’s webcam

Do not use full-screen mode due to bandwidth constraints

Live Video: Webcam


| © 2011 Kaiser Foundation Health Plan, Inc. For internal use only. October 23, 2014

How Bandwidth Works

32

High-quality live video feeds can be supported. However, additional hardware is required to accept the video output from professional video cameras or switchers, and convert it to standard webcam input. Contact the Virtual Event Delivery team (see Resource

Contacts) for information and assistance in planning for this level of live video support.

Live Video: Other Sources


Only two methods work: – Share file – Share web content

Using Windows Media Player, Quicktime, or playing video from a DVD will not work Video clip should be shorter than 10 minutes, preferably no

more than five (5) minutes – less is more! Maximum Data Rate for video clips is 350Kbps – proven best

practice (see Appendix 4 for tips on checking video size)! Always test the behavior of your video clip in at least one

test WebEx session with at least one attendee to view results

Sharing Recorded Video Clips


Start Simple Know the presentation and meeting flow Use a “runbook” or “show flow” Stick to the script Add new techniques only after practicing

them until comfortable There are no secrets or tricks to using

WebEx effectively; the more often you use it, the more comfortable and confident you will become

Key Best Practices (proven within KP)


Participant Messaging: Best Practices (to display on one of your opening slides)

| © 2011 Kaiser Foundation Health Plan, Inc. For internal use only. October, 2014 36

Mute: Participants have been placed on mute upon entering the session. Questions for Danny: Time is allocated at the end of our session for

questions. Please use the ‘Chat’ function and type your question to the Host. We will relay your question to the speaker for you.

Connection or Audio Issues: Please use the ‘Chat’ function to let us know your issue. We will try to help you as soon as possible, and respond via Chat.

Viewing Images: You can change the size of the image on your screen. From the WebEx tool bar (lower left corner), click View and choose the zoom level appropriate for your screen.

Survey: Please help me to become a better presenter by taking the short survey that will appear on your screen when today’s presentation is finished. Thank you!


Participant Messaging: Best Practices (to display on one of your opening slides)

37 October, 2014

Crisis Management


— Douglas Adams

“ Don’t panic.”

39 October, 2014


Rule #1: Don’t Panic! Rule #2: Backup and Prep

“Never let them see you sweat” –Mary Kennedy

A real crisis happens in a hospital

Be honest

Humor wins ‘em over

People are forgiving

Choose a proxy beforehand whom you can pass the ball to if you need to “gather yourself”

All the more reason to practice

People can tell when you’re unprepared

Hey – Take it Easy!

40 October, 2014

Practice, practice, practice – Use a test audience – Solicit candid feedback via Survey Monkey or similar resource – Practice messing up and passing the ball – If using video, be prepared with a backup plan in case of a crash!

If there is volatility in your production, if appropriate, warn the audience beforehand that there may be challenges

– Video – Webcams from outside sources (firewalled regions, homes, etc.) – General bandwidth issues

Do Everything You Can to Avoid Crisis


Summary

Summary Plan Efficiently

– Know who is doing what (host, presenter, etc.) – Practice with other presenters and willing volunteers, especially when you’re

presenting with both live participants and a WebEx audience

Use “Share… File” to present documents (vs. share screen) Use Training Center for all of your meetings Eliminate animation from PPTs, and only allow .pdf’s that are 1 pg Separate “Presenter” and “Host” roles Share best practices with your audience Design your presentation with the audience in mind

– If you were on WebEx, what would interest you?

Start your actual meeting early so you are prepared for challenges | © 2011 Kaiser Foundation Health Plan, Inc. For internal use only. 43 October, 2014

Resource Contacts

NFS WebEx Assistance (WebEx Knowledge Partner) – Danny Ziemer

[email protected] – Other NFS WebEx Advanced Users: Corinne Brown, Tara Evans,

Janelle Kidolis-Johnson, Kathy Kikkert, Maya Martinez, Lisa Wyman

WebEx Production Services (The Real WebEx Guru) – James Adams

CS BIO Shared Services – Manager, Virtual Event Delivery [email protected]

Video and A/V Support – Larry Kless

NCAL Multimedia – Video Production [email protected]



WebEx Ideabook Page https://ideabook.kp.org/groups/webex-site-updates-and-advisories

https://ideabook.kp.org/groups/webex-site-updates-and-advisories










Appendices

1. Step-by-step WebEx Training Center Setup


At the end of registration, you can choose to save your form as

a template

Step by Step (1 of 4)


2. Meeting Room Logistics


Logistics – Onsite Team / Offsite Team members and roles – Remote presenter support (Webex, audio, video, etc.) – Broadcast Venue Type

Office / Conference Room Large Room

– Connectivity Hardwired (Required for host and presenter)

– Offsite requirement: Minimum 3MB dedicated bandwidth

WiFi – (Can be used for support team, but not recommended) – Audio connection

Phone (Land line for all speakers) VoIP Telephone Hybrid or USB Interface (Required anytime a PA system is involved.

Specialized setup, and not self service. Consult with Virtual Event Delivery team for guidance and planning assistance)

Meeting Planning: Session Options


3. Using Tie-lines and Other Callback Information


Open the Audio Dialog and click the arrow next the “Use Phone” option

Select “Call me at an Internal number”

Enter your Tie Line number to receive a callback: “8-xxx-xxxx” NW attendees: Use “8-7” plus your six digit tie line number

Callback to a Tie-line (internal)


Open the Audio Dialog and click the arrow next to “Call me at a new number,” and select “I will call in.”

Anyone on a KP Internal Phone should use the tie-line numbers Use the outside number if that fails

Call-in Using Tie-line Number (n/a in NW or CO)


External lines are limited. However, there are more than enough lines for normal off-net traffic levels. Attendees using internal KP phones should attempt to connect using Tie-line numbers

– NW: Tie line numbers work for call back only. Precede your 6 digit tie line number with “8-7” (If your tie line is 24-4793, enter 8-724-4793)

– CO: Use external numbers until national tie lines are deployed – HI: National tie line numbers are available but not widely publicized Use call in to the tie line numbers to

minimize external line costs. Please revert to external call back and call in if necessary to join the audio – MAS: Some tie lines are not accessible for call back due to firewall issues. If you are experiencing “Call failed”

issues for your tie line number, use the call in instructions using the tie line numbers, connect via computer, or use the external numbers

– GA: Tie lines are available for call back and call in. Individual locations may have issues and will need to revert to using external numbers

There are two Tie-line numbers for call-in: 8-950-5555 and 8-951-5555; either one can be used Revert to using call back to outside line numbers or call in to the toll free number if tie lines fail.

You can also connect via computer as an option when you do not need to speak live in the meeting

Connecting via computer is unchanged. Remember to mute the computer’s microphone or use headphones to prevent feedback

Important Tie-line Notes


4. Using Video Clips


You must have a local copy of the file, saved on your computer or on a shared drive From Windows Explorer, right-click on the filename and select “Properties” (Windows XP

example shown)

Data rate is normally found on the summary tab. The value should be 350Kbps or less

Video Clips: Checking Bit Rate


From the “Quick Start” tab, select the “Share File” option

Load the file in the same manner as you would a PowerPoint deck

The video will load in it’s own tab Only one video may be loaded at a time Loading a second video clip will delete the

first one When ready to share, mute the attendees.

The host and presenter must also mute their audio. Click on the tab containing the video (there may be a slight buffering lag) and hit play to begin playing on participants machine

Video Clips: Share File


The video clip must already be hosted on a video streaming server (there are none internal to KP), and it must be set to auto-play

You must have the URL for the video clip The guidelines for length and data rate still apply From the “Share” item in the menu bar at the top of

the WebEx window, select “Web content” Enter the URL for the video clip and press OK Before sharing, the host and presenter must mute

their lines in the participant panel To share, click on the tab containing the video. If set

for auto-play, it will begin playing immediately WARNINGS: The tab with the video clip takes input

from the participants. They can start and stop the video clip at will. It does not impact other participant’s viewing. Also the attendee’s system must already have the software necessary to “play” the video clip

Video Clips: Share Web Content


5. Offsite Meetings


Dedicated hardwired Internet lines are an absolute requirement (do not rely on Wifi alone)

– Minimum of 3Mb of dedicated bandwidth (not shared), hardwired, with no firewall or proxies configured

– The setup cannot require changes to our system’s network connection configuration

– At least two lines will be required, or use a multi-port switch to connect multiple systems to the hardwired lines

– Bandwidth minimum increases to 5Mb if five or more computers must be connected

Additional dedicated Wifi bandwidth can be purchased, however, the more connections on the wifi connection, the slower the response

Shared wifi will have varied results, and is not recommended

Internet Requirements


Meetings requiring a PA system will have special requirements for audio into WebEx

– Polycoms are not an option – Option 1 is to have the venue supply a telephone hybrid device, also known as

a “Gentner”. This requires the venue to supply a phone line as well. – Option 2 is to request a feed from the PA system to Webex. This connects to

an USB audio device, which connects to one of the computers

Shared wifi will have varied results, and is not recommended The venue layout must take into account the positioning of the

WebEx Host and Presenter, relative to the Internet connection For additional guidance, contact [email protected]

A/V Requirements


Thank You! Your feedback is important to me.

Please take a few moments to complete the WebEx Production survey (a live link will appear momentarily).


https://www.surveymonkey.com/s/WebExProductionSurvey

webex production guide_10.22.14

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