Best Practices for Managing Meeting Challenges

Document created by rruman on Mar 23, 2015Last modified by liwise on Feb 10, 2016
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Introduction

Use this article as a guide to resolving issues that may occur during your meeting. Don’t let challenges keep you from connecting with participants.

 

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Addressing Technical Issues

 

No one joining your meeting
  • Check that the invitation contained the correct URL.
  • Verify that you scheduled the meeting for the correct time zone.
  • Contact attendees to rule out technical issues.
Participant can’t log in
  • Verify that the participant is using the correct password.
  • Ask the participant to open a new browser window and copy and paste the meeting URL from the invitation email into the browser Address bar.
WebEx session loads slowly
  • Ask the participant to log off and log back in again.
  • Ask the participant to close all applications except WebEx.
  • Have the participant clear the Web browser cache and delete temporary files and cookies.
  • Verify that the issue is not with the participant’s ISP by asking them to test a Web page they access frequently.
Participant’s teleconference disconnects
  • Send a chat or an instant message to the participant and ask them to rejoin the audio conference by clicking the Audio button and selecting a phone or VoIP option.
Your browser crashes
  • Open a new browser window and try to rejoin the meeting using the meeting number and Host ID.
  • If you cannot rejoin, stay on the phone.
  • Have backup material that you can read over the phone, or ask your alternate host to present.
You are hearing hold music
  • Use the audio indicator in the Participants panel to identify whose line it is, then mute that participant.
  • Send the participant a chat message asking to take you off hold.
  • Explain what happened, and explain how participants can mute their own connections.
Participants cannot hear one another
  • Make sure that audio connections are not muted.
  • Have participants check their phone or VoIP connections and confirm that microphones or headsets are powered and switched on.
  • Try to reset a VoIP connection by clicking Mute then Unmute.

 

 

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Managing Distractions

 

Late arrival
  • Greet the late arrival when appropriate, but keep the meeting going.
  • Have a “cut-and-paste” chat message explaining that participants will have access meeting notes, chat, or the meeting recording later if they need to review what they missed.
Multi-tasking participant
  • Use planned interactivity, such as direct questions or polls, to engage the audience. For example, solicit feedback or input regularly, or call on specific attendees to contribute.
  • Ask participants to mute their audio, or do it for them.
Difficult participant
  • Ask that side-bar conversations be taken offline. You can do this through both audio and private chat.
  • Adjust the participant’s privileges (mute audio, remove chat and annotation privileges).
  • If the behavior continues, expel the participant. You might have to lock the meeting to keep the participant from rejoining.

 

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Attachments

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