Meeting Center: In-meeting Tools and Tips

Document created by rruman on Mar 24, 2015Last modified by rruman on Jul 6, 2015
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Introduction

Meeting Center tools allow the host, presenters, and attendees to interact with each other just as they would if they were in the same location.

 

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Sharing Features

 

Sharing OptionWhat Attendees SeeUsage Tips
Screen

Everything on your screen and your mouse pointer in full-screen mode.

  • Display and share multiple applications and files simultaneously
  • Show file directories

File (Including Video)

The item you choose to share in the content viewer portion of the meeting window.

  • Share .ppt, Word, Excel, pdf, jpg, video, and other types of files
  • Gather feedback about format, content, and layout
  • Present new information
  • Re-use PowerPoint presentations from in-person meetings
Application

The application you share and your mouse pointer in full-screen mode

  • Share applications you want to teach to others
  • Demonstrate software
  • Collaborate with partners or clients to edit documents or files in real time
Whiteboard

A blank screen in the content viewer of the meeting window. Host and attendees can use Annotation tools to write, draw, and highlight information

  • Use annotation tools to sketch and diagram as if you were using a whiteboard in a conference room or classroom
  • Get attendees to actively participate in a session through brainstorming and ice breakers
  • Document action items and decisions
Web Content

Web pages loaded into the content viewer of the meeting window. Attendees can interact with web pages you share. They cannot see your mouse pointer.

  • Enable attendees to complete online forms
  • Guide several attendees through a process rather than one at a time
  • Demonstrate content and functionality of a web page
  • Use the pointer on the Annotation toolbar to indicate something on the screen.
Web Browser

Your Web browser and Web pages you share, as well as your mouse pointer

  • Enable attendees to look on as you navigate web pages
  • Refer to and view Web references on the fly
  • Share content that is dynamic or changes frequently

 

 

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Display Options

 

Display OptionWhat Attendees SeeUsage Tips
Full Screen

A view of your complete screen. Attendees can double-click on their screen to see their taskbars.

  • Present information on a full screen, such as flowcharts, graphics, or information best seen in full context
  • Minimize distractions among attendees

Synchronize for All

The meeting window on top of all other windows on their screen. If sharing a presentation, this also brings all attendees to the same slide in the content viewer.

  • Ensure that all attendees see the same thing
  • Regain the attention of multi-taskers (use this function sparingly to avoid annoying your attendees)

Zoom In

A larger view of what is displayed.

  • Use to magnify small images
  • Show expanded blocks of text
  • Synchronize displays for all so that attendees can see that you zoomed in

 

 

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Communication Tools

 

ToolWhat Attendees SeeUsage Tips
Polls

Questions you present in the Polling panel.

  • Gather information about attendees
  • Assess understanding of ideas and concepts Keep attendees involved
  • Build consensus for decision making
Chat

In the Chat panel, instant messaging between attendees.

  • Communicate with a single participant, such as when you want to check on meeting involvement or when there are problems with audio
  • Elicit feedback or input from several or all attendees
  • Gather input when an audio response would be disruptive
Video

In the Video panel, live video of a presenter or of attendees who have a webcam connected.

  • Add a sense of personal connection among attendees
  • Show a physical object or space
  • Use for first-time introductions at kickoff or sales meetings
Notes

Attendees and presenters see only the text they enter in their own Notes panel.

  • Document ideas and action items
  • Record meeting minutes
  • Take notes to send to attendees
Annotation Tools

When enabled, the Annotation toolbar is available at the left side of the meeting window. Once selected, a tool stays active and will appear whenever you click your mouse unless you de-select it or the host turns off the option.

  • Interact with attendees
  • Add text and graphics to documents or the Whiteboard
  • Keep attendees engaged by requesting they provide feedback with the pointer, which displays the user's name
  • Disable Annotation tools when their use would be distracting
Mute

An indicator that their audio connection is muted.

  • Eliminate background noise over audio connections
  • Minimize verbal interruptions during a presentation (attendees can use the “raise hand” feature when they want to speak)
  • Mute disruptive attendees
File Transfer

A folder containing files you upload for sharing.

  • Provide attendees with documents they reviewed during the meeting, or documents they will need in the future
  • Share meeting notes
  • Collaborate with attendees who do not have access to local network files
  • Avoid lost documents sent via email

 

 

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Attachments

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