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Best Practices

Learn the habits and methods of effective conference leaders to successfully conduct your WebEx conference.

  1. Interact with your attendees, and keep them involved and focused on your presentation.
  2. Test and experiment
    Before you go host a meeting using WebEx, be sure to run a test. Make sure your presentation loads as expected and you become familiar with the flow of your meeting within the console. Practice using the tools you will utilize within the meeting, i.e. annotation tools.
  3. Share a website, application, or your desktop
    Sharing a website, application or your desktop is more interactive than using screenshots in your presentation, and you can turn over control of the application to other participants. Allows you to demonstrate dynamic content and break up the monotony of slide pushing.
  4. Record your presentation
    Capture your presentation, in its entirety, for later viewing by participants or colleagues who may have missed the live version or wish to review a historical meeting. To create an integrated audio and web recording of your WebEx meeting simply call the BT Conferencing Help Desk.
  5. Make chat an integral part of your presentation
    Tap into your audience by asking questions through chat. It's a more informal way than Polling to ask participants for feedback.
  6. Use all annotation tools
    Add energy to your presentation by using a variety of annotation tools. Highlight key points and information as you talk about them. Be careful not to give everyone annotation privileges, as it can easily become confusing.
  7. Use full-screen mode for content viewing
    Help keep your participants focused on your message by setting your attendees WebEx console into full screen mode. You can do this easily using the meeting tools.
  8. Share your file
    Transfer files, documents, or the presentation to your participants immediately. Stay top-of-mind with your participants by leaving them with something concrete.
  9. Poll your audience
    Provides your audience with a chance to share ideas and allows you to collect valuable information from them. Create your poll questions in advance and insert them into the presentation before your participants join the meeting. Use the circle if you only want participants to check one answer. Use the square if you want to allow for multiple selections or answers. To get an accurate participant count, be sure to ask participants how many people are in the room with them.
  10. Mute
    To avoid disruptions, tell your participants to mute their phone. If you are using BT MeetMe, the chairperson can press * 5 to mute all participants. If you are on a BT Event Call, press * 0 and ask your conference coordinator to mute all the participants.
  11. Move slowly
    When hosting a web conference call, move slowly between applications to allow for a smooth transition for your users. Application sharing uses more bandwidth; smooth movement within the meeting improves the user experience.
  12. Video adds variety
    Leverage video at the beginning of your meeting to connect with your participants.
  13. Use Webex Record function
    When you are holding a WebEx conference and you want to record your Web and audio conference together, use the Record function in the WebEx console and not the MeetMe Recording (*8) touchtone function on your telephone.

Techniques, Hints, and Tips

  1. Train with an additional PC
    As a host, it is suggested you have an additional PC in the room with you. The second PC should have a user logged in so you can see what your users are viewing. If your meeting includes Mac users, as second system will show you what Mac users are viewing.
  2. Mac users
    Mac users are able to participate in web conference calls; however, they cannot be a host. It is recommended that they have OS 10.3 or higher. If possible, Mac users should test hardware and software configurations before the web conference.

Technical support

For audio or web conferencing support during a call or for any technical issues, please press *0 on your phone, and a conferencing coordinator will assist you.