Presenting a Webex session introduction troubleshooting Charlotte Boulnois Library Services Manager Charlotte.Boulnois@ggc.scot.nhs.uk

Benefits of Webex connect to people across the Health Board and beyond, without anyone having to travel all anyone needs is a computer or tablet with an internet connection and a telephone use it from any location with internet access – not just work calls are free to participants there is a Webex app for people using smartphones and tablets – though this restricts screen sharing

Benefits of Webex once you know how to set a Webex up and deliver it – it’s very easy participants can see what you have on your computer screen at that moment (they don’t have access to your files etc) you can transfer presentation duties to someone else at the meeting participants can ask questions while you’re doing your presentation – just like face to face

Getting started you will get a BT “Meet me” account – contact Telecoms http://www.staffnet.ggc.scot.nhs.uk/Corporate%20Services/eHealth/Telecommunications/Pages/Telecommunications.aspx - if you select Application Forms on the right hand side the top one is Webex. this will include your account name (usually initial & surname), a chairperson code and an attendee code. each meeting you set up will have its own unique link so you can share it with attendees. This will be covered in the following slides.

Manage your meetings Go to https://healthsector.webex.com/ and login to your account

You are greeted when you login and can start a meeting straight away via your “Personal Room”

Towards the top right hand side you’ll see two icons one to invite others to your meeting and the other to access your WebEx menus Invite other people Access the WebEx menus Goto “WebEx Site Menus” to schedule a meeting in advance

2. Setting up a future Webex using Healthsector Webex: https://healthsector.webex.com/ . To set up a meeting click make sure that you are seeing the Meeting Centre View on ‘Schedule a Meeting’ in the left hand margin.

In the form you can give your meeting a name and put in the date/time that you want to meet. You can email out invites directly from here or “send a copy of the invitation email to me” and then email it to the participants from your own email account.

You don’t need to set up a password You don’t need to set up a password. However, be careful as the date set up is the US version with month, then day, then year. Also make sure you put in am or pm as appropriate. Then click on “Schedule meeting”. It will confirm the meeting and send you an email with the host’s details. If you put a tick in the “Send copy of the invitation email to me” box you’ll also get a copy of the invite to email out to your participants.

Once you’ve set up a meeting you will get emailed with the details and an insert that automatically place the meeting into your Outlook calendar. Fifteen minutes before the meeting the system will also email you to remind you that you are hosting a Webex – this includes all the details and the link:

If you asked the system to send you an invite to send out to participants that will also be emailed to you. It will also put the meeting into their Outlook calendar

Starting a Webex from the healthsector webex website When it’s time to start your meeting, go to the website and login, click ‘My WebEx’ and then “My Meetings”, click on the title of the one you want, then click “Start”. Or you can click the link in the host’s WebEx invite email.

If you are hosting on a different computer than usual, or if you are an attendee, you may see this message asking you to install software. All you need to do is click “Run a temporary application” and when it asks you to sign in just click “Cancel” or “No”. Then Webex will start running as usual. If you are going to have regular WebEx’s from the same PC it may be worth asking IT to put in the “WebEx patch” to stop this happening every time

Once the meeting has opened, you will see a list of participants with the host identified. From the “Connect to audio” box you can ask the system to call you, or you can call into the WebEx yourself.

All numbers are free phone ones – just remember to put the initial 0 in – so the call in number should be 08000328069 When you call in (or are called back by the system) enter the Host access code when asked and state your name

Once all your participants have arrived just click on “Share screen” and everyone will see whatever is on your computer screen. You can tell how has arrived by the “Participants” box which is on the right hand side of the screen which will list them in the order they log onto the WebEx.

At the top of the screen that you’re sharing there will be a drop-down tab which shows the main controls.

The drop down menu lets you control the WebEx Pause allows you to freeze what the participants see whilst you change the screen This allows you to allow someone else to share their screen and take over the meeting Sets up the chat box so that participants can ask questions when muted This lists the participants in the order they log onto the meeting This stops the participants seeing your screen If you have the right software on your computer you can record WebEx meetings

The Chat box is where messages and questions can be passed without interrupting the presentation. The chat box is particularly useful when all the participants have been muted. It also gives you a record of all the questions and answers typed during the Webex.

To see the main controls pause sharing and the main screen will be displayed. At the top of this screen the drop down menus will give you other options – such as leaving/closing the meeting at the end of the session.

These menus also control what can happen once you’re in the Webex – such as muting everyone’s phone. This is useful if there is a lot of background noise or if you’re recording the session.

You can also record your Webex – however always do a test first to see if it works as you will need additional software put on your PC by IT. Limit the number of attendees to approx. 20, and ensure that you use ‘Mute All’ to cut down on background noise.

To go back to the meeting go to “Share” and then “My Screen” and you will be returned to sharing your screen with the participants

To end a meeting – click on stop sharing and then click on End meeting

The system will then ask you to confirm that you want to end the meeting

Other things you can do/see from the Website To view all the Webexes you have coming up, you can go to “My Webex” then select “My meetings”. You can display them in daily, weekly or monthly formats, or you can view all meetings.

If you cancel a meeting, you will receive an email to confirm:

In “My Profile” you can see and make changes to your profile – such as changing the email address that your invites go to.

Finally – some tips Attendees who have not been on a Webex before may need some encouragement. Offer to run ‘test’ Webexes If you are new to hosting, do some trial runs and get feedback. Change the settings to suit your group (e.g. silencing arrival announcements at the start, or if people drop off the call) Host from a quiet location – try to avoid background noise which would be audible for much of the meeting Be aware of what you share – close down sensitive files or emails before you share your screen If you can, try using a second screen or an extended desktop to manage emails/chat in the background It can be hard to keep people’s interest across a Webex so keep it short and to the point, and make use of the interactive features Create some rules (etiquette) for your group to ensure smooth running

Example: Webex etiquette Arrive early – arriving late will disrupt the meeting and will push back the timings If you haven’t been to a Webex before request a test Webex from the host Background noise can disrupt, so ask your attendees to mute themselves when not speaking (*6). Remember to unmute to speak. The host can also mute individuals or mute all. Create slots in the agenda for people to speak Ask people to say their name before they speak

Some problems that have been encountered previously Those participating in the WebEx not having the confidence in their own technical skills Hosts not having confidence in their own skills – practice, practice, practice Participants finding a computer and a quiet space to attend the WebEx Low numbers turning up for the WebEx – the library can help record a WebEx which can then be placed on StaffNet to be accessed at anytime

Thanks Thanks for your time. If you would like further guidance, or more How to….. Guides then please contact us at Library.Network@ggc.scot.nhs.uk