The following are some meeting tips to help make your data conferences more effective. Additional information can be found on the HelpMeeting Frequently Asked Questions page.
Meeting Preparation for Participants
Meeting Preparations for Host:
For scheduled meetings, the following information should be distributed to the participants prior to the conference via a meeting invitation (i.e. email/voicemail):
Name/email/phone number of the conference host
Date, start time (including time zone), and duration of the meeting
HelpMeeting URL, HelpMeeting conference code, and password
If an audio conferencing service is also being used include the phone number, conference code and password for the audio conference.
Meeting agenda or materials as needed
Optional - Preferred Screen display resolution
HelpMeeting conferences can accommodate from 2 to 8 meeting participants.
For a smooth start to your meeting encourage conference participants to download and install the HelpMeeting software before the meeting begins. The software is free and only needs to be downloaded once.
Begin hosting your conference 5-10 minutes before the scheduled starting time to allow participants who join early to successfully connect to your conference. You may start your conference at any time. Only the conference participants need to be notified of a meeting time change or cancellation. HelpMeeting provides unlimited and unrestricted hosting capabilities.
For meetings starting immediately without prior scheduling, the following meeting information should be distributed to the participants:
HelpMeeting URL, HelpMeeting conference code and password
Phone number of the conference host or if an audio conferencing service is being used the phone number, conference code and password for the audio conference.
When hosting a conference close applications not needed for the meeting.
For best results only one application or desktop should be shared at a time.
If you are using desktop sharing, remember your entire screen is visible to meeting participants.
Meeting Preparations for Participants:
Download and install the HelpMeeting software before the meeting begins.
Note the HelpMeeting URL, conference code, and password for the meeting so it is available when you need it.
The conference host must remain in the meeting until the meeting ends. If the host leaves the meeting the conference will end and all participants will be dropped from the conference.
When sharing an application avoid covering the application with another window. Participants will have that part of the shared application blocked from view. The blocked view will appear as a black box covering that portion of the screen. The shared window should always be on top of any other applications on your screen.
Prepare your Windows desktop prior to the meeting by minimizing or closing all unneeded applications.
The chat window is visible to all meeting participants when started by a single participant. Therefore, starting a chat session when not needed can interrupt the flow of the meeting.
The collaboration option should be enabled when meeting participants may need to control a shared application. This is usually not necessary for presentations or demonstrations. Any requests to control a shared application must first be granted by the application's owner.
Although none of the suggestions below are required, they will improve the overall effectiveness and appearance of your HelpMeeting conference.
Attempt to match screen resolution sizes among the participants. When meeting participants have their displays set to the same size, all participants will 'see' what the owner of the shared application 'sees'.
The screen display should be set to true color for best performance. This should only be enabled for high speed connections, since it results in significantly more data being transmitted.
When possible, share only 1 application/desktop at a time to optimize network and system performance
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