Web Conferencing: Difference between revisions

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[[Category:Services]]
[[Category:Services]]


= Overview =
iDigBio uses [https://zoom.us/ Zoom] to provide virtual participation in iDigBio events, including meetings, workshops, webinars, and symposia.
 
[http://idigbio.adobeconnect.com/ Adobe Connect] makes it possible for people around the world to participate virtually in iDigBio meetings, workshops, webinars, and events!
 
To participate in an iDigBio event via Adobe Connect on your computer, you will need to:
 
* Obtain a headset (or a set of headphones or earbuds)
* Find a quiet location with a strong internet connection
* Learn how to operate your system’s microphone, speakers, and camera
* Install or update your [https://get.adobe.com/flashplayer/ Adobe Flash Player] (this may require administrative rights on your machine)
* Test your system using the [http://idigbio.adobeconnect.com/common/help/en/support/meeting_test.htm Adobe Connect Diagnostic Test]
* Install the [http://www.adobe.com/support/connect/downloads-updates.html#meeting-add-ins Adobe Connect Add-In]
* Log on to your meeting via the meeting URL
* Set up your sound using the Audio Setup Wizard
 
For a quick introduction to Adobe Connect, watch this 2-minute tutorial: [http://www.connectusers.com/tutorials/2010/11/c8_attending_a_meeting/index.php Attending a meeting]
 
Detailed instructions, recommendations, and courtesy tips are provided in this guide.
 


= Getting Connected =
= Getting Connected =


It takes just a few steps to get connected to your online event:
* [https://support.zoom.us/hc/en-us/articles/207373866-Zoom-Installers Download the Zoom client]
* [https://support.zoom.us/hc/en-us/articles/201362193-Joining-a-Meeting Join a Meeting]
* [https://support.zoom.us/hc/en-us/articles/201362033-Getting-Started-on-Windows-and-Mac Getting Started]


# Test your computer and internet connection using the [http://idigbio.adobeconnect.com/common/help/en/support/meeting_test.htm Adobe Connect Diagnostic Test] to ensure you are ready to connect to your meeting:
= Recording Policy =
#* Install or update your [https://get.adobe.com/flashplayer/ Adobe Flash Player]. This may require administrative rights on your machine.
#*:[[File:ac-diagnostic-flash.png]]
#* Install the [http://www.adobe.com/support/connect/downloads-updates.html#meeting-add-ins Adobe Connect Add-In].
#*:[[File:ac-diagnostic-addin.png]]
# Log in to your meeting:
#* '''Enter the URL''' provided by your meeting host into your web browser (e.g., Chrome, Firefox, Safari). If you just want to play around, we have created a test meeting room for this purpose: http://idigbio.adobeconnect.com/test
#* Select '''Enter as a Guest'''.
#* Type your '''First and Last Name''' in the box provided.
#* Click '''Enter Room'''.
# Select the '''Audio Setup Wizard''' from the '''Meeting''' menu to set up your sound:
#:[[File:ac-audio-setup-wizard.png]]
#* On the Test Sound Output screen, did the sound come out of where you thought it would? If not, check your default playback device. Was the sound too loud or too soft? Adjust your speaker volume in Step 4.
#* On the Test Microphone Volume screen, were you too loud or too soft? Adjust your microphone volume in Step 5.
# Ensure the speaker icon at the top of the screen is green [[File:ac-speaker-green.png]]. If the icon is white [[File:ac-speaker-white.png]], click it to make it turn green. When the icon is white, your speakers are on “mute” and you will not be able to hear anything. If your speaker volume in the Audio Setup Wizard was too loud or too soft, click the arrow next to the green speaker icon, choose '''Adjust Speaker Volume…''', move the slider, and click '''OK'''.
#:[[File:ac-speaker.png]]
# If the host has enabled microphone rights for participants, you will have a white microphone icon at the top of the screen [[File:ac-microphone-white.png]]. To enable your microphone, click the microphone icon so that it turns green [[File:ac-microphone-green.png]]. If there is a line through the green microphone icon [[File:ac-microphone-mute.png]], you are muted. If your microphone volume in the Audio Setup Wizard was too loud or too soft, click the arrow next to the green microphone icon, choose '''Adjust Microphone Volume…''', move the slider, click '''OK'''.
#:[[File:ac-microphone.png]]
# If the host has enabled webcam rights for participants, you will have a white webcam icon at the top of the screen [[File:ac-webcam-white.png]]. To enable your webcam, click the webcam icon so that it turns green [[File:ac-webcam-green.png]], and then click '''Start Sharing''' at the bottom of the video preview.
#:[[File:ac-webcam.png]]
#:[[File:ac-webcam-preview.png]]


In order to meet NSF expectations to offer services indiscriminately to all biodiversity collections professionals, iDigBio endeavors to provide video streaming and/or recording of its events, including, but not limited to, workshops, webinars, conferences, and symposia. iDigBio also prefers that online event speakers grant permission to be recorded and to post a copy of the recording of their presentation on the IDigBio conference website for asynchronous viewing by registered participants.


= Having a Good Experience =
* By registering for an iDigBio online event, you accept that all or part of its proceedings may be recorded and posted on the conference agenda for asynchronous viewing.
 
* By attending iDigBio’s online events, you accept that the event will be recorded and posted for later asynchronous viewing.
Follow these guidelines to have a good experience with your Adobe Connect event:
 
* '''Use a headset:'''
** Using a headset will minimize or eliminate feedback or extraneous background noise.
** If you prefer to use your computer’s built-in microphone, you must use headphones or earbuds, or you and everyone else in the meeting will experience feedback problems with the audio.
* '''Optimize your Adobe Flash settings:'''
** In the main Adobe Connect window, right-click and choose '''Settings…'''
**:[[File:ac-flash-settings.png]]
** On the Display tab, ensure that '''Enable hardware acceleration''' is checked.
**:[[File:ac-flash-hardware.png]]
** On the Local Storage tab, ensure that the slider is all the way to the right (“'''Unlimited'''”).
**:[[File:ac-flash-storage.png]]
** On the Microphone tab, ensure that '''Reduce Echo''' is checked.
**:[[File:ac-flash-microphone.png]]
* '''Minimize the demands on your computer:'''
** Only run what you will need during the meeting (notes, presentations, etc.).
** Shut down unnecessary applications running in the background before you join the meeting, particularly web applications (email, chat, VPN, etc.), because these will compete for your computer’s CPU, memory, and internet bandwidth.
** In some cases, other applications will already be using the camera or microphone drivers, which will prevent Adobe Connect from using them for the online meeting.
* '''Minimize competition for your internet bandwidth:'''
** Wired internet connections are strongly preferred over wireless connections.
** Avoid connecting from places that have slow internet bandwidth, such as coffee shops.
** If you are having poor sound quality, try shutting down your camera to reduce demand on your internet bandwidth.
* '''Pre-select your default audio devices:'''
** On a PC:
*** Right-click the speaker icon in the system tray and choose '''Playback devices'''.
*** Right-click your headset/headphones and select '''Set as Default Device'''.
*** While you’re here, choose the '''Recording''' tab.
*** Right-click your headset/microphone and select '''Set as Default Device'''.
** On a Mac:
*** Click on the '''System Preferences''' icon.
*** Click on the '''Sound''' icon.
*** Click on '''Output'''.
*** Select headphones.
 


= Meeting Courtesy =
= Meeting Courtesy =


* Join the meeting early. Give yourself at least 5minutes to get connected. If there have been recent updates to your computer (browser, Flash, etc.), you may need even longer to re-install or re-configure things before you can join the meeting.
* Join the meeting early. Give yourself time to get connected.
* If you join after the meeting has started, wait for the host to ask who joined to prevent potential interruption of the speaker.
* If you join after the meeting has started, wait for the host to ask who joined to prevent potential interruption of the speaker.
* Limit background noise by making sure you are in a quiet area.
* Mute yourself when you are not speaking.
* Speak clearly and concisely.
* Speak clearly and concisely.
* Mute yourself when you are not speaking.
* Silence your mobile devices.
* Silence your mobile devices.
* Limit background noise.
* Be a good listener – minimize distractions, don’t multitask, etc.
* Be a good listener – minimize distractions, don’t multitask, etc.
* Behave as you would in a face-to-face meeting – be courteous, don’t interrupt, watch your body language, etc.
* Behave as you would in a face-to-face meeting – be courteous, don’t interrupt, watch your body language, etc.


= Having a Good Experience =


= Tips for Meeting Hosts =
* Find a quiet location with a strong internet connection.
* Learn how to operate your system’s microphone, speakers, and camera before connecting.
* Use a headset, headphones, or earbuds for good audio quality and minimal reverberation.


* Be prepared! Setup your room layouts in advance, upload and test your content, etc.
= Tips for Meeting Organizers =
 
* Be prepared!
* Send event invitations and reminders and include a link to this wiki page to ensure your participants are ready.
* Send event invitations and reminders and include a link to this wiki page to ensure your participants are ready.
* Directly connect to the fastest internet connection possible.
* Don’t forget to start the recording, if desired.
* Don’t forget to start the recording!
* Use End Meeting to close the meeting.
* Use '''End Meeting''' to close the meeting, which will shut down the room and automatically close any polls, etc.
 
 
= Need More Help? =
 
The [http://www.connectusers.com/ Adobe Connect User Community] has a wealth of materials, tutorials, videos, overviews, etc. Some specific items you might want to check out are:
 
* For Participants:
** [http://www.connectusers.com/learning_center/getting_started/ Getting Started with Adobe Connect]
** [http://www.connectusers.com/tutorials/2010/11/c8_attending_a_meeting/index.php Video: Attending a meeting]
** [http://www.adobe.com/content/dam/Adobe/en/products/adobeconnect/pdfs/VQS_Guide_for_Participants.pdf Visual Quick Start Guide for Participants]
** [http://www.connectusers.com/tutorials/2009/02/web_conf_ettiquite/index.php Web Conferencing Etiquette: Top Tips]
 
* For Hosts:
** [http://www.adobe.com/content/dam/Adobe/en/products/adobeconnect/pdfs/VQS_Guide_for_Hosts.pdf Visual Quick Start Guide for Hosts]
** [http://www.connectusers.com/tutorials/2013/06/adobe_connect_best_practices_for_large_events_seminars/index.php Adobe Connect best practices for large events and seminars]
** [http://www.connectusers.com/tutorials/2009/02/web_conf_ettiquite/index.php Web Conferencing Etiquette: Top Tips]

Latest revision as of 13:49, 18 August 2020


iDigBio uses Zoom to provide virtual participation in iDigBio events, including meetings, workshops, webinars, and symposia.

Getting Connected

Recording Policy

In order to meet NSF expectations to offer services indiscriminately to all biodiversity collections professionals, iDigBio endeavors to provide video streaming and/or recording of its events, including, but not limited to, workshops, webinars, conferences, and symposia. iDigBio also prefers that online event speakers grant permission to be recorded and to post a copy of the recording of their presentation on the IDigBio conference website for asynchronous viewing by registered participants.

  • By registering for an iDigBio online event, you accept that all or part of its proceedings may be recorded and posted on the conference agenda for asynchronous viewing.
  • By attending iDigBio’s online events, you accept that the event will be recorded and posted for later asynchronous viewing.

Meeting Courtesy

  • Join the meeting early. Give yourself time to get connected.
  • If you join after the meeting has started, wait for the host to ask who joined to prevent potential interruption of the speaker.
  • Mute yourself when you are not speaking.
  • Speak clearly and concisely.
  • Silence your mobile devices.
  • Limit background noise.
  • Be a good listener – minimize distractions, don’t multitask, etc.
  • Behave as you would in a face-to-face meeting – be courteous, don’t interrupt, watch your body language, etc.

Having a Good Experience

  • Find a quiet location with a strong internet connection.
  • Learn how to operate your system’s microphone, speakers, and camera before connecting.
  • Use a headset, headphones, or earbuds for good audio quality and minimal reverberation.

Tips for Meeting Organizers

  • Be prepared!
  • Send event invitations and reminders and include a link to this wiki page to ensure your participants are ready.
  • Don’t forget to start the recording, if desired.
  • Use End Meeting to close the meeting.
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