Web Conferencing: Difference between revisions

From iDigBio
Jump to navigation Jump to search
No edit summary
 
(One intermediate revision by the same user not shown)
Line 1: Line 1:
[[Category:Services]]
[[Category:Services]]
iDigBio uses [https://zoom.us/ Zoom] to provide virtual participation in iDigBio events, including meetings, workshops, webinars, and symposia.


= Getting Connected =
= Getting Connected =


[http://idigbio.adobeconnect.com/ Adobe Connect] makes it possible for people around the world to participate virtually in iDigBio meetings, workshops, webinars, and events!
* [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]


It takes just a few simple steps to get connected:
= Recording Policy =


=== Ensure you are ready to connect to your event ===
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.
 
* Plug in your headset (or your set of headphones/earbuds). You must do this '''before''' launching Adobe Connect.
{| class="mw-collapsible mw-collapsed wikitable"
! More details...
|-
|Using a headset will minimize feedback and background noise.
|-
|If you prefer to use your computer’s built-in microphone, you must use headphones or earbuds. If you don't, it is likely that you and everyone else in the meeting will experience feedback problems with the audio.
|}
* Find a quiet location with a strong internet connection.
* Test your computer and internet connection using the [http://idigbio.adobeconnect.com/common/help/en/support/meeting_test.htm Adobe Connect Diagnostic Test].
{| class="mw-collapsible mw-collapsed wikitable"
! More details...
|-
|Install or update [https://get.adobe.com/flashplayer/ Adobe Flash Player], which may require Administrator rights on your machine.
|-
|Install the [https://helpx.adobe.com/adobe-connect/connect-downloads-updates.html#Application Adobe Connect Meeting application].
|-
|More details about the Adobe Connect pre-meeting diagnostic test are here: https://helpx.adobe.com/adobe-connect/using/connection-test-connect-meeting.html
|-
|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]
|}
 
=== Join the Adobe Connect meeting room ===
 
* '''Enter the URL''' provided by your meeting host into your web browser (e.g., Chrome, Firefox, Safari, etc.)
* Select '''Enter as a Guest'''
* Type your '''First and Last Name''' in the box provided
* Click '''Enter Room'''
{| class="mw-collapsible mw-collapsed wikitable"
! More details...
|-
|If you want to get familiar with Adobe Connect, you can practice using this meeting room: http://idigbio.adobeconnect.com/test
|-
|Select '''Enter as a Guest''', type your '''First and Last Name''', and click '''Enter Room'''.<br>
[[File:ac-login.png]]
|-
|If your meeting is setup to use an integrated teleconference, you will be prompted to select how you want to connect your audio.
* To use your computer, select '''Using Microphone (Computer/Device)''' and click '''Join'''.<br>
*:[[File:ac-join-audio-conference.png]]
*To connect via telephone, you can have Adobe Connect call your telephone by '''entering your phone number''' and clicking '''Join'''.
*:[[File:ac-join-audio-conference-phone.png]]
*Or you can view the information on how to dial-in yourself and then click '''Done'''.
*:[[File:ac-join-audio-conference-dial.png]]
|}
 
=== Start your Audio ===
 
If the host has enabled microphone rights for participants, you can enable your microphone by clicking the microphone icon so that it turns green. If there is a line through the green microphone icon, you are muted.<br>
[[File:ac-microphone.png]]
{| class="mw-collapsible mw-collapsed wikitable"
! More details...
|-
|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]].<br>
To enable your microphone, click the microphone icon so that it turns green [[File:ac-microphone-green.png]].<br>
If there is a line through the green microphone icon [[File:ac-microphone-mute.png]], you are muted.
|-
|If your microphone volume is too loud or too soft, click the arrow next to the microphone icon, choose '''Adjust Microphone Volume…''', move the slider, click '''OK'''.<br>
[[File:ac-microphone.png]]
|-
|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 off and you will not be able to hear anything. If your speaker volume is 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]]
|}
 
=== Start your Video ===
 
If the host has enabled webcam rights for participants, you can enable your webcam by clicking the webcam icon so that it turns green. Then, click '''Start Sharing''' at the bottom of the video preview.<br>
[[File:ac-webcam.png]]
{| class="mw-collapsible mw-collapsed wikitable"
! More details...
|-
|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]].<br>
To enable your webcam, click the webcam icon so that it turns green [[File:ac-webcam-green.png]].<br>
Then click '''Start Sharing''' at the bottom of the video preview.<br>
[[File:ac-webcam.png]]<br>
[[File:ac-webcam-preview.png]]
|}
 
=== Having trouble? ===
 
* At any point during your meeting, you can type a message into the '''Chat''' window of Adobe Connect.
*:[[File:ac-chat.png]]
* Try using [https://www.google.com/chrome/ Chrome] as your browser.
* You can send an e-mail to help@idigbio.org
 
 
= Scheduling the Seminar Room =
 
iDigBio provides a "seminar" room in Adobe Connect --> https://idigbio.adobeconnect.com/room/ <-- that can facilitate up to 500 attendees in a workshop, webinar, seminar, meeting or other event. Seminar rooms are scheduled for specific date, time, and duration and do not require a dedicated Meeting Host. Don't let the term "seminar" confuse you - Adobe uses this term "seminar" because the room can hold a large number of people.  The following instructions will help you schedule a session in iDigBio's seminar room:
 
# Log into https://idigbio.adobeconnect.com
# Click '''Seminars''' in the top menu bar.<br>
#:[[File:ac-seminars.png]]
# Click '''Seminar Sessions''' in the submenu and do one of the following:<br>
#:[[File:ac-seminar-sessions.png]]
#* Click the '''New Seminar Session''' button to create a session. Provide the various details of your seminar session, including Name, Start Time, Duration, and Summary.<br>
#*:[[File:ac-new-seminar-session.png]]<br>
#*:[[File:ac-create-seminar-session.png]]
#* Select an existing seminar session and click the '''Duplicate Seminar Session''' button. Specify the required details. To search for an existing seminar session, you can narrow down the results displayed using the date filter.<br>
#*:[[File:ac-duplicate-seminar-session.png]]
# Click the '''Create''' button to create and save your seminar session.
# '''The URL for your seminar session will ALWAYS be: https://idigbio.adobeconnect.com/room/'''
# You can create a 60-minute ad-hoc seminar session from inside a seminar room. '''However, scheduled seminars and meetings take precedence over ad-hoc and impromptu meetings.'''
#* Navigate to '''https://idigbio.adobeconnect.com/room/'''
#* Click '''New Instant Session''' in the notifier pop-up in the upper-right corner.<br>
#*:[[File:ac-new-instant-session.png]]
 
 
= Doing the Meeting Host Shuffle =
 
There are certain cases where you may need to use an individual meeting room instead of the seminar room. In these cases, you will need to temporarily Add yourself into the Meeting Host role before the meeting, and then Remove yourself from this role after the meeting.
 
=== Before Your Meeting ===
 
# Log into https://idigbio.adobeconnect.com
# Click '''Administration''' in the top menu bar.<br>
#:[[File:ac-administration.png|600px]]
# Click '''Users and Groups''' in the submenu.<br>
#:[[File:ac-users-groups.png|600px]]
# Select '''Meeting Hosts''' from the list and click the '''Information''' button.<br>
#:[[File:ac-meeting-hosts-info.png|600px]]
# Click the '''View Group Members''' button.<br>
#:[[File:ac-view-group-members.png|600px]]
# Scroll down the left-hand list of '''Possible Group Members''' to find your name (or use the Search button), click your name, and then click the '''Add''' button.<br>
#:[[File:ac-add-host.png|600px]]
# Your name will now appear in the '''Current Group Members''', which means you are ready to host your meeting.
#* Not that if there are already 5 hosts present, you will get the error message: <span style="color:red;">Operation failed: Account limit reached.</span>
#* You can always remove someone from a host seat to free up space for yourself. '''However, please be courteous:'''
#*# Check the calendar to make sure you will not be bumping someone prepping for an imminent meeting, and
#*# Send an email to the person you bumped so they are aware.
 
=== After Your Meeting ===
 
# Log back into https://idigbio.adobeconnect.com
# Navigate as above: '''Administration''' --> '''Users and Groups''' --> '''Meeting Hosts''' --> '''Information''' --> '''View Group Members'''
# Find your name in the right-hand list of '''Current Group Members''', click your name, and then click the '''Remove''' button.<br>
#:[[File:ac-remove-host.png|600px]]


* 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 =
= Meeting Courtesy =


* Join the meeting early. Give yourself at least 10 minutes to get connected.
* 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 =
= Having a Good Experience =


Follow these guidelines to have a good experience with your Adobe Connect event:
* Find a quiet location with a strong internet connection.
 
* Learn how to operate your system’s microphone, speakers, and camera before connecting.
* Learn how to operate your system’s microphone, speakers, and camera before connecting.
* Always use a headset (or a set of headphones/earbuds) for good audio quality and minimal reverberation.
* Use a headset, headphones, or earbuds for good audio quality and minimal reverberation.
* Use the '''Audio Setup Wizard''' from the '''Meeting''' menu to set up your sound.
{| class="mw-collapsible mw-collapsed wikitable"
! More details...
|-
|[[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.
|-
|On the Test Microphone Volume screen, were you too loud or too soft? Adjust your microphone volume.
|}
* Optimize your Adobe Flash settings.
{| class="mw-collapsible mw-collapsed wikitable"
! More details...
|-
|In the main Adobe Connect window, right-click and choose '''Settings…'''<br>
[[File:ac-flash-settings.png]]
|-
|On the '''Display''' tab, ensure that '''Enable hardware acceleration''' is checked.<br>
[[File:ac-flash-hardware.png]]
|-
|On the '''Privacy''' tab, click to '''Allow''' Adobe Flash to use your camera and microphone, and click '''Remember'''.<br>
[[File:ac-flash-privacy.png]]
|-
|On the '''Local Storage''' tab, ensure that the slider is all the way to the right (“'''Unlimited'''”).<br>
[[File:ac-flash-storage.png]]
|-
|On the '''Microphone''' tab, ensure that '''Reduce Echo''' is checked.<br>
[[File:ac-flash-microphone.png]]
|}
* Minimize the demands on your computer.
{| class="mw-collapsible mw-collapsed wikitable"
! More details...
|-
|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.
{| class="mw-collapsible mw-collapsed wikitable"
! More details...
|-
|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.
{| class="mw-collapsible mw-collapsed wikitable"
! More details...
|-
|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.
|}
 


= Tips for Meeting Organizers =
= Tips for Meeting Organizers =


* Be prepared! Setup your room layouts in advance, upload and test your content, etc.
* 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 additional 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]
** [[Media:IDigBio_Adobe_Connect_Quick_Start_Guide.pdf|iDigBio Adobe Connect Quick Start Guide]]
** [http://www.wsj.com/articles/ten-rules-of-etiquette-for-videoconferencing-1457921535 The Wall Street Journal's Ten Rules of Etiquette for Videoconferencing]
 
* For Organizers:
** [https://helpx.adobe.com/adobe-connect/using/creating-seminars.html#schedule_a_seminar Schedule a Seminar]
** [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.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/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.
Retrieved from "http://www.idigbio.org/wiki/index.php?title=Web_Conferencing&oldid=30671"