Training CCMC web conference service

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Training CCMC web conference service

Basic information for meeting organizers

Els SOMERS

Officer - IT Competence Center – EDP - CCMC

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Get the most out of the webinar today!

Please…

• Turn off email, phones & instant messaging tools

• Get involved > Use the “Q&A panel” to submit your questions:

Els SOMERS

IT Training Day - CCMC web conferencing service

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Your presenter today

Els Somers

Officer

Competence Centre EDP - CCMC [email protected]

Els SOMERS

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Agenda

• Introduction

• Request procedure

• CCMC’s e-mail notification system

• How to set up your account?

• Your GoToMeeting interface

• Best practices for organizers

• GoToMeeting features and functionalities

Els SOMERS

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CCMC web conferencing service

Support

CCMC

([email protected])

14 virtual meeting

rooms

Meeting Organizer

(TC, SC, WG, Workshops)

25

Participants

invites

books

requests

meeting confirms

chairs meeting

join meeting room

Citrix

(24/7)

www.gotomeeting.com

technical your

access

Els SOMERS

Screen

25 25

Your phone

countries) (18

Audio VOIP

Video

(since summer 2011)

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Introduction

• GoToMeeting application (GTM) = hosted by Citrix

(www.gotomeeting.com) also used by IEC, ETSI & ISO (now WebEx)

• For technical bodies (TC, SC, WG, Workshops) and any management or technical group with CEN or CENELEC secretariat

• CCMC = responsible for access to the tool

• Organizer = responsible for the organization

• CCMC support documentation on ftp://ftp.cencenelec.eu/webconf

» Best Practices - CCMC webconferences

» Manual - CCMC webconferences

» Presentation – CCMC webconferences

» Presentation – video conferencing

» Quickstart CCMC visitors

» Request Form

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• Availability of the CCMC GoToMeeting service on http://webconf.cencenelec.eu/

• All meeting requests to: [email protected] at least 1 week before the meeting date (request form):

– Full name and role (e.g. Els Somers, Secretary of CLC/TC123/WG01) – Meeting title (e.g. CLC/TC123/WG01 preparation meeting Brussels) – Organization + Technical Body involved (CEN, CENELEC, NSB/NC, ...) – CEN, CENELEC, or joint CEN-CENELEC meeting

– Web meeting date, including begin & end time – Number of participants

• A new request is necessary for each web meeting

The request procedure

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E-mail notifications

1. Notification for activation (Citrix):

• Only once: Evening (23h00) before the booked period: e- mail from GoToMeeting (Citrix)  activation link

2. CCMC notifications:

• Only once: Registration: CCMC registered your

account/meeting in the CCMC system (includes all steps of the GoToMeeting registration procedure)

• Activation: CCMC re-activated your account

• Reminder(s) during the booked period

• Suspension: GTM-account automatically suspended at the end of the booked period

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How to set up your account?

• Open the GoToMeeting invitation email

• Click on the activation link to create your organizer account

• Enter your personal information

Important: Do not use special characters for registration (é, á, ç, â, ì, ñ, ò, ô, õ, ø, ß, etc.)

• Now download the GoToMeeting tool (only for organizers, not for participants)

• Warnings

• Firewall might block the download  contact your internal IT department

• For recording a webinar a GTM codex needs to be installed  some companies prevent their users to install this on the computers. A message will appear, but this doesn’t mean you cannot use GTM!

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Your GoToMeeting interface

• GTM can be opened via the flower icon in your system tray

• Or via Start  All Programs  Citrix  GoToMeeting

• Or via www.gotomeeting.com 

If not launching immediately, there is a magical button:

• You can change the GoToMeeting settings yourself via R-click on

 “Preferences”

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Best practices for organizers

Preparation (“A good preparation in advance was a great advice!”)

• Be familiar with the web, audio & video meeting system

• Train the debutant participants

• Start your web meeting well in advance (at least 15 min.)

• Check computer settings (headset volume & screen resolution)

• Do not use the internal microphone & speakers of your laptop

Organization during the web conference

• Minimize distractions (close the door, turn off mobile phone, etc.)

• Work organized

• Nominate a co-organizer

• Introduce yourself

• Use direct questions, speak clear and slow

• Synchronize your speech with the presentation

Source: ftp://ftp.cencenelec.eu/webconf/Best Practices - CCMC webconferences.pdf

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1. Instant meeting

– R-click  “Meet now”

– Invite your participants 

2. Schedule your meeting

- R-click  “Schedule a meeting”

3. Start your meeting

- R-click  “My meetings”  Start

GTM: features and functionalities

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a) Enter meeting title, date, time and select the audio information

Very important: provide audio information:

• Select: “Use GTM integrated audio”

• Select: “Provide both”

• Include local numbers via

Meeting password is not necessary.

Confirm by selecting “Schedule”.

An e-mail invitation will open.

GTM: Schedule your meeting

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GTM: Sending your invitation

b) When your meeting is scheduled, an invitation with your meeting details will automatically

open. Add your participants in the TO-field.

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GTM: Start your meeting

c) R-click  “My meetings”  Start

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d) GTM control panel

– Screen sharing – Attendee list – Audio

– Chat

– Drawing tools menu – Other buttons

– Since August 2011:

video conferencing via webcam

GTM: features and functionalities

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a) Hide/Unhide the GTM control panel

Use the orange arrow button on the top of the control panel

GTM: features and functionalities

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GTM: features and functionalities

b) Screen sharing

 and 

» Give keyboard and mouse

» Change presenter

» Change organizer

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GTM: features and functionalities

c) Attendee list  maximum 26 persons

(GoToWebinar for > 26 persons)

Different statuses:

Via VOIP (headset or mic + speakers) With (mobile) phone, no audio

With (mobile) phone, audio connected Person is muted

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GTM: features and functionalities

d) Audio

» Use Telephone when calling in with phone

» Use Mic & Speakers when using VOIP

e) Chat

» Entire Audience

» One single person

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GTM: features and functionalities

f) Drawing tools menu

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GTM: features and functionalities

g) Video conferencing (August 2011)

• meet face-to-face with experts all over Europe without leaving your desk.

• share your webcam video with up to 15 attendees.

• show up to 6 attendee webcams in a session.

• create more engaging presentations by presenting both video & desktop content, in a very simple

and natural way.

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GTM: features and functionalities

Els SOMERS

From the GTM Control Panel, the organizer can:

 share his own webcam

 start & stop webcams of attendees

... by using the button with the video icon.

Or use the attendee list to invite:

The attendee will have to accept sharing his webcam:

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