Webex Meetings: Best Practices for Hosting and Attending a Webex

All Participants

• Connect via Ethernet over WiFi
• Limit connection via VPN
• Use headphones

• Operational
• Assign an alternate host
• Join your hosted meeting early (5-15 minutes) to setup any settings exclusive to the meeting session
• Allow participants to join the meeting 5-15 minutes for audio and video setup
• Create a custom document greeting attendees and sharing meeting expectations / agenda (PowerPoint slide / Word document)
• Create a template for regular occurring meetings to make scheduling easy
• Ask your audience if it's okay to record the meeting if recording is desired
• Settings
• Mute attendees on entry and turn off entry and exit tones
• Depending on the meeting requirements, limit the available participant features such as chat, annotation, participant list, and audio
• Lock meeting to provide additional security once all known participants have joined
  

• Operational
• Open any applications you want to share before the meetings starts
• When possible, share an application instead of sharing an entire screen
• Close any open content / applications that should not be seen by attendees
• Try not to cover a shared application or web browser with another window on your computer's screen. A crosshatched pattern appears in participant sharing windows where the other window is covering the shared application or browser
• Settings
• As the presenter, use the page controls at the top of the tap you are sharing to move forward and backward through a document. You can also set a specific time interval before a document automatically advances by going to the "View" menu and selecting "Automatically Advance Pages"
• If you want to share Microsoft PowerPoint slides with animations and/or transitions, use application sharing or screen sharing and select "Optimize for motion and video"
• If you want to share a document, such as Microsoft Word or Excel documents, use application sharing or screen sharing and select "Optimize for text and images" (this should be set by default)

• Mute yourself when joining and limit video usage unless necessary
• Be mindful of what is included in your video if it's being shared
• Be mindful of background noise that your microphone may pick-up
• Be aware of whether the meeting is being recorded