Webex Meetings: Best Practices for Hosting and Attending a Webex
This document highlights the best practices for hosting, moderating, attending, and presenting during a Webex Meeting.
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
