Webex Meeting: Best Practices for Hosting a Webex Meeting

Being a host means setting up the meeting and running a Webex Meeting. Here are some best practices.

Information to Gather About the Meeting You will Host:
• Topic for the meeting
• Date, time and approximate length
• Approximate number of participants
• Will I be the only one presenting or will others be collaborating with me
• If I'm sick or not available, who will start the meeting for me 
• If participants are not in the UW Madison Directory, gather Email addresses for remote participants 

Other Helpful Tips to Ensuring a Successfull Webex Meeting:

• Use the Outlook Desktop Application to send the invitation to a Webex Meeting. This will make it easier because the directory will find participants emails and put the meeting on their calendar.

• Send a reminder - If you wish to send a reminder the day of the meeting go to Participant | Invite and Remind while you are in the meeting.

• Turn on Mute on Entry. From the menu bar selecting  Participant | Mute on Entry.  This can also be setup when scheduling Webex Events & Webex Trainings specifically from uwmadison.webex.com
under the Audio Conference Settings section

Menu, Participant, Mute on Entry

• Turn off Anyone can Share if you don't want Participants sharing their screens and files. Go to Participant | Anyone can Share.  If you find you can't upload a file into your Webex Meetings, come back and turn on Anyone can Share.

• Do you want Entry and Exit Tones turned on? Turn this on under Participant | Entry and Exit Tones.  This setting is off by default.

• If you have over 15 participants, having a "Moderator" on the Webex Meeting will help relieve some of the stress when hosting larger audiences. A moderator can alert you to chat questions you may miss as you are presenting or assist with technical questions to allow you to focus on the presentation.

• Designating an Alternate Host

A meeting cannot begin unless a host starts the meeting (or you specify in a template that at the time of the meeting participants are allowed to start the meeting). Templates with this options are located at https://uwmadison.webex.com (site URL) and are under the Home option on the left navigation bar, then select Schedule. There are many more options to select or deselect when creating a Webex Meeting template that can be used in Outlook Desktop application once the template is created at the site URL. These options include items like not enabling participant chat for the meeting.

If you do not use a template that says participants can start the meeting and the host cannot start the meeting then the meeting cannot take place for anyone (participants). It may be advantageous to designate an alternate host. This can be done on the Resource tab under Change Settings in the Outlook Desktop Application after selecting, Schedule a Webex Meeting.  Only a UW Madison Webex Account can be selected as an alternate host. They will receive an email saying they have been selected as an alternate host with the host information.

If you do not see the name you wish to select under Change Settings | Resource Tab, then you have not entered their email in the To: field when starting the message. Save the Change Settings and go back to the To: field and enter their email, then return to select Alternate host.

You can always Change Roles during the Webex Meeting to designate a Host. This is handy when the current host is also the presenter and wants someone else to mute all, unmute all and mute specific participants.  Simply right click on the user you would like to assign the Host role to and choose Assign Role | Host.  Directions for controlling attendees audio are at "Who can control attendees audio?"

Alternate host

This is a Cisco product- for more information see https://cisco.com/go/webex

Keywords:webex, webex meetings, mac, windows, host, best practices, pro tips, alternate host, webex tips, webex help   Doc ID:88389
Owner:Shawn T.Group:Cisco Webex
Created:2018-12-12 11:41 CDTUpdated:2021-06-02 12:52 CDT
Sites:Cisco Webex, DoIT Help Desk
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