Coming to a screen near you Live Meeting online meetings made simple

Transcription

1 Coming to a screen near you Live Meeting online meetings made simple

2 What is Live Meeting? Live Meeting is an online meeting tool which enables you to engage with colleagues and clients in different locations. You can use it to deliver presentations, hold briefings, training and other events, and even brainstorm ideas or collaborate on virtual whiteboards. And best of all, Live Meeting is free to use for all PwC employees, whether you re using it within your team or with clients. That means less effort getting to and from meetings, saving both time and money. It also makes Live Meeting a great alternative to ing a document and then trying to talk it through, because everyone can follow the information you re talking about, without needing to trying to guess which page you are on, or which worksheet you are discussing. And of course, avoiding travel can also help us to reduce our carbon emissions, the gases that cause climate change. This guide provides a quick introduction to the basics of using Live Meeting. Advanced users may wish to tailor the tool to their particular needs, in which case there is more detailed guidance on our portal, at If you need immediate help, you can always call the IT helpdesk on #6321 (or if you re not in the office). Learning together We re keen to hear your views on our collaborative solutions (i.e. audio, web and video conferencing). If you have any comments about your experience of using Live Meeting, please us at Sustainability Blueprint with Live Meeting feedback as the subject.

3 Scheduling a Live Meeting Log in to Live Meeting at lmportal/index.htm. You may need to use your usual GUID and password. 1. In the Quick Links on the right hand side, click on Access Live Meeting Now. 2. In the panel on the left hand side click on Schedule Meeting You only need to enter three pieces of information to organise a meeting subject, start time, and end time. You can leave all other options exactly as they are. a. Next to Subject, enter a two or three word description of your meeting. b. Enter a start time and end time. Remember, the date uses an American format, so month comes first, then day, then year. 3

4 4. Scroll down to the bottom of the form, and click Save 4 5. On the next screen you will be provided with two web links - an attendee URL and a presenter URL. For anyone you are inviting to attend the meeting who ll just need to be able to view presentations or documents uploaded by others, copy and paste the attendee URL into their Lotus Notes calendar invitations. If you want people you invite to be able to upload presentations or documents, copy and paste the presenter URL into the calendar invitation as well Set up an audio conference as you would normally and add the details to your calendar invitation. Access the audio conferencing booking tool online at:

5 Joining a Live Meeting If you are using Live Meeting for the first time, you may need to set up your machine using the instructions at the bottom of this page. You can join a meeting as a presenter at any time and everyone else can join up to 30 minutes before the start time. To join a meeting, follow these simple steps. 1. Open the calendar entry for the meeting and click on the web link. If the link doesn t open, you may need to copy and paste it into the address field in your browser. If prompted, click on Join Meeting. 2. Enter your name and click continue 3. Read the Live Meeting consent notice, and click OK. 4. After a short pause, you ll be connected to the meeting. 5. Dial into the audio conference as you would normally. Setting up Live Meeting on your computer If you haven t used Live Meeting before on your computer, you may need to install a small piece of software. This takes just a few minutes. 1. Go to our Live Meeting homepage at pwcinternal.com/lmportal/index.htm 2. Click on Access Live Meeting Now 3. In the top menu bar, click on Download. A pop up window will open. 4. Click on Microsoft Office Live Meeting 2007 Client 5. On the next page, scroll down and click on Download Live Meeting Click on Run (you may be prompted twice). 7. Join your meeting by following the instructions at the top of this page.

6 Tips and etiquette If you re using Live Meeting for the first time, try a test run with a colleague. Allow 10 minutes before the start of your meeting to make sure everything is working correctly and allow for a prompt start. Keep mobile phones on mute and keep them away from your desktop telephone to avoid interference. It s also worth turning off Sametime and alerts, as you would in a normal meeting. Presenters can log in at any time. Attendees can only log in 30 minutes beforehand. If you re a presenter, you can make other people presenters at any time during the meeting. To upload a document, you ll need to log into your meeting using the presenter URL. Then, click on Content in the top left, then Share, then Upload file (view only). Upload documents before the meeting rather than sharing your desktop. The screen will update faster for those watching, and you ll reduce the risk of sharing something you don t want them to see. You ll also be able to use the pointer to highlight items of interest. Why not try......using the whiteboard Use a blank page to write down and draw new ideas. To open the whiteboard, click on Content in the top left, followed by Share and then Whiteboard....running a Q&A If you have more than 10 people taking part in a meeting, it can be confusing if several people talk at the same time. Instead, ask people to type questions and comments using the Q&A option in the main menu....using a poll to keep people engaged Ask a question and watch as the votes roll in. Polls are easy to set up click on Content in the top left, then Share and Poll.