Administrative Assistant / Secretary: A Simple Guide To Web Conferencing

Overview of Web Conferencing
Web conferencing is growing in popularity (especially after Covid19) as a way to hold meetings with people from different locations without having to leave the office. A Web conference (sometimes called a webinar) allows the meeting to take place at a central online location so participants can share PowerPoint slides, view software demonstrations, or brainstorm ideas using a shared whiteboard. By combining a Web conference with an audio teleconference—where participants interact over the telephone—there’s almost no need for in-person meetings.
Typically, an administrative assistant will handle all aspects of setting up and running a Web conference at which his or her manager will be a speaker or presenter. By having someone who focuses solely on the technology aspects of the Web conference, it frees the presenter to focus on the content and interactions with the participants.
Businesses often use Web conferencing for marketing meetings, sales presentations, training sessions, human resources announcements, employee orientations, and shareholder meetings. Web conferencing can help slash travel budgets, save travel time, and encourage more interaction between distant groups of people. The lack of face-to- face interaction can be solved by adding interactive polling, question and answer sessions, software application sharing, and video cameras.
Web conferencing vendors provide the software necessary for hosting a Web conference and the support necessary for teleconferencing. By signing up with a vendor, you can get an account, install the software, and begin hosting your first Web conference in a matter of minutes. Some of the most popular Web conference vendors are the following:

- Zoom - www.zoom.us

- Microsoft Teams
- InterCall—www.intercall.com
- WebEx—www.webex.com
- GoToMeeting—www.gotomeeting.com
- Citrix—www.citrix.com
- Lync Online—office.microsoft.com/en-us/lync/

Web Conferencing Software
Many Web conferencing vendors offer feature-rich software applications that allow for a dynamic interactive experience. Some of these features include:
- Application Sharing—Allows for sharing a software application on the presenter’s desktop with the participants of the Web conference. Control of the application can be passed to conference attendees to demonstrate features, make changes, or collaborate. Application sharing is often used in training sessions, where the presenter acts as an instructor demonstrating how to use new software.
- Screen Sharing—Allows for sharing anything on the presenter’s screen with the participants of the Web conference. This is often used when the presenter wants to demonstrate features of the computer’s operating system or show two or more software applications simultaneously.
- Presentation Sharing—Allows the presenter to upload a PowerPoint slide presentation to share with the conference participants.
- Whiteboard—Allows the presenter and participants to draw diagrams and write notes on the screen.
- Monitoring—Allows the presenter to see a roster of attendees, to control access to shared documents and shared applications, and to grant co-moderator status.
- Audio Controls—Allows the presenter to mute or un-mute the participants’ phone lines.
- Web Tours—Allows the presenter to display Web pages and share them with the conference participants.
- Annotation Tools—Allows the presenter and attendees to control an on-screen pointer, highlight parts of the screen, draw objects and diagrams, and type text on the screen.
- File Transfer—Allows the presenter to share files with the participants.
- Chat—Allows the attendees to type messages to the presenter or to each other. This feature is often used by the presenter to take participants’ questions throughout the Web conference.
- Polling—Allows the presenter to provide a set of questions with multiple-choice answers to quiz the participants or to get feedback.
- Recording—Allows the presenter or individual participants to record a presentation in order to watch and listen to it later.
- Web Camera—Allows the presenter and participants to add webcams to the Web conference in order to see each other.
- Reporting—Allows the presenter to see a report following the Web conference showing the roster, participant activity, chat, and polling results.
- Virtual Computer Lab—Allows the presenter to send participants to specially configured computers for hands-on training.

Organizing a Web Conference
To hold a Web conference, you need a computer with an Internet connection, Web conferencing software, and a telephone line. The conference participants can access from a dial-up Internet connection if that’s all they have available; however, it’s recommended that the presenter have a high-speed Internet connection such as a DSL, a cable modem, or a T1.
To start a meeting, you use the Web conferencing software to schedule a specific date and time. The software then lets you send out invitations to attendees, with information on how to join the Web conference. The attendees can then join the conference by following the instructions in their invitation to sign on to a particular website or by clicking a hyperlink that automatically connects them to the conference. The attendees may need to install the Web conferencing software, which is a process that takes only a few minutes the first time they use the service.

Securing Your Meeting
One way to make sure that only invited participants attend your Web conference is to require a conference password. You can specify a password for each meeting and include it in your invitation. Since you may use the same account for many Web conferences, it is possible that someone who attended a previous session could attend a current session if you fail to password-protect the conference.
Another way to secure your meeting is to schedule an unlisted meeting. Unlisted meetings do not show up on the meeting calendar for your account.
You can also require your attendees to register for the meeting. You can then accept or reject each registration request.

Teleconference Information
Most Web conferencing vendors also offer teleconference services that provide you with a toll-free call-in number along with an access code and personal identification number. The call-in number and access code are included in the conference invitation. The presenter calls in first and uses the personal identification number to start the call.
One low-cost option is to use an Internet phone conference, using Voice over Internet Protocol (VOIP) technology. With this technology, the audio portion of the Web conference is transmitted over the Internet. The presenter and participants must use microphones and speakers connected to their computers in order to talk and listen. Usually, a VOIP teleconference is best if only one person, usually the presenter, is talking.

Microsoft Outlook Integration
Many Web conferencing vendors have software that will integrate with Microsoft Outlook’s meeting scheduler. By installing the Outlook integration software, a presenter can schedule a meeting in Microsoft Outlook and include Web conference information in the meeting request. The meeting request serves as a conference invitation to the participants. The request also schedules the meeting automatically on the presenter’s Web conference account calendar.

Participant Systems Check
A systems check is a quick process that participants need to go through in advance of the Web conference. This process usually involves having the participant do a pre-meeting installation of the Web conferencing software. Most Web conferencing vendors have a link on their websites that allow new users to install the necessary software before the Web conference.
To reduce the number of technical issues at the beginning of your Web conference, you should provide step-by-step instructions in your invitation that encourage participants to perform a systems check and to install any necessary Web conferencing software. Even if participants have attended Web conferences using the same system in the past, it is still a good idea to have them test their system. Changes to the vendor’s software, upgrades to a user’s computer, or even operating system and browser security updates could cause the Web conferencing software to suddenly stop working.
Some participants may have trouble installing the Web conferencing software during the systems check because of restrictions on software downloads put in place by the information technology (IT) department. These restrictions are usually put in place for security purposes and to help prevent the spread of computer viruses. If this happens, the user may try to install the Web conferencing software and nothing will happen. If possible, the presenter should contact the IT department and find out if any of the participants will have this issue. If so, make sure you consult with the IT department to authorize the download and to provide instructions for participants on how to work around this issue.

Sample Meeting Invitation

Planning Your Web Conference
As you plan your Web conference presentation, use the following checklist:
- Determine your discussion topics first. Remember, less is more, so try not to cover too much information in one session.
- Decide how much time should be spent on each discussion topic. It’s best if your Web conference lasts no more than sixty to ninety minutes. It is difficult to keep participants’ attention beyond this length.
- Think about what the participants will see on the screen for each of your discussion points. Try to spice up the presentation visually, rather than just using text bullets for every discussion point. Use pictures or charts when possible to illustrate your points.
- Identify ways you can add interactivity to your meeting so you can test your participants’ understanding. You can use polling and chat questions, breakout sessions, or a shared whiteboard, or you can turn over control of a software application to the participants.
- If more than one person will be facilitating the Web conference, decide who will present each portion of the presentation. Decide how you will transition from one person to another. Will you all be in the same room, or will each of you be connected to the conference separately?
- Identify in advance who will field questions from the participants. You may want to line up several subject matter experts and have them join the conference in order to answer questions.

Sample Web Conference Agenda
Because a Web conference can get fairly complicated to produce, it’s a good idea to create an agenda for the facilitators in advance of the conference. This is especially important if you plan to utilize tools such as a shared presentation, application sharing, polling questions, and so forth. 

Sample Web conference invitation.

Hello,
You are invited to attend a Web conference using WebEx.
Session Details
Topic: Isha Foundation
Date: September 23, 2015
Time: 10:00 a.m. EST
Session Number: 46297
Session Password: Sadhguru
Teleconference Number: 1-800-555-2973
Teleconference Pass Code: SJV101
To access the conference, you will need to conduct a systems check well in advance of the meeting to ensure you are able to view the Web content. Even if you have attended a Web conference using WebEx before, it’s important to conduct a systems check. Site configuration changes, such as an upgrade, can affect your computer’s ability to access the Web conference.
 

To Perform the Systems Check:
1.   Go to http://www.webex.com
2.   Click the Training Center tab.
3.   Click Set Up on the left-hand side of the screen.
4. Click Training Manager.
You will be prompted through a short software setup to determine if your computer is compatible. If your computer fails the system check, contact WebEx technical support at ____________.
To Join the Session on the Internet:
1.   Log on to http://www.webex.com
2.   In the box under the words “if you know your meeting number, join here,” type the session number and then click Join.
3.   Follow the prompts for a short software download to access the Web conference.
4.   Dial into the audio portion of the call.
Thank you

Presenting at a Web Conference
Keep the following tips in mind in preparing for the Web conference, running it, and handling post-conference tasks.

Preparing for the Web Conference
Always test your access to the conference software, your presentation, and other features that you intend to use before the actual conference. Hosting a conference in a conference room away from your regular computer may result in technical issues that should be resolved in advance.
 

Sample Web Conference Agenda


Make sure all the files and documents you want to share are organized in a single folder so you can easily locate them during the meeting. Always clear your Web browser’s cache before beginning a meeting. It’s also a good idea to restart your computer before launching the Web conferencing software. This ensures that there aren’t any conflicts from other applications you may have been running earlier.
If you plan to use polling, create all the questions before the meeting start time. Some Web conferencing software allows you to create and save your polling questions. Other systems may require that you enter them manually during the conference. If you have to enter them manually, you should type them into a word-processing document and then be ready to copy and paste them into the Web conferencing software.
Always join the Web conference and teleconference at least ten to fifteen minutes before the scheduled time. Be prepared to help participants join the Web conference. You should be familiar with the steps for installing the Web conferencing software for first-time attendees and assisting users whose computer skills may be lacking.
The administrative assistant should assist the presenter in driving the presentation and interacting with the Web conferencing software. This allows the presenter to focus on the message rather than the technology involved. The assistant can also monitor the chat window to see questions and respond to them without bothering the main presenter.
Include a welcome slide for your presentation that includes the title and teleconference access number. This gives the participants something to see when they first join the Web conference. Include meeting guidelines and technical assistance information on the second slide in your presentation.

Running the Web Conference
During the presentation, minimize background noise by telling participants to turn off their cell phones. Remind the participants to avoid sidebar conversations, or use the audio controls to put the participants on mute. If you will be un-muting their phones at the end of the conference to take questions, remind the participants not to put the conference call on hold. If their telephone system plays background music, everyone will hear the music.
Remind everyone how to use the Web conferencing software’s features to ask questions, raise their hand, or to send chat messages.
During your presentation, use the annotation tools to point to areas on the slide, highlight text, and write notes. When you move from one slide to the next, wait a few moments for your participants’ screens to catch up.
When sharing a presentation or document, open the application with which it was created and share the application. For example, if you have a PowerPoint presentation, rather than uploading the slides, you can open the presentation in PowerPoint on your desktop and then share the open PowerPoint application. This allows you to make edits if necessary.
Use Web browser sharing to take participants on a Web tour, rather than giving them a Web address and asking them to review the site later on their own. By taking them on a tour, you can ensure that they see the features you want. Use the full-screen mode when showing slides, sharing applications, or conducting Web tours.
If a brainstorming discussion occurs, use the whiteboard feature to take notes. This keeps everyone focused on the Web conference and allows everyone to follow along. In addition, most Web conferencing software allows you to save the whiteboard text at the end of the conference.
Provide handouts to your participants at the beginning of the meeting. If you are conducting a PowerPoint slide presentation, you can share the presentation and allow participants to print a copy. You can improve the performance of your presentations by limiting the number of animations, slide transitions, and screen captures. Try to limit the number of slides in your presentation to no more than thirty slides. If you must have more slides to cover your content, create a separate presentation and switch presentations in the middle of the conference.
Keep a watchful eye on the time. If discussions get too lengthy, ask participants to hold their questions until the end.
Give your participants a break if your Web conference is going past ninety minutes. Everyone needs a chance to stretch and use the restroom after ninety minutes, so add an “intermission” to your longer conferences. Just tell everyone to leave the Web conference running and return to the conference at a specified time.
It’s always considerate to record the presentation for invited participants who are unable to attend. Most Web conferencing vendors allow you to record the on-screen activities and combine them with the telephone audio for access at a later time. Some vendors require special equipment in order to capture the telephone audio, so make sure you check with your vendor before you attempt to record a session. If you decide to make a recording, make sure everyone knows the call is being recorded.
If by accident you are kicked out of your own conference because of some technical glitch, don’t panic. Just communicate what happened over the audio part of the call and then log back in. This is also good advice to share with your participants who may have the same thing happen to them. If they lose the audio or Web portion of the conference, they should simply log back on or call back in.

Handling Post-Conference Tasks
When your conference ends, thank everyone for participating. If you made a recording of the presentation, let everyone know when the recording will be available. You can send out a post-meeting email to the participants that includes a hyperlink to the recorded version.
Be sure to hang up the phone and close the Web conferencing software when you are finished. Be careful about making any comments about what happened during the conference, in case you are still connected and some of the participants are still listening.
When you close the Web conferencing software, save the chats, polling questions, and whiteboard text that was created during the conference. Some systems will save these items for you automatically.