WebEx Goal: Prepare GMCR Host account recipients to use WebEx appropriately to reduce business travel and achieve a measurable increase in the per host usage rate.

1. Get Host Account Actions Supervisor emails IST Helpdesk to request WebEx Host Account Login information should not be shared There is a monthly per host fee It takes 2-3 days to receive a host account Activity: Clickable email template to supervisor to request an account Bonus Info: Click to review cost breakdown

2. Explore gmcr.webex.com Actions Activities Remember hosted address Maintain confidentiality of meeting topics Activities What’s wrong with this picture? Show screenshot of gmcr webex page with fictitious meeting title Gmcr.webex.com is the only way to access the site. Add it to your favorites now! (click here to open gmcr.webex.com in a new window, then choose add to favorites)

3. Schedule a Meeting and Share the Link w/ Attendees Actions Appreciate minimum requirements to schedule meeting Use audio options appropriately Use advanced scheduler when necessary Hiding a meeting on gmcr.webex.com Recurrance Meeting options and attendee priveledges Saving a meeting as a template Activity Screencast of process (camtasia) You try it! (quizmaker)

4. Start the meeting and join the audio Actions Click the link in the email you received Or if on other machine, go to gmcr.webex.com, find your meeting and go from there. Type in your phone number Locate meeting info to connect if problems If host, connect at least 5 minutes prior, if new, 20 minutes. Activity Screencast Click to have 1 pg job aid emailed

5. Share documents and applications successfully Activity (engage): There are three main ways to share in webex: Document, Application, and Desktop. Document: This is the best way to share PowerPoint, Word, PDF’s, Images, and even some movie files with your attendees. It brings them inside the WebEx interface and loads them as tabs. Application: This is the next best option, if you need to share an Excel file or other file type that WebEx doesn’t support. Or if you need to show participants a screen in an application Desktop: Think of this as your last resort- All of your open windows, including your desktop, icons, and system tray will be viewable. If you have outlook notifications, turn them off unless you want your participants to see them too!

6. Interface features for engaging participants Click on the icons below to see tutorials from WebEx on the engagement tools included in Meeting Center. (note: tutorials will open in new window)

7. Best practices/ FAQ Q: How can I get more practice hosting before my first meeting? A: You can practice in a computer lab using two computers side by side Q: If I lose Internet Connectivity, What Do I Do? A: Don’t worry, Your meeting is still running. The host and presenter priveledges have been passed automatically to another attendee. Simply log back into your meeting via gmcr.webex.com. Q: Where do I go for more help? A: Link to WebEx University Q: How do I see who attended my meeting? A: you can see detailed usage reports by logging into gmcr.webex.com. Choose my meetings > my reports Q: Agenda? Q: copy/paste to whiteboard?