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Web Conferences, Webinars Support

Contents:


Definitions

Web conference, webinar, webcast, ... ? As often with technologies, there can be different names used, including a bit loosely, and that can create confusion. We use the following definitions:

Web Conference
  • Live, real-time, sessions
  • Smaller groups (limit around 15 participants).
  • Two-way audio (by default) - all participants can speak questions, participate in discussions (aside as always use chat area for writing questions).
  • It's like you're in a conference room, though online - via your computer.
Webinar
  • Live, real-time, sessions
  • For small to larger groups (more than 15 participants, can be hundred or even more).
  • One-way audio (by default) - all participants can hear leader but not speak questions themselves. Questions are posted via chat.
Webcast
  • "Media file distributed over the Internet using streaming media technology" [wikipedia]
  • Not interactive, i.e. you can not post any questions, interact with presenter.
  • It's like when you're looking at your TV, live or on demand - the show streams from the source and you don't have anything saved locally.
Podcast
  • "A podcast (or non-streamed webcast) is a series of digital media files (either audio or video)"... [wikipedia]
  • Not interactive, i.e. you can not post any questions, interact with presenter.
  • It's like when you have a recorded show on your VCR/DVR or bought a CD/DVD - you have the media and can play it when you want.
  • Our recorded web conferences and webinars are therefore technically podcasts. After the actual session, you can download and listen to them whenever you want.

 


Signing Up for Web Conferences, Webinars

The process is as follows:

  1. We send out invitations some time in advance (can be from more than a week in advance to just a few days in advance). Invitation include subject matter, date, and time. All events are limited to a specific number of participants.
  2. You reply - per instructions in invitation - that you want to participate.
  3. You will receive either a confirmation that you've been accepted to participate (still had room for you) or a rejection notice (sorry, this session has already filled up). The confirmation notice include detailed information on how to join the session when it's held.
  4. We may also send out reminders to make sure you don't forget the session.

 


Tips for Web Conferences, Webinars - Live Sessions

We're currently using GoToMeeting for live sessions and a few resources include:

We recommend checking out these resources a few days in advance - in case you may need to, or want to, get a good USB-based headset (strongly recommended).

USB Headset

A USB-based (digital) headset is a great investment. Not only good for web conferences and webinars:

  • Listen and speak without bothering other people in your (home) office.
  • A digital (USB) set is much easier to install and use compared to an analog set.
  • Also great for listening to music, and making Skype calls.
You will find many choices at your local electronics store for around $20 to $40. (Google it - new tab/win)

 

Days Prior to Session

Check system requirements, test audio equipment (again - we recommend using a headset).

Regarding audio: depending on specifics for the session in question, you can most often dial in via your regular phone for audio but note that this may be a long distance call for you, with corresponding cost depending on your personal phone services plan. This is one reason why we strongly recommend using computer-based audio, with a USB headset. Another reason for computer-based audio is simplicity - it's very convenient to only use the computer and not messing around with both computer (for slides) and phone (for audio).

Day of Session

If this is the first time using GoToMeeting - on the computer you intend to use:

  1. Around 15-20 minutes prior to session start, start your computer, and click on web conference/webinar link (in your confirmation email).
  2. This will bring you to the conference room and GoToMeeting asks you to download and install software. Simply follow the instructions and make sure you both download AND install the software. (More details on installation.)

    After successful installation, you have the flower-like icon flower in your system tray.

    install 12
     
  3. You are now ready for the session.

Some five (5) minutes before the session:

  1. Grab your coffee, sit down at the computer.
  2. Open the email with confirmation details.
  3. Click on link in email (format like https://www3.gotomeeting.com/join/<numbers>). This will automatically bring you into the correct session. And you should see something like shown in Figure 1 below.
  4. Sit and wait for the presenter to start the conference, webinar.

 


Screens, Troubleshooting Tips

(Screens from MS Windows PC but look similar on Macintosh.)

Your screen should look something like the following:

use 1

Figure 1: How Your Screen Should Look Like (EXAMPLE - DO NOT use Dial, Access Code, Pin)

One windows:

  1. One for slides ('Meet Now' area to the left in Figure above)
  2. One Control Panel (the window to the right).

If you don't see the Control Panel to the right, it may have been collapsed (see Figure 2 below).

use 2

Figure 2: "Missing" Control Panel (EXAMPLE - DO NOT use Dial, Access Code, Pin)

Simply click on the orange area in the Control Panel to see more of the panel.

If this still show only limited information (as exemplifed in Figure 3 below), click on the small diamond-shaped icon to expand areas for Attendee List, Audio selections, and Chat area.

use 3

Figure 3: Partial Control Panel (EXAMPLE - DO NOT use Dial, Access Code, Pin)