video conferencing technology overview
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Video Conferencing Technology OverviewMarch 2020
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§ More engaging and provides multiple ways to share information
§ Accommodates multiple types of learners
– 60% of Americans today are visual learners
§ Saves time between client appointments
§ Helps you to continue business through disasters and allows you and your customer to join from a safe place
§ Doesn’t overwhelm a client
§ Allows you to still read body language and signs of interest
What are the Benefits of Video Conferencing and Selling?
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Cost
Ability to Share
Presentation / Screen
Ability to Annotate on Presentation
More than 100 PeopleAble to Join
Call
Office365Plugin
Google Plugin Mobile App Ability to
RecordChat or
Messaging
Private or PasswordProtected Meetings
FacetimeNo Cost with
Wifi / Cell Service
Skype for Office 365
Cost Included in Microsoft Business
Subscription
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Google Hangouts
Meet
Free Through July
2020ü ü ü ü ü ü
GoToMeeting
VariousPricing
Packages Offered
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with Business Package
ZoomVarious Pricing
PackagesOffered
ü ü ü ü ü ü ü ü ü
WebexVarious Pricing
Packages Offered
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Overview of Vendor Capabilities
Details of each vendor can be found in the appendix. FOR FINANCIAL PROFESSIONAL USE ONLY. NOT FOR PUBLIC DISTRIBUTION. 3HIGHLY CONFIDENTIAL – DO NOT COPY
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§ The next few slides overview best practices for working with one of the video conferencing systems, Webex, which is one of the platforms AIG uses
§ Many other video conferencing systems will have similar options, so this is a good how-to guide to help train employees on the technical details to running a successful webinar or video conference
Working with WebexHelpful Tips for Hosting a Webex Call
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Signing Into WebexTwo Methods
FPO
Signing in from Webex Desktop App Singing in from Webex Website
Search for the Cisco Webex Meeting app in your search bar on your desktop. If you are joining from your AIG-issued computer, SSO (single sign-on) is activated and you will be automatically signed in.
Website Link: https://www.webex.com
Log-in is in the upper right-hand corner.
If you are joining from your AIG-issued computer, SSO (single sign-on) is activated and you will automatically be signed in.
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Sharing Your Webex Information Through Outlook
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1. From Outlook, open a new meeting. In the meeting invite, click “Add Personal Room.” This will populate the invite with your Webex information.
2. Once your invite is sent, guests will be able to join your meeting directly by clicking on “Join Meeting.”
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Starting a MeetingThere are two ways to start a meeting
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“Start a Meeting” will immediately start a
Webex Webinar using your Webex Personal
Room
“Schedule a Meeting”will allow you to set up a meeting at a future date
and add to Outlook with a unique dial-in number.
This is your personal room’s URL. Share this with your
meeting attendees so that they can connect to your Webex. From the Website
From the Desktop App
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§ Once you’ve started your Webex, use the drop-down menu to select how you will connect audio or video.
§ Toggling the red “Camera” button will turn your camera on or off
§ Select your preferred method of connecting audio. Options are: – Webex will call you at a preferred phone number – Dialing in manually with your Webex audio line – Do not connect to audio – Connect audio through computer
Running a Webex
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Sharing Your Screen on WebexThere are two ways to share a screen on Webex.
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Alt. Step
1
Select either the application or screen that you would like to share.
Step 1 Step
2
Step 3 To stop sharing, click the “Stop Sharing” button at
the top of the screen.
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Locking Your Screen / Presentation Rights
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Under “Participant,” you can lock the ability to share presentation
rights.
Click “Anyone Can Share” to uncheck this option on large
presentations, which will ensure no one else can take control of
presentation rights to share their screen, etc.
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Muting Attendees
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Mute on Entry will mute all lines as people join your call. This is recommended for large groups to minimize background noise.
Mute All will mute all lines.
Unmute All will open all lines.
Turning off (unchecking) the Entry and Exit Tone is also recommended for a large group. This will mute the ‘ding’ sound that occurs when people join or leave the call.
You can also mute or unmute individual users, but clicking on the microphone next to their name. The microphone will be red when a user is muted.
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Chatting with AttendeesThere are two ways to chat with attendees.
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Click the “Chat” button to chat with all meeting
attendees. This helps ask questions to the group while limiting noise and
feedback.
You can also chat individually with attendees
but right clicking their name and selecting “Chat”. This is
a private conversation between you and the user.
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To record a webinar, click the “Record” button. An automated message will alert
attendees that the call is being recorded. A pop-up box will allow you to determine where and what you save the meeting as so that you
can find it after the call.
Recording a WebexOnce you’ve determined where you want to save your meeting, click the red “Record” button in the pop-up box and the recording will begin.
To end your recording, select “Meeting” in the top menu bar, and select “Stop Recording.”
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Annotating a Shared Screen
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§ You can annotate on a shared screen during your presentation, allowing you to type notes, circle or underline something on the screen.
§ To annotate, select “Annotate” in the top toolbar, next to “Chat”
§ The toolbar to the left of the screen will allow you to change tools or colors, erase or add text
Example of Annotation
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Ending a Call and Pulling Attendee Reports
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To end a Webex, click the red “X” button. This will end all audio for dial-
in users and will stop sharing your screen.
To pull an attendee report, click “Classic View” in the upper right-hand corner of your Webex online home page. Once in Classic View, select My Webex, then My Reports. Under My Reports, select “Usage Report” and select a window of dates to search from.
Once you locate the report you would like to run, export the report.
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Appendix
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§ FaceTime is best for quick, casual, one-on-one calls with other Apple product users
§ App is already installed on iPhones, iPads and Macs, search for “FaceTime” on your device to find
§ Key features: – Free to use with wi-fi or mobile connectivity
– Create a small group call with multiple users joining via video (up to 32 people)
§ A comprehensive ‘how-to’ guide can be found here: Apple FaceTime User Guide
FaceTime
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§ Skype for Office 365 was acquired by Microsoft, so works seamlessly with teams already accustomed to working with Outlook and Microsoft products
§ Subscription for Skype for Office 365 is included in the price of a business subscription
§ Key features: – Host up to 250 people on one conference call
– Easily share your screen, add users or chat with people on a call
– Clean and easy to understand interface, ability to easily share dial-in information from your Outlook calendar by sending an invite for a “New Skype Meeting”
§ A comprehensive user’s guide can be found here: Getting Started with Skype for Business
Skype for Office 365
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§ Google Hangouts is part of the G Suite office productivity platform, and works seamlessly across Gmail and other Google applications; ideal for teams already used to using the Google’s suite of office products
§ Through July 1, 2020, Google has made Google Hangouts Meet free to all Google users to help them work remotely in the wake of COVID-19
§ Key features: – Import dial-in details directly through your Google calendar app
– Join or run a meeting from a desktop computer or smartphone (either Apple or Andriod)
– Run meetings of up to 250 participants per call
– Record and save meetings to your Google Drive
§ To get started, to go: gsuite.google.com/signup/basic/welcome
§ A comprehensive cheat sheet can be found at: support.google.com/a/users/answer/9300131?hl=en
Google Hangouts Meet
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§ GoToMeeting is a video conferencing system where users can set-up their own personal room for easy-to-share meeting scheduling, ability to share a screen or application and record presentations to the Cloud.
§ Cost ranges from $12.00/month up to $16.00/month per user
§ Key Features: – Desktop application makes joining or starting a meeting easy
– Share your screen from a mobile device after the GoToMeeting app is installed on your smart phone
– Run meetings with up to 250 participants
§ Where to get started: https://www.gotomeeting.com/try
§ User guide: GoToMeeting Support and Getting Started Guide
GoToMeeting
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§ Zoom is a Cloud-based video communication platform with easy to use interface for use across mobile devices (apps), desktop computers and phone calls.
§ Cost varies depending on need. Basic version is free with limited usage up to $19.99/month. Cost breakdown here.
§ Key Features: – Recordings are automatically saved to the Cloud and feature searchable transcripts
– Multiple presenters can share screens and co-annotate
– Meetings can be locked and require a password to enter
§ Where to get started: https://zoom.us/signup
§ User guide: Zoom Support and How-To Guide
Zoom
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§ Webex is a one-stop-shop for video conferencing or webinars that integrates with plug-ins across platforms like Outlook, Google Drive and Salesforce for easy meeting scheduling or starts.
§ Basic, personal accounts start at $0 with packages going up to $26.95/user a month depending on the features you need. Currently running a special to accommodate increased remote workers – first month free on monthly plan, four months free on annual plan with code wecare2020.
§ Key Features: – One-click call joining makes it easy to join calls no matter the device
– Share a specific application, versus just a screen – allows for privacy while still sharing what you want to share
– Up to 200 participants per webinar or video conference
§ Where to get started: https://cart.webex.com/sign-up-webex
§ User guide: Getting Started and Customer Support Guide
– Can also include the Webex guide I put together
Web-Ex
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