Scenario 3: Group Meetings

There will be times when conducting an online meeting will be necessary.  Unlike the other two scenarios, this scenario will most likely envolve all, or some of the participants, using the webcam and microhpone option at the same time.  In this situation it is necessary to stress the importance of each participant using headset microphones or headphones.  Again, the use of headsets or headphones will reduce the risk of encountering audio/technical issues that might arise. 


Pre-Planning Considerations

Task Benefits

Notify

Let the participants know that there will be an online meeting as soon as you know.  Informing your participants will help them manage their expectations, as well as giving them ample time to prepare.

Headsets

Wearing a headset with microphone, while presenting the material, will make your voice clear.  We encourage participants to use headsets, when connecting to the online session.  Using headsets will allow them to hear the audio, clearly, while eliminating many of the complications that can arise with audio .  Review the Technical Troubleshooting page to discover even more benefits to wearing headsets during your connect session.

Participant Preparation

Send an email to group participants, detailing what they will need to know so they can be successful accessing the online session.  In the information you provide be sure to include this link: Adobe Connect System Check

This will bring them to a website that will run through a series of tests, determining if their preferred browser can support an online session.  Run the system check yourself, to determine if your own browser can run an Adobe Connect session. 


Creating and Running an Online Session

Task Benefits

Create the Online Room

Go through the necessary steps to create an online room.  In this scenario, all meeting attendees may not have access to the D2L course where the room was created if using.  If this is the case, you will need to invite the attendees in the Add Attendees area.  Navigate to the Creating a Session to review the necessary steps in creating an online room. 

Access Room and Activate Presentation Tools

After creating the online room, join the room and activate your microphone and webcam (optional). Joining the room 15 minutes prior to the start time will give you a chance to troubleshoot any last minute technical issues.

You may also consider setting the room to automatically make all users a Presenter.  The Presenter role allows users to turn on and use their webcam and microphone, as well as upload any presentation or document to share.  This can be done by going to the Meeting menu, hover over Manage Access & Entry, and selecting Auto Promote Participants to Presenters.  

To review all of the tools available to you, navigate to the the Connect Session Overview page. 

Note: The system can comfortably handle sharing 5-6 webcams, at the same time, before you or a user may run into bandwidth issues.  


Post-Meeting Considerations (Optional)

Task Benefits

Record Online Session

Prior to the start of your online meeting select the 'Record Meeting' option.  Review the documentation, found on the Recording Sessions page for step-by-step instruction on how to record an online session. 

View Recordings in D2L

Once the online session has ended, the recording is now considered to be an archive.  We recommend reviewing your sessions before sharing with participants or making the recording 'Public'.  Click the link, to review instructions on viewing recordings in D2L: View Recordings in D2L. To view the recording, simply click on the room link after selecting Archives.

Recording Link

You may want to make the recording available to the class for later use.  This would benefit those who were not able to attend the session or would like to review at a later date.  In this scenario, you may want to email the participants the link of the archive.  When you are viewing the archive in the previous step, simply copy and paste the URL from your web browser and email it to your participants.