Webex meetings: before, during and after

Published April 4, 2019

by Grace Golabek

With Webex, you can host and attend video meetings using your smartphone, laptop or desktop, with up to 1,000 people. Here are some tips from other at UB for what you can do before, during and after a meeting to ensure everything runs smoothly.

Author

UBIT Student Ambassador Grace Golabek.

Grace Golabek (UB student, Class of 2019) is a Business major with a minor in Mandarin Chinese. After graduating from UB, she hopes to attend law school, pursue a career as a civil rights attorney, and revive the trend of pink business suits. A Hamburg, NY native, Grace enjoys conspiracy theories and writing.

Before your meeting

  • Test out your meeting

Nobody wants to spend the first half of their meeting troubleshooting. If you want to do a test run without participants, you can access Cisco’s test meeting here.

You can also invite a friend to join a meeting with you beforehand to address any issues and get comfortable running a meeting.

  • Take advantage of the 24/7 Webex customer support line

If you’re having difficulties scheduling a meeting, getting good audio and video or anything else Webex-related, contact Cisco’s customer support line at 1-866-229-3239. They’re available 24 hours a day!

  • Use delegates to schedule your meetings

Does someone else schedule your appointments for you? Do you want your TA to manage scheduling for your class’s guest lecturers? You can give others permission to schedule meetings for you.

During your meeting

  • Muting participants’ microphones

When hosting a meeting, you can mute guests as needed, either one at a time or all at once. This cuts down on a lot of distracting environmental noise.

If you’re scheduling a conference using Webex’s “Event” or “Training” feature, you can also choose to automatically mute all participants’ microphones on entry in the “Audio Conference” settings.

You should also encourage participants to mute their own microphones when they’re not speaking, so secondary noises don’t build up and distract the participants.

  • Keep your meetings private

Everybody at UB has a virtual Webex meeting room that anyone can visit by typing ub.webex.com/meet/your UBITName in their browser. But, by default, they won’t be able to enter the room unless you’ve started a meeting first.

Once you have started a meeting, you can choose to lock your meeting room, so anyone who wants to join after the meeting starts will be directed to your virtual lobby until you choose to let them in.

  • Remind participants they can lock their active speaker

Webex automatically focuses your view on whoever’s speaking. Some find this distracting, especially when there is a lot of back-and-forth conversation happening.

Remind your participants that they can lock the screen on any one participant during the meeting to avoid this distraction.

After your meeting

There are many creative ways to use Webex. Consider using Webex for hosting office hours, study groups, workshops and open houses.

If you’re working with a team, and are looking for a place to keep the conversation going after your meeting, try Webex Teams. Teams offers persistent group messaging, file sharing, whiteboarding in addition to the regular Webex video meetings.

Dive deeper into Webex

To find out more about Webex, including resources for getting started, visit buffalo.edu/ubit/webex.