Meetings can be hard to schedule when team members are in different locations. It’s easy to call one colleague’s cell phone, but what about two or more? How will teammates in other locations follow along with a visual presentation? The short answer: WebEx. MIT’s audio and web conferencing tool makes it easy for distributed teams to meet virtually.
With the Conference feature on the MITvoip Console, you can create a conference call for up to six parties (including yourself). Once the conference has begun, you can monitor and manage each party's participation.
There is also a Conference feature available on MITvoip desk phones. However, it only supports three-party conference calls.
Create a meeting
The WebEx interface lets you schedule a meeting, invite attendees, set duration, and specify whether a meeting is recurring. You can also hold impromptu meetings without prior scheduling. Meetings are assigned unique URLs based on your Kerberos identity, making it easy for attendees to find and join them. Visit the WebEx Basics page in the Information Systems and Technology (IS&T) Knowledge Base for more information and instructions.
Call into a meeting
The most common use for WebEx is to connect with team members working out of the office. Remote team members can join meetings using their phone or the microphone on their computer. Multiple team members can call in to the same meeting. You don’t need to call them individually via a speakerphone at MIT.
Share your screen
With WebEx, a designated presenter in the meeting can share his or her screen with the rest of the team. Each team member will be able to view the screen on his or her own WebEx app. This feature is helpful for meetings taking place in a room without a projector.
WebEx allows the presenter, or the entire team, to annotate the document being shared. There are annotation options such as the drawing, text, and pointer tools.
Record meetings for later
If a meeting is too detail-dense to summarize easily, WebEx can help. You can record a meeting’s video and audio. When the recorded meeting is finished, the file will save to the WebEx client. It is best to then download and convert the file for later review to any of a variety of media player formats. Downloading the files to your computer, and then deleting them from the WebEx client, helps MIT stay below WebEx storage quotas.
For more help on how to use WebEx, visit the Knowledge Base’s WebEx landing page. If you still have questions or need help using WebEx, contact the IS&T Service Desk or call 617.253.1101. You can also submit a request online.