basic instructions @seekcollab tour

how-to have awesome online meetings using cloud-based video conferencing + high-end collaboration tools

how-to ace sound, video and login — basic set-up and instructions

  • how-to ace sound and video

    Best rule of thumb — anytime you make a changes to your equipment during a meeting or enter a meeting do etiquette 1 — run-sound-check again.  Know how to use etiquette 1-2-3 in under four minutes (watch the videos) to prevent 99% of user error.

    1) Computer sound on (microphones work even if computer sound is muted).

    2) Wear earphones (no open room speakers). If you are using an extension cord to your earphones or headset, plug-in earphones/headset first, then connect to the computer.

    • laptop — wear earbuds (open mic) or earbuds w/mic
    • mobile app — earbuds w/mic
    • desktop — USB headset w/mic is the most reliable, in terms of this solution, combined with unchecking “auto-echo cancellation” is nearly foolproof if you are having any conflicts (a good default if you have one on hand)

    3) Start camera and or microphone — click camera and mic icons.

    • guests must “request to speak” and be approved to see camera/mic icons and do etiquette 2 — talk-lock-love  (upper right-hand corner of the main meeting window)
      •  if the video conference window is closed on a guest, they will need to “request to speak” again
      • other –- make a participant an observer if you do not want to allow them to request to speak
  • before login — set-up

    • know how to use etiquette 1-2-3 in under four minutes (watch the videos) to prevent 99% of user error
    • check your internet connection
    • wear earbuds (no open speakers, connect to an extension cable before plugging in to computer if using one) or use headset
    • disengage from demanding programs like Netflix, Pandora, Skype®; shut down extra browser windows
      • even fast office connections can be slow at heavy use hours
      • a slight lag or delay can usually be traced to too many resources being accessed on your computer (things you are not using loading at start-up) or in your browser (too many windows open) it
      • at least you will not lose the entire meeting if you have a connection issue like with Skype® — your browser will remember your login to the online meeting in your cache (history)
      • you can also do a system check to see bandwidth, etc. —
    • if a user’s video ever “freezes” (tell them via chat, just in case) — refresh the browser page or screen
    • make sure you have what you need —
      • have water, food or anything you need to sustain yourself
      • have proper layers of clothing so you can stay warm or not get too hot
      • have the space behind you decluttered as possible (a plain background uses less bandwidth)
      • have any written instructions you may need printed
      • have whatever you plan to share is loaded or easy to find on your computer
  • how-to login

    • click url to join (or, copy and paste url into browser address bar or mobile app)
    • host login (registered user) – turns on the studio.
    • guest login — use name to be seen, enter studio-password if there is one.
    • mobile users — click url, replace “Guest” with name to be seen, slide to “Yes”
    • desktop (laptop) — etiquette 1 – run-sound-check will make sure you’ve allowed access flash and your camera/mic in your browser
    • change avatar name —  go to > participants window > click top menu > “change nickname”

basic how-to online video conferencing etiquette

more details covered in conference call etiquette

  • written how-to’s:  tips for teaching, sharing, taking questions, hosting discussion and awakening….

    • Interaction may or may not be welcomed throughout the program.
    • As a moderator, be clear to let participants know if, when and how you are taking questions.
    • As a participant, ask to be recognized when you wish to speak, and wait to be called on.
    • Before you begin to speak, always say your name. Speak up. Speak clearly. If your host is using the phone as well, this will be less important as she will be repeating your question.
    • Background noise needs minimized (wear headphones / always mute when you are not speaking.
      • Desktop — Talk-Lock-Grey.
      • Mobile — click microphone to grey (no green light) — your video will keep you connected.
  • written how-to’s:  minimizing distractions during your online meetings….

    • Do not breathe into the mouthpiece of your headset.
    • If you will be taking notes via a computer keyboard that could be heard by others be sure you are muted using the Talk-Lock-Grey (that is if you are a speaker).
    • 3.5 mm connectors/jacks (earbuds, headsets) are NOT GROUNDED–they may cause interference with technology in the environment.
    • Avoid outloud speakers always and speakerphones of any kind. 
    • Declutter the background behind you to maximize your bandwidth and minimize distractions.
    • If you are going to be seen on video, consider wearing clothes that do not take away from the focus and having a non-busy background.

how-to use desktop etiquette 123, performance and system check

  • how-to use your computer desktop (laptop) — etiquette 1-2-3

    etiquette 1 – run-sound-check – first thing!

    1) when do you run-sound-check? – first thing! and, absolutely prior to

    • Moderators – turning on camera or mic.

    2) how? Options > Preferences  >  MIC >

    • USB webcam, headset or interface (such as the Mbox 2) – uncheck auto-echo cancellation
    • click run-sound-check button
    • test speakers – make sure you can hear, next
    • microphone training – select mic, see blue bars, next
    • record self, playback

    3) after run-sound-check – start video conference windows

    • Guests – request to speak (use hand icon, upper right nav bar)
    • All – click camera and microphone icon to start video or audio

    etiquette 2. – talk-lock-love

    • click lock to grey to mute self when not speaking
    • click “talk” to speak or press cmd/ctrl key or press lock to blue if talking for a while

    etiquette 3 – pin-the-bar

    • roll-over bottom of video conference window or self and others
    • click the “pin” in the lower right corner to pin (in-pin)
    • use the x to move in and out (x-out)
    • guests will have to request to speak again after x-out
  • how-to control your desktop — apps, cache and bandwidth performance

    1) Learn how to clear your browser cache clearing browser cache by clearing the history in your browser – this helps give you more memory and keeps things working properly.

    2) No desktop software (like Skype®, gotomeeting, hangouts) is required to join or to use all features @seekcollab cloud-based video conferencing, sharing, chat —

    • If you decide you need screensharing or remote desktop (to allow a user to come to your computer and use it) you will download the in-browser app only (only moderators using it).
    • And, the other sharing tools are so great, sharing your desktop seems over-the-top slower, tedious and invasive to your own privacy.

    3) Understand how all of the meeting software that loads to your desktop works —

    • skype®, gotomeeting and google hangouts software often loads on startup automatically
      it can interfere with sound drivers if you use a lot of studio apps (like camtasia), too
    • users may think these programs that install on your system to join meetings are “off.” They still experience issues, not knowing these are causing conflicts
    • these programs use computer resources causing delays on cloud-based video – even if you are “logged out” – they can still be running (spying, tracking data, consuming sound driver resources)
    • these programs run in the background collecting browsing data
    • disable – load on startup automatically of both, restart computer

    4) In Windows we recommend the following to prevent issues —

    • do not give exclusive control of your camera or microphone to one program — simple setting change
    • advanced – know how-to uninstall your IDT sound driver if it comes into play as an issue — i.e., you lose mic sound after using camtasia, a meeting app and more, reboot and a new one is built and it usually corrects the issue
  • how-to check your system — desktop performance

    desktops — check the browser you are using now (mobile app – get app)

    • Bandwidth.
    • Security and connectivity.
    • Versions of Flash player, browser, system.
    • Installation status of screen sharing in-browser app-for desktop sharing or remote control (allows access to use your desktop or vice-versa). Under-“Options>Preferences>System Performance” in Studio. You do not need this tool if you are just using the whiteboard with .png screenshots (lightest bandwidth), for example.

    system check @seekcollab view

  • technical specifications (developer in Barcelona)

    Note: @seekcollab-plus clients enterprise-level access to branding, events (lobby, registration pages), unlimited video recordings (storage and playback) and media library storage (fair use of course, which is oodles).

how-to use the mobile app — etiquette and performance

  • how-to use the mobile app in an online meeting — etiquette 1-2-3

    Note – Multi-task-itis? Leaving the meeting to go to another app? Click mic and camera off or the meeting will be able to hear whatever else you are doing.

    etiquette 1 – run-sound-check

    • Nope.
    • Default – muted.
    • Click hand icon to request to speak (upper right), allow access in meeting-room (and, settings).

    etiquette 2 – talk-lock-love

    • Option to turn on camera or mic, or both.
    • Volume controls (using the bar – tap your face on your window).
    • Wear mic headset.
    • Open mic (external speakers plugged into the mic headset jack activate speakerphone mic) – press “talk” button (upper right).

    etiquette 3 – pin-the-bar

    • No pin, just the bar.
    • Tap your face on window to see the bar –
      • Mute volume.
      • Mute picture.
      • Works on self and others.
  • what the mobile app can do for you– user access and case examples

    • Allow Access to microphone and camera.
    • Wi-fi not required – 3G cellular works across the World in our experience in 2014.
    • Earphones, yes. Mic with headset best. Use “talk” button if just headphones.
    • Chat – all, moderators only, private side-bars – may go full screen.
    • Blackboard access – “shared notes” – yes.
    • Super poll-taking section – a delight to use from mobile!
    • Moderators on mobile can make polls very easily!
    • Full retina-hd-video conference (front and back camera) and hd audio (just audio, video or both)
    • q and a – ask questions – yes.
    • View-only content sharing-wise (no media library) – whiteboard, desktop sharing, etc..
    • Cannot download “shared files,” access Admin Panel, or upload files, yet.
    • Creative uses and case examples for mobile app use.

    see the mobile user dashboard inside @seekcollab

    Mobile App Apple Store

    Google Play Android Mobile App

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