Watch an instructional video that covers WebEx and MS Team here.
Due to circumstances resulting from COVID-19 (coronavirus disease) a historic number of employees are rapidly transitioning to remote work. Webex meetings have never been more vital for staying connected. This is also putting a tremendous strain on regional internet service providers and telephony providers which may result in telephony incidents or service degradation at certain peak times. |
Let participants join earlier
Set the Meeting or Event preferences so participants can join 15 minutes prior. When participants can join earlier, there is more time to triage and remediate any technical issues such as non-working microphones or cameras.
This setting cannot be changed once a Meeting or Event is scheduled. If you change this setting for one Meeting or Event, the option you set it to will become the default for each subsequent Meeting or Event you schedule unless you change it. |
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Minimize Background Noise
Background noise from participants who have not muted their lines can be identified by monitoring the participant list for small, curved blue lines.
Hosts can mute these participants themselves by moving their cursor over the participant and clicking the mute icon.
Check your WebEx settings when accessing the meeting
There are audio and video settings that can be adjusted when accessing a WebEx meeting. Be sure these settings are correctly set up prior to clicking the Join button otherwise you may experience an echo. Echoes are caused when WebEx recognizes two distinct audio inputs such as when a host or participant calls into a WebEx meeting but has not changed the default settings to not use the computer audio.
Echoes are disruptive for everyone on the call. It is best practice to ensure your settings are correctly set up before joining a meeting. Headphones can also be used to prevent echoes.
We realize that many NYSERDA staff are getting requests from external parties to attend virtual meetings on many different platforms, including WebEx, Zoom, GoToMeeting, Microsoft Teams and others. Here are some tips from NYSERDA Data Governance and Information Security:
NYSERDA employees can attend a webinar, virtual meeting, or conference call using a third-party application, as long as Confidential information is protected.
Many third-party virtual meeting applications fail to incorporate end-to-end encryption to protect data and do not locate their servers in the US (per New York State security requirements, all NYSERDA data must be stored in the Continental United States). In addition, they may sell user data for profit, and track user activity.
Please keep confidential information secure when attending a third-party virtual meeting.
To initiate a virtual meeting to conduct NYSERDA business, please use WebEx. Info on WebEx is located at Working Remotely