BT MeetMe and WebEx Conferencing Service

Hold the Ctrl button and click on the heading below to take you to that section: About Costs and Savings Get your own account How to get started Support

Last updated: 01/05/2013

About This service, provided by BT, consists of BT MeetMe for audio conferencing and WebEx for web conferencing. BT MeetMe BT MeetMe is an instant conferencing service that requires only access to a phone to enable highly productive meetings with up to 40 participants. For meetings with over 40 participants, we recommend booking a BT Premium conference to assist in managing such a large audience. No prior booking is required for BT MeetMe and conferences can be established in the time participants take to call in. The service is quick and easy to use, and it's available at any time every day of the year. WebEx With WebEx there is no need to meet face to face to review documents. This is an interactive service enabling you to share, discuss and develop documents in real time with your colleagues and suppliers. WebEx is ideal for presentations, online training, brainstorming and so much more. You can also record any WebEx meetings (including the audio if you use BT MeetMe for your WebEx meeting). This will make knowledge sharing that much easier. Both these services are your needs. helped to reduce

very easy to use and can be used together or independently depending on

In 2012 we saved almost 1,000,000 by choosing these services over travelling to meetings which in turn has

our carbon footprint!

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Last updated: 01/05/2013

Costs It is FREE to set up an account. The service is charged for on a pay-as-you-use basis. Service Cost per person per minute Cost for 10 people for 1 hour BT MeetMe Audio Conferencing 4p 24 WebEx Web Conferencing 10p 60 Total Combined 14p 84

Example of Cost Benefit Based on a 1 hour meeting with three people Face to face The chair holds the meeting at their base location and the two attendees travel from separate locations 50 miles away (approximately one hours drive). Cost of total miles travelled 200miles x .17 (average cost per mile) = 34 Cost of total time spent travelling 4hours x 15 (staff hourly rate) = 60 Total cost to have this meeting face to face = 94 BT Audio and Web Conferencing They could instead use BT MeetMe and WebEx to view the documents they need to discuss/edit. Three connections would be required for this. BT MeetMe (audio service) 0.04 x 60 (mins) x 3 (connections) = 7.20 Web Conferencing (web service) - 0.10 x 60 (mins) x 3 (connections) = 18.00 Total cost of conference call: 25.20

Total saving for this one hour meeting: 68.80 CO2 emissions avoided = 60kg

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Last updated: 01/05/2013

Get your own account To request your own BT MeetMe and WebEx account, please email [email protected] (for BB Living Places employees only) with the following information: Full name Job title Contract or Head Office Department Please also note in the email if your request is urgent

Within an hour of your account being set up, you will receive an email directly from BT with your account details and basic instructions on how to get started. You will also be invited to attend a free instructor-led training session. We encourage you to take advantage of this training to get the maximum benefit from this service.

This account will be your own and should not be shared with others. Should you leave the company your account will be closed. If there is someone you think would benefit from having their own account, please email the Sustainability team to set up an account as above.

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Last updated: 01/05/2013

How to get started BT MeetMe

There's no need for special equipment or advance booking, all you need is a touch-tone phone, fixed or mobile. When inviting participants include the following information: Date, time, and time zone of the meeting The UK FreeFone number Your participant passcode, followed by the # sign For any international conference calls, also include the link below for your BT MeetMe Global Access dial-in numbers: http://www.btconferencing.com/balfour/globalaccess/ When starting the meeting, you will need: The UK FreeFone number Your chairperson passcode, followed by the # sign That's it! You and your participants will be joined and your meeting can begin.

6 Top tips for BT MeetMe Top Tip 1: How to make sure you're not interrupted Are people being too noisy on a call while you're trying to speak? Key *5 to activate presentation mode Top Tip 2: How to know how many people are on your conference call. For security reasons, you may want to know who's listening. Key #2 to find out how many people are on the call Top Tip 3: How to avoid nasty surprises. Sometimes you'll want to make sure your conference calls are secure. Key *7 to stop people joining unannounced Top Tip 4: How to bring outsiders into the call at the last minute. Occasionally you may need to get someone on to the call after it has started. Key #3 for our dial out service Top Tip 5: How to leave a call without ending it. You may want to leave a call but still want it to continue after you've gone. Key #9 and your colleagues can continue without you Top Tip 6: How to balance the volume of your callers. Some people are louder than others or have their phone volume too high Key *4 for our volume equaliser

Last updated: 01/05/2013

WebEx

WebJoin is the quickest and easiest way to arrange and join a web conference. Give this WebJoin link to your participants with your BT MeetMe participant passcode. WebJoin link: https://www.webjoin.com/ It will look like this.

As the chairperson, use the same WebJoin link but enter your chairperson passcode to start the meeting.

Once connected you will be able to: Share anything you like on your computer (remember to close your email if you do not wish email alerts to come up during your meeting). Allow a participant to annotate the document or take control of it so they are able to make changes there and then. You then need to save any annotations/changes (if you would like to keep them). Hand Presenter and Host responsibility over to other participants Record meetings

Last updated: 01/05/2013

Main screen (image on next page)

This is where you choose to share either your desktop, which will give your participants sight of your computer and they will see what you see. Or, if you choose to select a specific document/presentation/programme from Share Application, your participants will only have sight of that.

Your meeting participants are shown here. You can make them the presenter or the host by right clicking on their name here.

This is a chat box where participants can make comments or raise questions during a presentation without interrupting. When you are sharing, a message will flash up on your screen telling you that Jo Bloggs has sent you a message.

Sharing When sharing your computer or an application, the WebEx page will minimise to the top of the screen. You will still see it by the green tab sticking out. To access the tool bar, just point your curser on the green tab and it will drop down a little like this

Last updated: 01/05/2013

If you point on the green tab, these are the command buttons that will drop down (this screenshot also shows a menu under the Assign button).

Assign Option Most are self explanatory, but Make Presenter/Host When you select someone to be the Presenter, you are simply handing them the privilege to present what is on their computer. The only time you would need to make someone the host is if you intend to leave the meeting before it is finished. That way it will be able to continue without you. You can also do this in the main screen by right clicking on the participant you want to make a Present/Host. Once they have finished presenting, they will need to make you the presenter (some process) to enable you to take control again. Pass Keyboard and Mouse Control As the host you have sole control of what you are sharing. During the meeting you can hand that control over to another user. If you are working on a document and one of your participants has something useful they could add to the document you can pass keyboard and mouse control over to them (by following the tabs as in the screenshot above). They will then be able to work on your document as if they were in the room with you. You can stop this at any time. Allow to Annotate This simply allows a participant to use drawing tools on your document, eg highlighting You can stop this at any time.

Last updated: 01/05/2013

Recording You can also record either just your WebEx, or your WebEx and audio if you are using the BT MeetMe service as well.

If you just want to record without sound, click on the record button and select Do not record a teleconference. If you wish to record your presentation with sound, select the top option Record other teleconference You will need your BT MeetMe Chairperson details for this.

Next step is to enter the BT MeetMe freephone number and your chairperson passcode only the (Required) fields.

When you are ready, Start Recording. It is not very easy to edit these recordings, so try only start when you know you are ready and end at a sensible point avoiding general chatter before and after the meeting.

Your recording will be available on following link:

Log in Go to the Meeting Centre tab My Recordings

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Support For specific queries or problems with using BT MeetMe or WebEx, contact the BT Conferencing helpdesk directly using the following information: UK Freefone 0800 085 0679 International Direct dial +44 207 262 4117 For help during your call key *0 For any other queries, please contact [email protected]

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Last updated: 01/05/2013