Hosting a Web Conference

You may have heard or used the terms webinar, video conference, synchronous online meeting, or virtual meeting. These terms are all synonymous with Web Conferencing, and hosting a web conference is the primary tool used to connect instructors with students for online synchronous classes.

Whichever term you use to describe how you connect in real-time with your instructors, students, and peers, always remember the EEEEs of Web Conferencing: Equipment, Environment, Etiquette, and Effective Practices. The EEEEs of Web Conferencing are universal across all software platforms and apply whether you are the host or an attendee.

Cuyahoga Community College supports Blackboard Collaborate Ultra and  Webex Meetings web conferencing software.

For a curated a list of resources related to pedagogy, please visit our Online Synchronous Teaching and Learning Resources page.

The EEEE's of Web Conferencing

Equipment

• Make sure you have all necessary web conferencing equipment
• Use a headset with microphone to eliminate background noise
• Test your equipment prior to starting the session to ensure everything is working properly
• Use a hardwired internet connection and not a wireless connection
• Have your device plugged in to power; battery use can affect quality

Environment

• Eliminate other noises as best as possible (A/C, fans, dishwasher, washing machine, TV, radio)
• Have a light source in front of you versus behind so you are not in shadow
• Be centered in the view with the top of your head close to the top of the view
• Eliminate any background objects that are not appropriate to be visible to participants
• Dress in the same manner as you would in a face-to-face situation
• Avoid clothing with small repeating patterns (pinstripes, houndstooth, small checks, etc.)
• Wear clothing in strong contrast with background to stand out

Etiquette

• Look into the camera, not your screen, when speaking (this will take some practice)
• Mute all participants except for the person speaking
• Minimize distractions around you
• Allow time for participants to ask questions
• Limit side conversations
• Let participants know if the session is being recorded
• Have applications needed for the lesson open and ready to be cued up

Effective Practices

• Reserve synchronous class time for interactive/collaborative activities (pure lectures can be recorded and uploaded to Mediasite as "on-demand" videos)
• Interact with students every 3-5 minutes during lecture
• Close all other applications not relevant to the lesson prior the start of the meeting (emails)
• Send information agenda/content to participants ahead of time
• Be clear with participants on how to use the different functions they will need in the session, describe the steps
• Have the session open on another device (smartphone/tablet) as a participant to see what others see
• Have a backup plan if there are technical issues
• Have a backup plan for participants with technical issues, give them joining options using their computer, smartphone and/or other device
• Have all documents and content open and prepared prior to the session
• Direct questions to a specific individual
• Practice!