Web-meetings - Cept

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Nov 4, 2013 (3 years and 10 months ago)

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1





E
C
O GUIDELINES


on


ELECTRONIC WORKING
ARRANGEMENTS

(EW
A
)


Part
I
I:
Web
-
meetings





















European
Communications Office


February
201
3



2

Introduction


There is a general agreement within the ECC that the efficiency of the ECC working proc
ess can be
increased by making use of the available electronic means.


These
G
uidelines have been developed

by the European Communications Office (the Office, ECO)

in
support of the Electronic Communications Committee (ECC)
working

process via electronic
w
orking
arrangements

(EW
A
)
.


Th
is part

of the G
uidelines contain
s

a basic description of the

proposed ECO solution for web
-
meetings of ECC groups. It does not address the regulatory or procedural aspects.


The proposed
ECO
solution is based on the

GoToMee
ting


platform (
www.gotomeeting.com
)

which
includes:



a

GoToMeeting

application suitable for web
-
meetings
with up to 25 participants, and



a
GoToWebinar

application suitable for remote participation in physical meet
ings and

webinars with up to 1000 remote participants (subject to the Internet connection limitations).





3


The GoToMeeting platform was chosen by the Office during the internal evaluation phase (October


December 2009) as the preferred one out of a num
ber of similar software platforms
which were
available on the market

at that time
.


The Office’s preferenc
e for the GoToMeeting platform wa
s based on the following considerations:

-

GoToMeeting appear
ed

to meet the major requirements to the methods
of work b
y electronic
means formulated by Working Group Regulatory Affairs (
WGRA,
closed
by the ECC
in
December 2011)
, first of all a high level of security and reliability;

-

GoToMeeting seem
ed

to be the easiest one to start using almost without training due to its
simple and user
-
friendly interface;

-

neither administrative rights nor
specialist

software (such as ActiveX or Java) are required to
install and use
the
GoToMeeting, however a permission from the IT department may be needed
for the
GoToMeeting
software inst
allation;

-

GoToMeeting has been used within ETSI for some time and has
shown to be a suitable

tool for
web
-
meetings; there has also been a number of successful trials of GoToMeeting within WGSE
in November and December 2009;

-

GoToMeeting is free of charge fo
r participants; expenses for using it within the ECC are
covered by the Office.

-

technical and user support of GoToMeeting has shown it to be responsive and efficient;



Other parts of these Guidelines as well as the g
eneral framework for using EW
A

in the E
CC working
process
can be found

on the ECC website

www.cept.org/ecc

(see
the picture
below).




Under the guidance of
the
ECC,
t
he Office is responsible for the maintenance of these
G
uidelines.


4

Use of GoToMeeting f
or web
-
meetings


The Internal ECC Report on “Implementation of Electronic Working Methods (EWM) in the ECC
working process” defines
web
-
meeting

(formerly,
web
-
conference
)

in the following way:

“A web
-
conference is a meeting where the participants are not l
ocated together in a physical meeting
room. It is similar to teleconferencing, except that the communications are Internet based and that
software may be used to share meeting documents in real time.”


GoToMeeting application

is particularly
suitable for
w
eb
-
meetings of lower level ECC groups with a
limited number of participants (normally up to 10, the maximum being 25) which do not adopt final
decisions (should the number of participants exceed 25, the GoToWebinar
application
can be used
instead).


It is
possible to connect to a GoToMeeting session
either
using a PC equipped with
a
microphone and
speakers (
a USB
-
headset is highly recommended) or by calling in the session using an ordinary
telephone.
The c
ombination of these two methods is also possible
, i.
e.

using a PC for
viewing/
sharing
documents online while listening and speaking via a telephone.


It is necessary that the organizer of a web
-
meeting

knows all the participants and their e
-
mail
addresses in advance since the participants receive the link a
nd, optionally the password, to join a
GoToMeeting session in an e
-
mail invitation.

Such an invitation
can be

sent out to the registered web
-
meeting participants
by
a
n ECO expert or by
the

web
-
meeting
organizer
or the responsible ECO expert
through the ECC

website
(the
Meeting calendar of the ECC group holding the web
-
meeting
)
.
Alternatively, the invitation can be sent out from the GoToMeeting system (in this case a
new event is
automatically added to the
MS
Outlook calendar of the organizer and the partici
pants who have
accepted the invitation
)
.


Using GoToMeeting/GoToWebinar requires client software installed on your PC.

To test whether this
software can be installed, go to this

webpage

and join a live test session.


To get familiar with the

GoToMeeting
software review the following webpages:



for
GoToMeeting
:
this

w
ebpage

(watch the
“Attendee quick start
” training
video (5 min) and
see the
popular
topics);



for GoToWebinar
:
this
webpage
;



for
IT and
security related issues
:

review the following attachme
nt


IT related
information


Shortly before the
start
of a web
-
meeting

the organizer should log in
to

one of the ECO accounts
(advised by
the responsible
ECO expert) and
launch
the scheduled GoToMeeting session. Either the
whole screen or a relevant

application (e.g. a document or a presentation) should be chosen on the
organizer’s PC for sharing with the participants.



5

Once the organizer has started the session, other participants should be able to connect to it by
clicking on the link which
had bee
n

sent to them in the invitation e
-
mail and, optionally, entering the
password. Alternatively, they can join the session by using an ordinary telephone, dialling the number
and entering the PIN code included in the invitation. In this case a calling partic
ipant will be charged a
fee for a telephone call

(local telephone numbers for a number of European countries can be
optionally provided in the invitation). As mentioned above, c
alling in the session does not exclude the
possibility to share documents with
other participants within the same GoToMeeting session.


Once joined
,

a participant
is requested

to
identify himself/herself

by voice
.
This also helps to check the
connection and give appropriate recommendations to the participants who may introduce the ec
ho
-
effect in case their speakers are placed close to the microphone.


It is highly recommended to use a USB
-
headset. For
those
participants
using

speakers + microphone

setup

instead of a headset
it is recommended to
keep their microphones off (click on t
he green icon
showing a mike on the user’s Control Panel) at all times except when they
are
speak
ing
. This would
also alleviate the issue of possible
background noise.


It is also a good idea, in particular when you are
joining a GoToMeeting session
for th
e first time, to
test the connection in advance of the actual start of the meeting. In case it shows any signs of
malfunction, you can always call in the session through an ordinary telephone, preferably using the
local dial
-
in n
umber.


The

organizer
and t
he participants
should be able to see the list of

the current
participants
on their
Control Panels. The organizer can
also mute/unmute participants.


Through the GoToMeeting user interface,
the

organizer can either give control over the shared
document

to
any of the participants or temporarily make another participant the
presenter
, so he/she
could share
another document
with other participants.


P
articipant of a GoToMeeting session cannot request the floor as there is no “raise hand” button as
opposed to
t
he GoToWebinar application. Instead one has either to intervene in the discussion by
voice or send a text message
(using
the c
hat box)

to the organizer/other participants.


Since participants
of a
web
-
meeting

are supposed to
follow the
shared
document/pres
entation
displayed on the

main

PC, it
is recommended to
hav
e

another laptop nearby
the main PC
which could
be used for accessing
other documents
during the web
-
meeting
:




+










Main PC



L
aptop (optional)




6

W
eb
-
meetings of ECC groups
/ c
orrespondence groups (CGs) should be added to the Meeting calendar
of the relevant ECC group on the ECC website (see an example below):




7

Meeting documents for web
-
meetings should be uploaded to the Meeting documents area of the
relevant ECC group on the

ECC website (see
an

example below)
:






All questions related to the installation and use of GoToMeeting
/
GoToWebinar

should be addressed to
the Office (
eco@eco.cept.org
).