DG CONNECT - HYBRID MEETINGS in videoconferencing rooms

Best Practices / Tips and Tricks / Guidelines

A hybrid meeting is a meeting with participants:

• Partly joining from a meeting room
• Partly remotely connected from a laptop or a tablet
• While all using Webex, Interaction takes place through the collaboration tool connected to
the videoconferencing system.

Participants in the physical meeting room bring their own laptop or tablet only for
chatting or sharing documents such as PPTs/Videos. They join the meeting via the link
in the Email invitation or in the Outlook calendar item.

This requires some new important practices and habits. To ensure the best experience, follow
these guidelines:
1. The DG CONNECT Videoconference team ensures the connection of the room to the
meeting. Therefore, there is no need to connect any laptop or tablet to the installation in the
physical meeting room!
You must mute the microphone and speaker and turn off the camera of your own
device (laptop and/or tablet). If you are a participant in the physical meeting room and you
want to speak, you have to use the meeting room microphone on the desk. Never use the
microphone of your laptop or tablet. When finished speaking, press the microphone button
again to mute.
2. Remote participants must also mute their microphone when they are not speaking.
3. Small practical tips for a better experience:
- Avoid a messy background and desk,
- Make sure all other devices in the room are muted
- Wear neutral, solid-coloured clothing (avoid black, white, or striped tissues)
- If it is a long meeting, bring the charger of your laptop/tablet.