The document provides steps for hosting online meetings using IBM Meetings. It outlines the steps to take before, during, and after a meeting including installing the Meetings plugin, inviting participants, starting audio/video, sharing screens, conducting polls, recording meetings, and generating/sharing meeting reports. The document gives detailed instructions on the tools and features available in IBM Meetings to effectively conduct and manage online meetings.

1. A New Way to Work
Lisa Learned, Enterprise Social Solutions, IBM Technical Sales
November 15, 2015
IBM Meetings Training

2. IBM Meetings
...tablet or phone....tablet or phone.
Online meetings offer
high-definition audio and
video and document,
application and screen
sharing from your
desktop, laptop...
Online meetings offer
high-definition audio and
video and document,
application and screen
sharing from your
desktop, laptop...
http://ibmcloud.com/social

3. 1. Before the Meeting

Install the Meetings Plugin

Invite people to your meeting

Launch the Meeting Room

Set a meeting password

Allow external participants

Set Meeting Room Permissions

Upload Files to the Library

Create survey questions ahead of time
Agenda
3. Ending the Meeting

End the Meeting for All

Generate a Meeting Report

Optionally remove room content
2. During the Meeting

Add Audio/Video

Start Recording

Share a file, your screen, an application,
or a frame

Take control of a participants screen

Respond to chat questions

Capture important points and action
items in the chat box

Send out a poll and share responses

Leave meeting and come back
4. After the Meeting

Share the meeting report

Share the meeting recording

4. Host Prep – Install the Meetings Plugin
3. Download the meetings
plugin to your desktop
and install
3. Download the meetings
plugin to your desktop
and install
2. Navigate to Apps -
Meetings
2. Navigate to Apps -
Meetings
1. Login at
ibmcloud.com/social
1. Login at
ibmcloud.com/social

5. Host Prep – Invite People to your Meeting
Your meeting room has a
permanent URL Send this
link to meeting
participants to join
Your meeting room has a
permanent URL Send this
link to meeting
participants to join

6. Host Prep – Launch the Meeting Room
Click Host a Meeting.
(you can also do this from
the Home page)
Click Host a Meeting.
(you can also do this from
the Home page)

7. Host Prep – Set a Meeting Password
Password protect your
meeting room for extra
security. Participants will
be prompted to enter the
meeting password before
they can enter
Password protect your
meeting room for extra
security. Participants will
be prompted to enter the
meeting password before
they can enter

8. Host Prep – Allow External Participants
1. Select:
Anyone, including guests
without membership to
allow external participants
(guests) to join your
meeting.
1. Select:
Anyone, including guests
without membership to
allow external participants
(guests) to join your
meeting.
Note:
“All members including
members outside my company”
is used infrequently and only if
all particpants are Connections
Cloud subscribers.
Use “Only members from my
company” if your meeting is
company confidential.
Note:
“All members including
members outside my company”
is used infrequently and only if
all particpants are Connections
Cloud subscribers.
Use “Only members from my
company” if your meeting is
company confidential.
2. Then click Start
Meeting
2. Then click Start
Meeting

9. Host Prep – Set Meeting Room Permissions
1 Set Meeting Room
Permissions
1 Set Meeting Room
Permissions

10. Host Prep – Set Meeting Room Permissions
2. By default all
participants will be able to
upload documents to the
library and download
documents from the
library. If you would like
to restrict those
permissions do that here.
2. By default all
participants will be able to
upload documents to the
library and download
documents from the
library. If you would like
to restrict those
permissions do that here.

11. Host Prep – Upload File(s) to the Library
2 Click the Add File icon
to upload a new file to the
library for easy sharing on
the Meeting Room
whiteboard
2 Click the Add File icon
to upload a new file to the
library for easy sharing on
the Meeting Room
whiteboard
1. Select the folder icon to
display the Meeting Room
Library
1. Select the folder icon to
display the Meeting Room
Library

12. Host Prep – Create Poll Questions Ahead of Time
3. Construct the poll
Question and Answer
Choices.
3. Construct the poll
Question and Answer
Choices.
1. Select the folder icon to
display the Meeting Room
Library
1. Select the folder icon to
display the Meeting Room
Library
2. Click the poll icon2. Click the poll icon
4. Click Save to Library.
The poll question will be
saved to the library and
you will be able to send it
meeting participants
during the meeting
4. Click Save to Library.
The poll question will be
saved to the library and
you will be able to send it
meeting participants
during the meeting

13. During the Meeting – Start Audio / Video
Use the phone icon to
start the meeting
audio/video.
Check Make this a video
enabled session and
Then select Start call with
my computer
Once the call is started
the participants will be
able to join by clicking the
phone icon as well
Use the phone icon to
start the meeting
audio/video.
Check Make this a video
enabled session and
Then select Start call with
my computer
Once the call is started
the participants will be
able to join by clicking the
phone icon as well

14. During the Meeting – Start Audio / Video
A video panel is added
and you can see
participant video when
they join the call
A video panel is added
and you can see
participant video when
they join the call

15. During the Meeting – Start Recording
1. To start recording click
Record.
1. To start recording click
Record.
2. Select the playback
video format
2. Select the playback
video format
3. Click Start Recording3. Click Start Recording

16. During the Meeting – Share a file
1. Click Start Sharing and
choose File
or
1. Open the meeting
library, select the file in
the list and click Share
1. Click Start Sharing and
choose File
or
1. Open the meeting
library, select the file in
the list and click Share

17. During the Meeting – Share a file
2. Whiteboard tools allow
you to advance slides,
display a pointer and mark
on slides
2. Whiteboard tools allow
you to advance slides,
display a pointer and mark
on slides
3. When you are done,
stop sharing
3. When you are done,
stop sharing

18. During the Meeting – Share an Application or Screen
1. Click Start Sharing and
then select My Screen...
1. Click Start Sharing and
then select My Screen...
2. Choose what to share,
the entire screen or just a
running application
2. Choose what to share,
the entire screen or just a
running application
3. If you selected a
running application,
choose the application
from the list
3. If you selected a
running application,
choose the application
from the list

19. During the Meeting – Share an Application or Screen
4. The Sharing Tools
Window will show you
what part of your desktop
is currently showing in the
meeting. Click Stop to
quit screen sharing. Click
Select to change what you
are sharing.
4. The Sharing Tools
Window will show you
what part of your desktop
is currently showing in the
meeting. Click Stop to
quit screen sharing. Click
Select to change what you
are sharing.

20. During the Meeting – Take Control of a Participant's Screen
1. Ask the participant to
share their screen
1. Ask the participant to
share their screen

21. During the Meeting – Take Control of a Participant's Screen
2. The participant chooses
how much of their screen
you can see and control
2. The participant chooses
how much of their screen
you can see and control

22. During the Meeting – Take Control of a Participant's Screen
3. The participant then
clicks Give Control and
selects your name from
the drop down list
3. The participant then
clicks Give Control and
selects your name from
the drop down list

23. During the Meeting – Take Control of a Participant's Screen
4. You'll receive a
notification asking if you
Accept control. Click
Accept.
4. You'll receive a
notification asking if you
Accept control. Click
Accept.

24. During the Meeting – Take Control of a Participant's Screen
5. You can now type into
the participants
application and control
their cursor.
5. You can now type into
the participants
application and control
their cursor.
6. The participant can
reclaim control at any
time.
6. The participant can
reclaim control at any
time.

25. During the Meeting – Respond to Chat Questions
2. Chat questions and
answers can be captured
in the discussion area
2. Chat questions and
answers can be captured
in the discussion area
1. Select the Meeting
Stream panel
1. Select the Meeting
Stream panel

26. During the Meeting – Capture Action Items
You can flag items in the
discussion as action
items.
You can flag items in the
discussion as action
items.

27. During the Meeting – Conduct a Poll
1. Select the Meeting
Library panel
1. Select the Meeting
Library panel
2. Select the poll and then
Send Poll
2. Select the poll and then
Send Poll
3. View the poll result and
optionally, save them to
the meeting report.
3. View the poll result and
optionally, save them to
the meeting report.

28. During the Meeting – Leave and Come Back
You can leave the meeting
without ending it for the
rest of the participants
and come back later
You can leave the meeting
without ending it for the
rest of the participants
and come back later

29. Ending the Meeting – For All
To end the meeting and
kick everyone out, select
End Meeting for All
To end the meeting and
kick everyone out, select
End Meeting for All

30. Ending the Meeting – Generate a Meeting Report
1. When you End the
Meeting, select Create a
meeting report and save it
to My Files.
2. You can rename the
meeting report
3. Then click End Meeting
1. When you End the
Meeting, select Create a
meeting report and save it
to My Files.
2. You can rename the
meeting report
3. Then click End Meeting

31. Ending the Meeting – Generate a Meeting Report
The meeting report is
saved in RTF format
The meeting report is
saved in RTF format

32. After the Meeting – Share the Meeting Report
2. Click More2. Click More
3. Click Share3. Click Share
1. Navigate to Apps –
My Files
1. Navigate to Apps –
My Files

33. After the Meeting – Share the Meeting Report
4. Add the names of
people and communities
with whom you want to
share the report
4. Add the names of
people and communities
with whom you want to
share the report
5. Click Share5. Click Share

34. After the Meeting – Share the Meeting Recording
2. Scroll down2. Scroll down
1. Navigate to Apps –
Meetings
1. Navigate to Apps –
Meetings

35. After the Meeting – Share the Meeting Recording
3. Download the recording
to your desktop and
upload it to your Files to
share it.
3. Download the recording
to your desktop and
upload it to your Files to
share it.

36. Thankyou