Adobe Connect Best Practices - In Meeting

This document has five main sections. To jump directly to a section, select a link!

  • Audio and Video - introduces proper use of audio and video within Connect
  • Mobile Devices - pros and cons of accessing Connect Pro Meeting Room via a mobile device
  • Recording - recording meetings or lectures in the most efficient way possible
  • Sharing Content - recommendations for presenting content to participants
  • Collaboration -using pods to facilitate meetings in your meeting rooms

Audio and Video

The Meeting Host has the ability to allow Participants to use audio and video (webcam) during a meeting. Enabling audio can be done by entering the meeting room, selecting Audio from the menu and clicking on 'Microphone Rights for Participants.' Enabling webcam can be done by clicking on the action button next to the webcam icon in the menu bar and selecting 'Enable Webcam for Participants.' Presenters will automatically have access to connect audio and start webcam.

To ensure that all Presenter and Participant experiences are optimized, there are a few tips that Meeting Hosts should employ:

  • When Audio is turned on for all participants, the Single Speaker Mode should be turned on within the Audio menu (found within the menu bar of the meeting room). This will only allow one speaker at a time so that no one speaks over another person.
  • When meeting with a large group of people, it may be best to employ the 'raise hand before speaking' classroom behavior.

    • Meeting Hosts, Presenters and Participants alike have the 'Set Status' menu (again found in the menu bar) - this menu contains such emoticons as "raise hand, agree, disagree, etc." that make communicating within a large group easier. These emoticons may be employed to quickly answer questions from Meeting Hosts, Presenters and other Participants.
      • The emoticons show up within the Attendees pod, which will need to be shown
  • When Webcam is turned on for all participants, it is best to have each person pause their webcam while they are not speaking. This will help keep...
    1. All attendees focusing on the person who is speaking, which may cut down on side conversations.
    2. Bandwidth needed to access the room as low as possible while still using video (webcams).
    3. The overall recording size down if the meeting is recorded.

Mobile Devices

When accessing an Adobe Connect Pro Meeting room via a mobile device, please be aware that meeting experience will be differ greatly for mobile devices than those who use computers.  Especially if the mobile device cannot access Flash content. Some pods will work partially or not at all.

ACPMobileDevice.PNG
 

 

Pros Cons
​Can use webcam and view others using webcams (if enabled) Some devices have small screens that will not allow for optimal viewing
Can use audio and hear others using audio​ (if enabled) Dependent upon wireless access
Can see Share pod for non-flash documents​ Cannot view Flash content such as whiteboard, uploaded videos or custom pods
​Can see and use Chat pod Cannot access Files pods
​Can see and use Notes pod (if Presenter) Cannot access Web Links pods
​Can vote using Poll pod ​Cannot see Poll pod results

Recording

  • When Recording and using ‘Video’ pod in which there are multiple hosts/presenters/participants with cameras it is best to have recording ‘breaks’ every 30 minutes. This can be done by clicking on ‘Meeting’ and unchecking ‘Record Meeting…’ or left clicking on the red recording button in the upper right hand corner of the meeting screen and selecting ’stop the recording’. This will break up your meeting session into multiple parts which will make videos easier to stream and ‘make offline’.
    • You can use these breaks to let participants/presenters take a minute or two to stretch, get drinks/snacks, or go to the bathroom. 
    • Once everyone is back and you are ready to begin a new recording, click on ‘Meeting’ and check ‘Record Meeting…’.
  • When Recording and using the ‘Video’ pod for taking attendance, you can use the ‘Enable Presenter Only Area’ (found within the Meeting menu) option and move the Video pod to the Presenter area – this will allow you to view attendees without recording them.
    • In order to move the ‘Video’ pod into the Presenter Only area, you will need to uncheck video in the pods list and re-check video once the Presenter Only area is enabled.
    • This step will be the same when turning off the Presenter Only area and returning video to the main area.
  • When Recording and using the ‘Video’ pod to allow your participants to have a discussion ‘face to face’, you can direct them to pause their camera (camera can be paused or started by mousing over the camera display and selecting pause or play) while they are not speaking (microphone can also be muted by clicking on the drop-down menu area next to the microphone icon and selecting ‘Mute My Mic'). This will help give structure to your discussion group and allow everyone to see who is speaking while ensuring your meeting recording size will remain as small as possible.
  • When you have more than two users involved in your Adobe Connect Pro Room using audio, encourage all users to employ the ‘Hand Raise’ icon to be called upon to speak. This will reduce echo issues as well as help keep your meeting more organized.

Sharing Content

There are a few recommendations Meeting Hosts and Presenters will need to keep in mind when presenting content to Participants.

  • When presenting video within a meeting, it may be best to stream video by providing URL within the ‘Web Links’ pod. Meeting Hosts can also upload video to the meeting using the ‘File’ Pod (users will have to download to view) or share video (if small enough and if video is flash-based) using Share pod, 'Share Document' option. If Host or Presenter attempts to ‘Share Screen’ to allow Participants attendees to view a video on Host's local machine, attendees will not be able to hear the video which may also play choppily.
  • When providing documents for participants to review it is best to use the ‘File’ pod to upload the document(s) to be downloaded at the participants’ convenience.
  • When uploading a PowerPoint presentation to present, the document is converted to work properly within the meeting room, which may remove some formatting and all animations.
  • If you have multiple users in ‘low bandwidth’ situations (using dial-up, Wi-Fi, mobile devices, etc.), you can trade video quality for lower bandwidth by going to ‘Meeting’ and selecting ‘Preferences’. Within Preferences, select Video and change the Video Quality from Medium (default) to Low (decreases bandwidth usage), then select ‘Room Bandwidth’ to change from LAN (default) to either DSL/Cable or Modem, as needed.

If you intend to share your screen/document/whiteboard, please open/find your materials ahead of time to make certain they are available during the meeting.  

Collaboration

There are a few pods which may facilitate collaboration within your meeting room. Not only are there audio and chat capabilities, but there are pods specifically designed to allow Meeting Hosts and Presenters to not only share but modify content as a group.

Share pod

The Whiteboard, share document, and share screen features allow group generation and modification of content.   There are several different supported file types for document sharing.  Please see image below for the full list.  If the Meeting Host wants to have active modification of documents such as Word or Excel, he/she will need to share the screen and then choose an application to share.  Other Meeting Hosts and Presenters will have the ability to request control when they need. 

ACP_Supported_File_Types.png

The Files and Web Links pods

Meeting Hosts and Presenters have the ability to upload content to the meeting room which will allow others to download or navigate to, as needed.

Notes pod

This is another pod which encourages group interaction during the creation of content.  If the Meeting Host has a document they would like attendees to modify more than one attendee at a time, the Notes pod is good to paste excerpts of content into for editing.

For attendees to have access to use Share, Files, Web Links, and Notes pods freely, they will need to have the Presenter role, at the least.