Co-Hosting a WebEx Meeting from Different Locations: Tips for Success

April 19, 2011 - 1 Comment

You and your partner are planning a big WebEx presentation and you plan to co-host – but you are in different locations. No problem, that’s easy to do. There are a few tips you’ll want to use to make sure co-hosting goes off without a hitch.

1. Make sure you include your partner as an alternate host for the meeting.
When you schedule the event, you can add your partner’s name and email (details here). This allows your partner to start and continue the meeting if you, the primary host, are late or if you accidentally disconnect from the meeting.

2. Jump on a WebEx and prepare.
You can go into Meeting Center and collaborate on creating polls, adding a welcome screen, load and agenda. To see those tools, you will need to use the Meeting Center view. Find out more about that here.

3. Day of presentation, clean up your desktop.
If you plan to share control of the meeting – passing the ball back and forth so you can both take turns presenting – be sure you both have extraneous applications closed. Things like email, IM, browser tabs can let you share a little more than you planned to as soon you desktop share. Alternate hosts are most likely to forget to do this so don’t forget!

4. Share chat duties.
Co-hosts are in a much better place to manage chat. As your partner presents, you can handle questions and chat. You can learn more here.

On a personal note, I want to thank Theresa Champagne for tweeting us about co-hosting. She had a set of great questions that made me realize we could use a quick post with a few tips. The moral: don’t hesitate to ping us on Twitter or Facebook. Your questions help us spread the word to other WebEx users.

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  1. We co-hosted a large webex today, two different sessions, to more than 200 attendees. Is there a way to turn off the attendee announcement and the notification beep for when they log on (and off) of the meeting? We had the ## mute done, but the notification chime still came across- and people logged in up to 15 – 20 minutes late, and started logging out 10-15 minutes before it ended and this was terrible distracting…..

    Thank you!!
    Roni Kean
    Ontario Good Roads Association