Design

Unabhängig vom Thema Webkonferenz oder -vorlesung sind diese vier Rollen stets vertreten:  

Organizer role - This role is responsible for planning and providing the offer. In addition to the technical configuration, it is also responsible for communicating the agenda (goals, agenda) and, if necessary, enriches it with rules of conduct (guidelines, etc.).

Moderator role - The moderator - also known as e-moderation in web conferences/lectures - takes on the task of accompanying the group so that appropriate cooperation with the set objectives is possible. The tasks of this role are on the one hand to accompany the technical barriers (e.g. sound check in advance) but also to accompany the content, for example in the event of questions from the participants. "Giving the floor" is not just an empty phrase in video conferences.

Presenter role - This role refers to the actual content in addition to the technical and organizational content of the moderator role.  

Participant role - All attendees who do not belong to the roles listed above.

Depending on the conference or lecture, but also the size of the group and the complexity of the task to be completed, there are different combinations for the above roles. Here are some possible ones for orientation:

Role delegation - The organizer can, for example, delegate all other roles in meetings (web conference) and also in a training course (web lecture). Alternatively, they can also take on the roles of moderator and presenter in addition to the role of organizer.

Technical & content expert - Depending on the complexity, size and level of knowledge of the group, it is also advisable, for example, to split the role of moderator into a technical and a content component (split tutor). In this way, one person takes on the technical welcome (e.g. sound check) and introduces certain rules of conduct. Another person then takes over the content-related moderation, possibly combined with the role of presenter. The technical expert can then monitor the parallel chat channel in the background, view messages at the same time and pass them on to the content expert.

Double floor - For joint moderations, it is always advisable to have a second technically independent exchange channel. Cisco Webex is particularly suitable here, as there is an independent area for short messages alongside the current web conference/lecture.

Active participants - Participants can also be temporarily assigned the role of presenter by the moderator, e.g. for short presentations or similar.

Web conferences/lectures are heavily dependent on the technology; on the one hand, a good infrastructure (server) is necessary and, on the other hand, good connections (DSL, VPN, etc.) are required in order to work together with as few barriers as possible without major dropouts. As participants in a conference/lecture, we often have little influence on the servers and the current network speed. The following points are therefore suitable as a kind of guideline or as rules of conduct for constructive cooperation in web conferences/lectures:

Your own technical check in advance - To test your network connection (LAN, WLAN, LTE, etc.), you can use the test Cisco Webex Netzwerk

which opens in a new window.

Power supply - Online events can consume a lot of energy depending on their duration. Having a charger nearby is a good idea.

Content preparation - When does it start? Where do I have to register (URL)? Is there already an agenda? What are my tasks? What else do I need to pay attention to?

Your own picture- If you want to activate the camera in the meeting, it is advisable to check what you can see in your own preview before starting the meeting. You can also set a background by clicking on "Change background" in the top right-hand corner of your own preview. You can find a simple background of the TH OWL here. Further background information on the TH OWL can be found on the web pages for forms of Department V "Communication & Marketing" on the university intranet. This link is therefore restricted to access within the university network: Webex background images (Department V).

Punctuality - Please always be on time. Depending on the size of the group, the first 5-15 minutes will be used for the technical check.

Restraint - Be reserved when entering an online event and concentrate on your access (image & sound) but also on other available tools such as a text chat. Don't start ranting right away: "HELLO SOMEONE AT HOME?". Instead, wait to be addressed.

Headset - Always use a headset to keep distracting noises (vacuum cleaner, children, loudspeakers, etc.) to a minimum. It doesn't have to be an expensive branded headset. Most smartphones, for example, are supplied with headphones with integrated microphones that are perfectly adequate.

Microphone off - This point also fits under the above point on restraint. First switch off your microphone so that it does not make any disturbing noises when you enter. With a technical check, you will receive feedback from the moderator about your image and voice quality. After the technical check, switch the microphone back to mute until you are given the floor.

Request a technical check - The organization of an online event does not always provide for a technical check. If this is the case, ask whether you are easy to understand and see before you start speaking.

Awareness - An online event is a socially poor event, nobody perceives you in the same way as in a face-to-face event, for example (gestures, facial expressions, body language, etc.). With this in mind, try to make use of the few opportunities that exist to present yourself: "A current picture", "Your video channel for an insight into your office", "Your correctly filled out name (not: BWL-Studi-204)", "A short message in the text chat such as 'Hello everyone, I'm looking forward to today's event! Of course, these actions are always strongly dependent on the content and topic of the respective online event and are not generally valid.

Feedback - Use the available feedback tools to relieve the audio channel and also to avoid large moderation rounds (flash light method). Cisco Webex provides numerous symbols for this purpose: A green tick to say "I agree", a red cross to say "I don't see it that way", other icons for messages such as "Please speak faster", "Please speak slower",... As always, such tools must of course first be made known and the use of them practised (keyword: online socialization).

Image reduction (video) - A video transmission requires many times more power than a pure audio transmission. It is therefore sometimes helpful to deactivate the video channel. The presentation of files is of course still possible.

• Home - Navigate back to the home page of this documentation
• Procurement - Procuring and setting up Cisco Webex
• Telephony - Cisco Webex as a mobile business phone
• Conferencing - Cisco Webex for web conferences/lectures
• Chat - Cisco Webex for short messages
• Networking - Cisco Webex for contacts and calendar appointments
• AddOns - Cisco Webex and additional software
• Design - Planning an online event
• Kompact - Cisco Webex Dos & Don'ts

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