QUICK REFERENCE GUIDE FOR VMR TECHNOLOGY€¦ · • You can think of a Virtual Meeting Room (VMR) as you would think of a physical one: everyone knows where it is, it has a name,

QUICK REFERENCE GUIDE FOR VMR TECHNOLOGY

HETI.NSW.GOV.AU

OVERVIEW

2

1 Choosing the right technology

2 What is a VMR?

3 Creating an account

4VMR for hostsa) Sharing slides or documentsb) Troubleshooting

5 VMR for guests

6 Video conferencing etiquette

HETI.NSW.GOV.AU

WHICH VIDEO TECHNOLOGY IS RIGHTFOR MY MEETING?Video Conferencing has become an important method of communication. Using video technology helps us to

stay engaged, helps to improve communication and re-establish relationships. Making the right choice of

technology can help ensure the meeting is effective.

3

Virtual Meeting Room

WebinarSkype for Business• Meetings with up to 4

people• Can be sent to external

stakeholders• Screen share functionality

Virtual Meeting Room• Meetings with up to 45

people• Can be used across Health• Can share/show documents

during meeting

Webinar• Meetings with up to 100

people• Can be recorded

HETI.NSW.GOV.AU4

WHAT IS A VIRTUAL MEETING ROOM?

• You can think of a Virtual Meeting Room (VMR) as

you would think of a physical one: everyone knows

where it is, it has a name, furniture, collaboration

tools, and a screen to share information.

• A VMR is much the same as physical meeting room.

Instead of having a physical location, it has a virtual

address or VMR number.

• Each VMR has a unique number, like a phone number.

It is 7 digits beginning with a “4”. Each NSW Health

employee can create their own VMR number.

HETI.NSW.GOV.AU

CREATING A VIRTUAL MEETING ROOM ACCOUNT

5

To create a VMR account, go to http://hseh.intranet.health.nsw.gov.au/it-support/video-conferencing to make a Pexip VMR request.

Your request requires approval of your manager and access is subject to terms and conditions. It takes approx. 24 hours for a VMR account to be created. Once you have the account, it is yours forever.

You will be provided with a VMR number, a PIN anda series of unique links for accessing the VMR fromdifferent platforms.

Your VMR number is unique and constant, just asyour phone number is unique and doesn’t change.

HETI.NSW.GOV.AU

HOSTING A MEETING1. Cut and paste the meeting link (your unique link) into Google Chrome

2. Enter your name when prompted (when you first log into a device)

3. Enter your five digit PIN

4. Check that your microphone, speakers and camera are on

5. You are hosting a meeting!

6

You can host a meeting in a Video Conferencing enabled room,however using Google Chrome provides more options for the host.

HETI.NSW.GOV.AU

SHARING SLIDES OR DOCUMENTSSharing documents in your VMR is simple, just save your documents as a PDF.

1. Whilst logged in to the VMR, click on the "present files" icon on the menu bar

2. Drag and drop your PDF into the white box, or

3. Click on the blue plus icon to upload a file from your folders

4. Click on the blue "present" icon

You can use the arrows on your screen to move forward through the document.

7

Tip: You can only share PDF documents.Make sure you save your slides as a PDF before your meeting.

HETI.NSW.GOV.AU

SHARING YOUR SCREENYou can share your screen with your guests in a VMR.

1. Whilst logged in to the VMR, click on the “share my screen" icon on the menu bar

2. Select the screen you wish to share

a) Don’t share the VMR screen! Things will get weird!

3. Click on the blue “share” button to enable your guests to view

your screen

4. Click on the “share my screen icon again to stop sharing.

8

HETI.NSW.GOV.AU9

MUTE ALL GUESTSIf you are making a longer presentation or have a lot of participants, muting all guests may increase the quality of the experience. It means that only the meeting host can be heard.

• Once you are set up as host, you can click the settings

option by clicking on the three dots at the top of the menu

column. This will open settings. There is an option to “mute

all guests”. This will mean only the host can be heard.

The host will be heard by everyone, but won’t hear any of

the participants.

The guests won’t hear each other, but will hear the host.

• You can turn this off when it is time for questions.

HETI.NSW.GOV.AU10

Tip: If you unplug or change your microphone or headset, it will oftenrevert to default.

SELECT YOUR MICROPHONE(IF GUESTS CAN’T HEAR YOU) OPTION 1

You may need to select your microphone as the default option may not

work. This is common if you are using a headset.

1. Cut and paste your unique link into Google Chrome

2. Enter your five digit PIN

3. Show the side panel on the left

4. Click on the three dots (…) to open the menu bar

5. Click on “Select media devices” with the camera icon

6. Change your microphone from default to a different option

7. Your guests can now hear you.

HETI.NSW.GOV.AU11

SELECT YOUR MICROPHONE(IF GUESTS CAN’T HEAR YOU) OPTION 2

You may need to try a different process to select a different microphone as the first option may not work.

1. Disconnect from your meeting by clicking on the red disconnect button

2. On the Welcome Back "Your Name" screen, click continue

3. You should come to a video screen. There are four options –content, video, voice and three dots (…) for settings

4. Click on the three setting dots to open the menu on the right

5. Click on the microphone option and choose a Jabra Link microphone. The default microphone setting is not your laptop.

6. Confirm that the microphone is on and displayed in green

7. Paste your conference link again into Google Chrome

8. Enter your PIN and you are good to go!

VIRTUAL MEETING ROOMSQUICK REFERENCE FOR GUESTS

HETI.NSW.GOV.AU13

Tip: The VMR number is 7 digits

FOUR WAYS TO JOIN A VIRTUALMEETING ROOM (VMR)

1Link to a VMR via Google Chrome web browser: Copy and paste the VMR web link into Google Chrome: https://conference.meet.health.nsw.gov.au/webapp/#/?conference=VMRnumberOr, go to the PEXIP Homepage: https://conference.meet.health.nsw.gov.au. Click on the green“video” and enter the VMR number into the “search to call” box.This is the most effective way of joining the meeting.

2 Dial into a VMR from a Video Conferencing enabled room: Dial the VMR number from the video conferencing table.

3 From a telephone (audio only): 02 9842 2500, then VMR number #

4Using Skype for Business: Type [email protected] into the “find someone” search bar, and click on the video or phone icon.

HETI.NSW.GOV.AU

JOIN A MEETING USING A WEB BROWSER1. Open Google Chrome

2. Cut and paste the unique VMR link (sent by meeting host) into yourGoogle Chrome browser

3. When prompted, enter your name

4. Click the green “join” box. No PIN is needed

5. Check your microphone and speakers are on

14

Tip: If you are not actively participating in the meeting, muting your microphone is a good idea. There is a menu on the video screen. You will see the microphone icon. Clicking this will mute your microphone. You can also mute your camera in the same way.

HETI.NSW.GOV.AU15

DO DON’T

• Think about how you look and sound to other people

• Select a good camera angle. Its best to have the camera at

eye level or above if possible

• Make sure the lighting on you is strong

• Check the position and sensitivity of your microphone

• Use the mute button

• Look into the camera when you are talking. This is how

you maintain eye contact

• Find a strong Wi-Fi spot. Internet connections will be very

important

• Dress professionally

• Have your VMR on a different screen to your camera.

Ensure you are facing the camera

• Carry on side conversations. That includes tuning out of

the present conversation to talk to someone else sitting

next to you, on the phone, in an IM chat, etc.

• Check or read emails or peruse articles while on the video

call

Video Conferencing is quickly becoming very common.How you are displayed on camera will be perceived in the same way as your body language and presentation in a physical meeting.

VIDEO CONFERENCING ETIQUETTE

HETI.NSW.GOV.AU

VMR TIPS AND TRICKS• Save your host VMR link into your Chrome bookmarks bar for easy access.

• Think about whether your Headset or laptop microphone and speakers work best, for you and your guests.

• Switch off your self view (the box showing yourself) if you feel awkward. You don’t have to look at yourself

on screen.

• Make sure you have powered up. Check the power cords for your headset and laptop.

• Microphone and speaker settings tend to change if you disconnect or unplug things.

• You can turn off or mute your camera if people don’t need to see you.

• Think about your notification settings while you are in a meeting. Do you really need a notification that you

have received an email?

• Sit up straight and smile

• Face the windows, they are your best source of light. Never sit with your back to a window.

16

HETI.NSW.GOV.AU