Tag Archives: OCS

OCS – Communicator and LiveMeeting

23 Dec

At the end of 2010, I particpated in the OCS training rollout. What I noticed working with learners was a need for best practices and general guidance with using Communicator and LiveMeeting.

Although some learners had used this software before, others had not. This meant that any training material had to cater for this wide demographic.  

Here are my suggested best practices for using LiveMeeting:

  • If giving a presentation, conduct at least one dry run of your presentation prior to the live session.
  • Create your polling slides ahead of time.
  • Upload handouts to distribute to the attendee(s) prior to the meeting.
  • Login to the meeting 10-15 minutes prior to the start.
  • Disable your screen saver, instant messengers, and email notifications.
  • Open the programs/documents you will be sharing before the meeting starts.
  • Close unused programs/documents.
  • Connect with the audience before the start of your meeting through teleconferencing.
  • When using the phone, use a headset if possible.
  • Keep any papers away from the phone.
  • When not talking, keep the phone on mute.
  • For large meetings have one or two people logged in as back up for the Presenter to monitor text questions, polls, and audience feedback.
  • When presenting, plan for interaction at least every 10 minutes.
  • When starting the meeting, orient the attendee(s) to Live Meeting, reviewing how the attendee(s) can ask questions during the session.
  • Plan time for addressing questions and share the plan with the audience.
  • Use the annotation tools to emphasize key points, point out particular items, and keep your audience engaged.
  • Move slowly between applications to allow for a smooth transition for the audience.
  • Determine whether Live Meeting or Office Communicator is the best tool for collaboration.
  • If applicable, amend Attendee Permissions.
  • Use the Whiteboard to engage with your collaborator.
  • If applicable, save the Shared Notes when the meeting is complete.
  • Remember to select Exit and End Meeting.

Here are my suggested best practices for using Communicator:

  • When initiating an instant message (IM), your first message should state the topic and ask the other person if they have time to IM with you.
  • IM is conversational. Don’t worry about strictly taking turns, or ensuring that every line in an IM session to be grammatically accurate and spelled correctly. This will only slow down conversation.
  • Use emotions to provide context around the text of your messages.
  • Don’t use all capital letters to type your message. It’s the IM equivalent of shouting.
  • Don’t invite someone to join a multiparty IM session in progress without first asking the others in the session if it’s OK to do so.
  • When you need to focus on high priority tasks, set your IM status to “Busy”.
  • If a contact has set their status to “Busy”, refrain from sending them a message unless it is urgent.
  • Use Access Levels to control the presence information that others see.
  • To make your mobile phone available to a contact, assign the contact to a Team or Personal Access Level.
  • When do you need permission to add someone to your contact list? If they are a member of your team, your manager, a partner, or someone you work with a great deal, it is generally considered all right not to ask for permission.
  • Don’t be offended if someone removes you from their contact list. It just means that they are trying to trim their list to those with whom they communicate regularly. Your contact list should be dynamic.
  • Avoid having too many “goodbyes” as you and your colleague attempt to end the conversation. The first person to indicate an end to the conversation is usually enough.
  • When saving an instant message conversation, select File, Save as Email – the conversation will be saved in the Conversation History folder in Outlook.