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Re: WebEx reservations for Working Group and Task Force calls

From: Michael Cooper <cooper@w3.org>
Date: Mon, 11 May 2015 10:12:48 -0400
Message-ID: <5550B8E0.8000700@w3.org>
To: "lisa.seeman" <lisa.seeman@zoho.com>
CC: Janina Sajka <janina@rednote.net>, Andrew Kirkpatrick <akirkpat@adobe.com>, Joshue O Connor <joshue.oconnor@cfit.ie>, "Richard S. Schwerdtfeger" <schwer@us.ibm.com>, Joseph Scheuhammer <clown.idi@gmail.com>, Member Archive <www-archive@w3.org>
Yes. The invite went to lisa.seeman@zoho.com. You might want to check 
spam folder settings etc. I can forward the invite, but it would be 
better to sort out why you didn't receive it so you can receive updates 
in the future. Michael

On 09/05/2015 11:50 PM, lisa.seeman wrote:
> Hi Michael
> Was I also meant to get an email directly from webex?
> All the best
> Lisa Seeman
> Athena ICT Accessibility Projects <http://accessibility.athena-ict.com>
> LinkedIn <http://il.linkedin.com/in/lisaseeman/>, Twitter 
> <https://twitter.com/SeemanLisa>
> ---- On Fri, 08 May 2015 21:20:13 +0300 *Michael 
> Cooper<cooper@w3.org>* wrote ----
>     As you know, the W3C Zakim teleconference bridge will soon be
>     decommissioned. As a supposedly interim solution, W3C will use
>     WebEx for teleconferences. I am about to schedule WebEx
>     reservations for the groups in my area of responsibility. For each
>     reservation, I will have the system send the chair / facilitator
>     of that call information about the reservation, for you to include
>     in your agenda. This message is to let you know to look out for
>     those messages and explain why you'll be seeing them.
>     A number of notes about this:
>       * Please keep the mail you receive from WebEx. I do not know of
>         a lookup service to find information about a given call if you
>         forget it. As the scheduler of these calls I can look it up if
>         needed, but it would involve a loop without guaranteed fast
>         response. It will be best for you to save the email in some
>         place you know to look.
>       * I am scheduling calls that I can remember. I don't attend all
>         calls so may forget about some I need to schedule. Please ping
>         me if you don't get a WebEx reservation within an hour of this
>         message for a call you need to keep running.
>       * I am not at the moment scheduling WebEx reservations for joint
>         task forces, because I don't want to cross wires with the
>         staff contact of the other group. If you would like me to be
>         the one to set up the reservation for a joint task force, let
>         me know. I will also try to check with the staff contacts of
>         joint task forces to work it out with them directly, but it's
>         best if facilitators work directly with whichever staff
>         contact they want managing the call. This matters because only
>         the person who originally scheduled the call can make changes
>         to it, so you should work with whichever staff contact is
>         closer to that particular group (sometimes me, sometimes not).
>       * WebEx does not allow us to choose the meeting code, so we
>         can't get mnemonic codes. Each meeting will have a different 9
>         digit code, but recurring meetings will have the same code
>         week to week. So while each different meeting will have a
>         different code, the connection information for a given meeting
>         is the same week to week and you can copy forwards from your
>         agenda messages. Because we will not have mnemonic codes and
>         there will be different codes for each of the several W3C
>         meetings some people attend each week, it will be important to
>         provide the full connection information in each week's agenda.
>         Note there is also a URI to join the meeting which some people
>         will be able to use without needing the code, you should
>         include this in your agenda also.
>       * WebEx uses a meeting "password" in addition to the code. The
>         password is something I can choose and will try to make
>         obvious choices for our meetings, and it will be in the
>         automated mail you receive. Let me know if you prefer a
>         different password.
>       * I strongly recommend you test the WebEx system with your group
>         within the next couple weeks, if you have not already done so.
>         There will be some startup pains as people figure out what
>         connection method works for them, get their devices working
>         with the WebEx tools, get out of the habit of using Zakim,
>         etc. Scheduling time in an upcoming agenda where you can test
>         the WebEx system, while also having the Zakim bridge open so
>         people can fall back to it and say "help" will help smooth the
>         transition.
>       * My understanding is Zakim will be decommissioned at the end of
>         June. You can switch to WebEx at any time before then if you
>         like, once you have tested it out with the group. If you do
>         not test it out before the end of June, you will be forced to
>         switch anyways and should expect some bumps at that time.
>       * WebEx has features beyond audio teleconferencing, such as
>         screen sharing, whiteboard, chat, video, closed captioning,
>         file transfer, etc. In my initial experiments with WebEx I
>         have found that these features can be very distracting if not
>         well managed, and as far as I can tell it's not possible to do
>         things like only allow one person to share their screen -
>         anybody else can just take over at any time which really
>         interrupts a presentation. So for the moment I am setting up
>         meetings with most of these features turned off. If you would
>         like your meeting to support one of these features, let me
>         know and I can turn it on.
>       * WebEx defines a "host" that has some extra call management
>         abilities. There can only be one host at a time, which I
>         believe is either the first person to join the meeting, or
>         somebody with a code that allows them to take over the host
>         role. Initially I plan to be the "host" while we work out
>         kinks, but will give chairs / facilitators the host code so
>         you can manage your call. *Please do not share the host code
>         for your meeting with participants, as chaos could ensue.*
>       * Although the Zakim teleconference bridge will disappear, the
>         zakim IRC bot will not. It will not longer be able to identify
>         callers, but its agenda and queue management features will
>         still work. The current expectation is that groups will
>         continue to use the usual IRC meeting minutes tools etc.
>       * General information about WebEx is available from
>         https://mit.webex.com/. This is also where to go to to join a
>         meeting if choosing to do it via the web client or request a
>         dialout.
>       * It is possible to dial into WebEx using a local or nearby
>         number in many areas. These numbers are listed at
>         http://www.cisco.com/web/about/doing_business/conferencing/index.html.
>         You can point people to this page in your agendas if you want,
>         or you can include specific local numbers for your
>         participants if you think it would be helpful.
>       * Some suggestions for using WebEx for W3C calls are available
>         at https://www.w3.org/2006/tools/wiki/WebExBestPractices. This
>         resource may evolve. Let me know if you think of something
>         that should be added to it.
>       * Keeping track of attendees in the meeting will be a challenge.
>         Users of the web client will be able to see a participants
>         list, but some of the participants may be just a phone number
>         or something, and we don't have a way to tell the system which
>         connection belongs to whom. You will need to use the "present:
>         " or "present+ " commands in IRC to get participants listed.
>       * Muting noisy lines will be a challenge. The web client does
>         indicate who is speaking / making noise. However, only the
>         "host" can force mute someone if that person doesn't mute
>         themselves. As far as I know, there isn't a feature for people
>         to unmute themselves with the phone keypad, so keep in mind
>         that if you mute someone they may be unable to speak up unless
>         they are in the web client.
>       * The WebEx web client isn't fully accessible to all users, so
>         some people may not be able to use WebEx that way. There are
>         smartphone apps for the major phone systems that are
>         reportedly more accessible. It's also possible to dial in
>         using the plain old telephone network. Some people have been
>         exploring the accessibility gotchas and workarounds, and
>         hopefully there will be some documentation about that you can
>         share with your groups.
>     Good luck! I expect there will be startup challenges so let me
>     know when you need help.
>     Michael
Received on Monday, 11 May 2015 14:12:50 UTC

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