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Meeting Coordinator Tips
•
If you are left-handed and are planning to use the document camera, sit at
the seat marked in blue above. Additionally, you may not want anyone to
sit at the seat marked in red so that you have more room to use the
document camera.
When coordinating telepresence meetings in Polycom RPX suites, you
perform many of the same tasks as you would when you coordinate any other
meeting. For example, you should try to begin and end your meeting on time
and you may want to prepare an agenda.
As the meeting coordinator in a Polycom RPX suite, follow these additional
guidelines:
•
If you are going to show content, check your laptop and ensure that your
sound, graphics, video clips, or complicated graphic presentations work
properly.
•
Arrive early to ensure that the Polycom RPX suite is ready to go and, if any
room adjustments are necessary, they can be made prior to the meeting.
•
Ask the primary participants in the telepresence meeting to sit at the
center seats at the table.
•
If your meeting is going to end early or run long, you may have to inform
your system administrator or, if your organization has signed up for
Video Network Operations Center (VNOC) services, you may have to
inform the VNOC. For more information about scheduling meetings, refer
to the following section.
•
Some RPX suites have data ports and power connections available in each
table leg. If your suite is so equipped, remind the participants that they can
access their email, the web, or anything else on the network by bringing in
their own laptops and connecting them to these.
Conducting Successful Meetings
4–3
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