Video Managed Services – Video MeetMe BT Conferencing End User Guide / FAQ BT Video MeetMe is an instant reservationless video conferencing capability that only requires access to a video endpoint to enable a highly productive video meeting. BT Video MeetMe lets you hold video conferences anytime using your own personal virtual video meeting room space. You don’t have to book or schedule resources in advance and you can join a conference from any standard video-enabled device. This Reservationless capability compliments our market leading Scheduled Video Services and brings collaboration between people quickly and easily. The Self-Paced Training can be accessed on the BT Conferencing Training Website: www.conferencingsupport.com/training Overview
Transcript
Video Managed Services – Video MeetMe
BT Conferencing End User Guide / FAQ
BT Video MeetMe is an instant reservationless video conferencing capability that only requires access to a video endpoint to enable a highly productive video meeting.
BT Video MeetMe lets you hold video conferences anytime using your own personal virtual video meeting room space. You don’t have to book or schedule resources in advance and you can join a conference from any standard video-enabled device.
This Reservationless capability compliments our market leading Scheduled Video Services and brings collaboration between people quickly and easily.
The Self-Paced Training can be accessed on the BT Conferencing Training Website: www.conferencingsupport.com/training
Overview
Planned Meeting This screenshot demonstrates a typical “Planned Meeting” scenario, where a user is using Outlook as the meeting scheduler and simply inserts their Video MeetMe details in the meeting invite.
Joining a BT Video MeetMe Conference using Microsoft LyncThis screenshot demonstrates how a user would typically join a BT Video MeetMe conference using Microsoft Lync
Ad hoc Meeting This screenshot demonstrates a typical “Ad hoc Meeting” scenario, where an instant message chat escalates to a Video MeetMe conference.
Join a meeting (Chairperson / Participants)1. To join a meeting, all users will need to “dial-in” to the conference using the
details provided by the chairperson.
Standard Video endpoints eg: Room / Personal System or PC / Tablet Clients *
• Dial / Insert the Video MeetMe number (eg: [email protected]) or 123456@YourCompanyIPAddress or YourCompanyIPAddress ## 123456
• Press or Click “Call”• Record your name when prompted.
Microsoft Lync *
• Type the Video MeetMe number (eg: [email protected]) into the “Find someone or dial a number” box.
• When Lync displays the contact in the “Name Box”, right click and select “Start video call”.
• Record your name when prompted.
Audio phone *
• Dial the PSTN number Eg: 01xxx xxx xxx • When prompted the Video MeetMe number eg: 123456 (followed by #)
• Record your name when prompted. * Note: Access via endpoints, PC / Tablet devices or audio is subject to users organisations IT Policy.
2. Upon successfully dialling into the conference, users will be greeted with a welcome screen and music. Instructions for the Chairperson will also be announced / displayed.
3. When the Chairperson enters their Chair PIN eg: #987654# the meeting will open.
Your Video MeetMe Call
Video conferences are ideal for pulling people together in order to make decisions and get things done. Just like traditional meetings your reservationless video call can be either a planned meeting or ad hoc - either way they can fit around the requirements of your business.
FAQ
When should I use a Scheduled Video Conference?
1. For your everyday video meetingsAutomated launch• Automated video calling between 2+ devices via BT Engage (multipoint via a
bridge)• Easy to Use interface for Scheduling & Management via BT Engage• Access via web, iOS or android• Schedule or Launch Now• No attendee action required - just show up!
2. For your first time or larger meetings Attended Launch• BT Operator support for call launching• Making sure each site is connected into the call• Monitoring the bridge activity and connectivity once the call has started• Digital monitoring throughout the calll
3. For your high profile video conferences Dedicated Producer• A BT Conference producer to manage your entire conference
When should I use a Reservationless Video Conference? 1. For your everyday video meetings Planned Meeting• Chairperson schedules meeting via Outlook or Notes• Chairperson inserts their Video MeetMe specific details, just as they would for
Audio MeetMe conference• Participants using video endpoints not dedicated to themselves, would
reserve the video endpoint as normal• At the time of meeting
• Participants dial into the Video MeetMe lobby • Chairperson dials into the Video MeetMe lobby and enters the Chair Pin to
open the meeting
2. For your everyday video meetings Ad hoc Meeting• Chairperson provides participants with the Video MeetMe dial in details, just
as they would for Audio MeetMe conference. This could perhaps be provided over a telephone conversation or IM chat session.
• Participants dial into the Video MeetMe lobby• Chairperson dials into the Video MeetMe lobby and enters the Chair Pin to
open the meeting.
How do I request a new Video MeetMe account? User account administration & provisioning is carried out via your Company Administrator. Your Company Administrator will typically require the following information
How can I get my video account details and what will it include? Your company administrator will provide you with your Account Details. These will consist of the following information:
• Video MeetMe Number (to be used by both participants and chairperson to dial-in) eg: [email protected]
• Chairperson PIN (Used to open the conference)* eg: #987654# *Chairperson PIN must be kept confidential.
If you happen to misplace your account details, please contact your company administrator.
Where can I access training?Please access the Self-Paced Training on the BT Conferencing Training Website: www.conferencingsupport.com/training
Does the BT Video MeetMe Service support dialling out to a user / endpoint?The Video MeetMe service only supports users / endpoints dialling in. Users should use the BT’s Video Scheduled services should they require this feature.
Do I get operator assistance during BT Video MeetMe Conferences?The Video MeetMe service is a self-service offering and does not include operator assistance. Users should use the BT’s Video Scheduled services should they require this feature.
Can I use my personal Tablet device to join a BT Video MeetMe conference?The Service does support this capability but your IT Team will set the policy and be able to advise you on any restrictions.
How do I use a particular video system eg: a Room / Personal System or PC / Tablet Client to dial into a BT Video MeetMe conference?Refer to the device user guide on how to operate the keypad, interface or remote control and use the instructions below to join the conference
• Standard Video endpoints eg: Room / Personal System or PC / Tablet Clients
• Dial / Insert the Video MeetMe number (eg: [email protected] or 123456@YourCompanyIPAddress or YourCompanyIPAddress ## 123456)
• Record your name when prompted.
• Microsoft Lync
• Type the Video MeetMe number (eg: [email protected]) into the “Find someone or dial a number” box.
• When Lync displays the contact in the “Name Box”, right click and select “Start video call”.
• Record your name when prompted.
• Audio phone
• Dial the PSTN number Eg: 01xxx xxx xxx • When prompted the Video MeetMe number eg: 123456 (followed by #)• Record your name when prompted.
Offices worldwide
The services described in this publication are subject to availability and may be modified from time to time. Services and equipment are provided subject to British Telecommunications plc’s respective standard conditions of contract. Nothing in this publication forms any part of any contract.
TroubleshootingCheck if your device can dial out to a public video conferencing test site. You can dial a colleague or try this link for access to a number of test sites: http://support.polycom.com/PolycomService/support/us/support/documentation/video_test_numbers.html
Tablet / PC /mobile based video systems1) Check device is powered on.2) Check device has access to the internet and has sufficient bandwidth 3) Check volume levels4) Check microphone is not muted5) Check the camera lens is not covered6) Restart application and / or the Tablet, PC, mobile device7) Contact local IT support
Room Systems1) Check device is powered on2) Check device is connected to and has access to the internet3) Checking (if appropriate) that the monitor is connected to the Endpoint and
on the correct channel4) Check volume levels on both monitor and device.5) Check microphone is not muted6) Check the camera lens is not covered.7) Restart / reboot the Endpoint8) Contact the BT Helpdesk if your device is maintained by BT Conferencing
Best Practices These recommendations are provided to help minimize any distractions to the conference, so you can run your video conference successfully.
The room environment • Have a plain background, preferably mid-blue or pastel colour. Avoid very
dark or bright white backgrounds, which can overwhelm cameras.
• Place a nameplate of the room location on the back wall or on the conference table. This helps other locations to identify the room in multipoint conferences.
• Draw blinds or curtains over the windows to reduce uneven external light. Use overhead lighting. Lighting should be on people’s faces - not coming from behind. Avoid sitting people in shadows
Before the conference • Wear solid midrange colours. Patterns appear to vibrate on camera and are
distracting. Avoid white and red if possible. Blue and grey are best.
• Connect at least a few minutes before the start of your video conference.
• Familiarize yourself with the equipment or seek assistance.
• If appropriate arrange the room and check that there is enough seating. Place the microphone and keypad in the centre of the table.
• Mute the microphone until you are ready to start the call to avoid the far end overhearing any unnecessary chit-chat.
Can you be seen? • Check Selfview or Picture In Picture (PIP) to make sure you and any other
participants are in the shot.
Presenting? • Look directly into the camera when making key points. This will ensure good
eye contact (rather than present¬ing a view of the top of your head!).
• Introduce or announce when someone enters or leaves the video conference.
Need to talk privately? • Don’t forget to use the mute button.
In Conference Support• BT Video MeetMe Reservationless conferencing is a self-service capability
and does not include operator assistance.
• Should a Reservationless conference fail to establish a connection between any of the Sites, or incur technical issues, the Chairperson may choose to schedule the conference using BT’s scheduled video services.
