Show Visuals Web Conferencing Training - PowerPoint PPT Presentation

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Show Visuals Web Conferencing Training

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Welcome to Show Visuals Web Conferencing Training – PowerPoint PPT presentation

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Title: Show Visuals Web Conferencing Training


1
Welcome to
Show Visuals Web Conferencing Training
2
Agenda
  • Part 1 Scheduling Shows
  • The Show Visuals website as your central access
    point
  • What types of shows can I schedule?
  • Starting a show now, includes
  • Submitting and previewing content
  • Selecting audio conference options
  • Scheduling a show
  • Standard Scheduled show, includes
  • Specifying invitation options
  • Custom Scheduled show, includes
  • Additional custom services
  • Choosing archive types

3
Agenda
  • Part 2 Leader Skills
  • Joining Shows
  • Leader Roles
  • The Lobby
  • The Leader Workspace
  • Leader Toolbar Overview
  • Changing Presenters
  • Sharing Content
  • Presenting PowerPoint Slides
  • Navigating with Animations
  • Application Sharing
  • Collaborating with App Control
  • Web Touring
  • Annotating
  • Centralized Audience Management
  • Chat Messaging
  • Voting and Polling
  • Streaming Shows
  • Exiting the Show

4
Agenda
  • Part 3 Manage Your Account
  • Additional Account Management features
  • The Show List
  • The Content Library
  • Audience Lists
  • Security options
  • My Profile
  • Reports
  • Show reports
  • Archive tracking
  • Customer Support

5
Agenda
  • Part 1 Scheduling a Show
  • The main website is the central access point for
    all show activity.
  • Go to www.showvisuals.com to
  • Join a show
  • Lead a show
  • Manage My Account
  • Enter your username and password to enter Studio,
    the show scheduling service.
  • Start shows now
  • Schedule shows for a later time

6
Introduction to Your Account
The Studio homepage three main areas
  • Left navigation
  • Start and Schedule Shows
  • Show List (all details)
  • Content Library
  • Audience List
  • Registration Page Library
  • Survey Page Library
  • Administration area
  • Show News
  • My Profile
  • FAQs
  • Contact Details
  • Log Out
  • Central area
  • List of Future Shows
  • Start a Show Now
  • Schedule a Show

7
What Show Types Can I Schedule?
Main features of each show type
Now Show Standard Scheduled show Custom Scheduled show
Fully automated, self-service solution Show starts immediately Available 24 x 7 Optional unattended audio conference Secure shows Optional Billing Code Registration Page Library Post show participant landing page (Web Page or Survey Page Library) Fully automated, self-service solution Schedule for future time Minimum of 15 minutes lead time Automatic invitations and reminders Show readiness notifications Support for up to 150 attendees Optional unattended audio conference Secure shows Optional Billing Code Registration Page Library Post show participant landing page (Web Page or Survey Page Library) Event Manager support Schedule for future time Customized show content, such as Flash animations Streaming Audio/Video Registration Slide and Full archives for on-demand viewing Operator-assisted audio conference Dedicated leader support during show Secure shows Optional Billing Code Registration Page Library Post show participant landing page (Web Page or Survey Page Library)
8
Start a Show Now
  • Now shows are the most basic show type.
  • Set up and start your show just before your
    meeting is scheduled to begin.
  • Log in to your account
  • Go to www.showvisuals.com and click Manage my
    Account.
  • Enter your username and log in to Studio.
  • From the Studio home page, select Start a Show
    Now.

Click Start a Show Now.
9
Start a Show Now Overview
  • Enter a name for your show
  • Select from three content options
  • No content uses a default background
  • Select content from library
  • Submit new content
  • Select a teleconference option
  • No audio conference support
  • Use your Studio audio conference number
  • Add another audio conference number
  • Read the Connection Instructions for details on
    helping your participants join you on the
    show.
  • Additional Options available
  • Click Start Show to move directly into the show.
  • Make sure you connect to the show before your
    participants.

10
Start a Show Now Additional Options
  • Start a Show Now - Additional Options
  • Secure Show (using SSL)
  • Billing Code
  • Registration Page
  • Default Registration Page
  • Select registration page from library
  • Create New Registration Page
  • Post Show Participant Landing Page
  • Standard participant landing page
  • Select post show survey page from library
  • Create New Post Show Survey
  • Surf to the following web page
  • None

11
Schedule a Standard Show Overview
Fully automated, 24x7, schedule for future time,
with invitations
  • A Standard Scheduled show is a fully-automated
    self-service solution
  • Standard Scheduled shows are the same as a Now
    show but with following additional options
  • You schedule shows for a future time
  • You receive automated invitations and reminders
  • Minimum of 15 minutes lead time
  • From the Studio home page, click Schedule a Show,
    then click Standard Scheduled.

12
Schedule a Standard Show gt Step 1
  • When reserving a Standard Scheduled show,
    additional information is required because
  • You are scheduling for a later time, and
  • Invitations and reminders are provided.
  • Enter the date and time of the show
  • Specify the duration of the show and the lobby
  • Estimate the number of participants (150 max)
  • There is an additional content option because
    the show is scheduled for a later time, you can
    choose to Submit Content later. Note that if
    you dont submit content in time, the default
    content will be used instead.
  • Click Next to move to Step 2

13
Select an Audio Conference Option
  • Same options as Now shows
  • No audio conferenceMost commonly chosen for
    in-house meetings that use your companys
    internal phone system.
  • Use my Personal Audio ConferenceThis is the
    audio conference number supplied with your Studio
    account.
  • I will supply an alternate audio conferenceIf
    you choose to use another audio conference
    number, you can enter the details here and the
    numbers will be available in the show time
    software for the participants.

14
Specify Invitation Requirements
Step 2 of Standard Scheduled shows
  • Standard templates are provided for all accounts.
    Preview your templates in the Invitation Details
    section. Add time zones if necessary. Add details
    specific to the show in the Optional Show
    Description box.
  • Have invitations sent to your address so that you
    can forward to your own list of invitees.NOTE
    If you choose this option, be sure to send the
    leader invitation only to those people who will
    be leading the show.
  • Set up an audience list within Studio and have
    invitations automatically sent to that list.
    Well look at Audience Lists in more detail
    shortly
  • Only allow participants included in the
    invitations list to join. Add an additional
    level of security to your event by only allowing
    those directly sent an invitation from Studio to
    join your web conference.
  • Request reminders for your invitees. Reminders
    are available if the show if the show is
    scheduled 36 hours in advance. They are sent 18
    hours before the scheduled start time.
  • Specify whether to include a Calendar Appointment
    attachment. This will allow an invitee to
    automatically add the show to their electronic
    calendar.

15
Set Up an Audience List
Step 2 of Standard Scheduled shows
  • You can set up an audience list within Studio for
    use on a particular show. You can save the list
    and re-use it for other shows.
  • Your email address is the default for invitation
    bounce-backs. You can change this, if necessary.
  • Add individuals by clicking Add Individual and
    entering contact details for each person
    including name, email, company name, and phone
    number. Then click Save.
  • Save time by searching the Studio database for
    your invitees. Type the individual's email
    address and click Find. If theyve been invited
    to a show before, theyll be in the master
    database.
  • You can import lists from Microsoft Outlook,
    Outlook Express, and Excel. Click Import External
    List and follow the instructions and Help in the
    wizard.
  • To delete participants from the list, check the
    box beside the name, then click Remove Selected.
  • To change a participant to a leader and vice
    versa, click the hyper linked name and change the
    role in the Update Individual window.
  • Click Save when you have finished.

16
Standard Scheduled Additional Options
  • Show passwordsSet passwords for leaders and
    participants to enter the show. They can be
    different or the same and they are available in
    the invitations.
  • Exclude participant names from all lists during
    showTo preserve participant anonymity during the
    show, select this option.
  • Allow participants to message GroupIf you would
    like participants to broadcast messages to
    everyone on the show, select this option.
  • Allow participants to Raise Hand
  • All other Additional Options same as for Now Shows

17
Schedule a Standard Show gt Click Finish
  • When youve finished making your selections,
    click Finish.
  • Invitations are sent at this time.
  • A Show Confirmation providesyou with the
    high-level details of the reservation you have
    just made.

18
Schedule a Custom Show Overview
Full service, customized services for special
events
  • A Custom Scheduled show is our full-service
    option. Custom Scheduled shows offer the same
    features as Standard Scheduled shows plus these
    options
  • Customized show content, such as Flash animations
  • Individually Customized Registration Pages
  • Streaming Audio/Video
  • Show archives for on-demand viewing
  • Operator-assisted audio conference
  • Leader support during show
  • Event Management services
  • From the Studio home page, click Schedule a Show,
    then click Custom Scheduled.

19
Schedule a Custom Show gt Step 1
Name and Schedule, Content Options
  • Provide the same information as for Standard
    Scheduled shows.
  • Estimated audience count is not restricted,
    however 500 is the maximum for shows using the
    App Share feature and SSL
  • Custom Scheduled shows have an additional content
    option customized Slide content.
  • Click Next to move to Step 2.

20
Schedule a Custom Show gt Step 2
Audio Conference and Streaming Options
  • Same as for Standard Scheduled shows plus
    additional option to reserve an operator-assisted
    audio conference.
  • Select operator-assisted in the following cases
  • When using streaming audio and/or video.
  • If you anticipate an extensive QA session.
  • When you request an archive.
  • When you request international dial-in locations.
  • Streaming Audio Select the streaming audio
    player or players you want to reserve for your
    event.
  • Streaming Video - Select the streaming audio
    player or players you want to reserve for your
    event.
  • Note - It is always a good idea to select
    streaming audio as a backup on all shows with
    streaming video in case your participants do not
    have enough bandwidth to view streaming video.

21
Schedule a Custom Show gt Step 2
Invitation Options
  • Invitation options
  • Same as for Standard Scheduled Shows.
  • Invitations are sent by Show Management.
  • Advise Show Management if different invitation
    and reminder timeframes are required.
  • Click Next to move to Step 3.

22
Schedule a Custom Show gt Step 3
Additional Options and Additional Services
  • Additional Options
  • Additional Options are the same as for Standard
    Scheduled Shows.
  • There is an additional option under Registration
    Page Customized Registration page, allowing you
    to more fully customize the registration page
    with your company look and feel.
  • There is also an additional option under Post
    Show Participant Landing Web Page Customized
    Survey Page, allowing you to more fully customize
    the survey page with your company look and feel.

23
Schedule a Custom Show gt Step 3
  • Additional Services
  • Dedicated leader support during showOne-on-one
    support to take over controls and provide
    assistance, a.k.a. Show Techs.
  • Event management services
  • One-on-one Leader Training
  • Pre-Show Rehearsal with Event Manager
  • Event Manager as Dedicated Leader Support on Live
    Show
  • Show Consultation with Event Manager
  • Archiving
  • Archives provide on-demand viewing of the show
    for people unable to attend or who want to
    review/recap the show.
  • Two types of archive available
  • Slide archives slides synchronized with
    audio/video.
  • Full archives Slides, App Share, Annotation,
    and Web Tour synchronized with audio/video.
  • Choose from Windows Media and Real Networks
    format.
  • We can host archives for a specified period or
    you can take delivery of the archive on CD-Rom.
  • Comments or Special Instructions
  • If you have special requests for your Event
    Manager such as specifying when invitations and
    reminders should be sent, or any special
    teleconference requests, enter them here.
  • Click Finish.

24
Show Reservation Confirmation
  • When youve completed your reservation, youll
    see a confirmation screen.
  • If there are tasks outstanding, youll see them
    listed here.
  • Whenever you schedule a custom show, you should
    always contact your Event Manager to discuss the
    details.

25
Agenda
  • Part 2 Leader Skills
  • Joining Shows
  • Leader Roles
  • The Lobby
  • The Leader Workspace
  • Leader Toolbar Overview
  • Changing Presenters
  • Sharing Content
  • Presenting PowerPoint Slides
  • Navigating with Animations
  • Application Sharing
  • Collaborating with App Control
  • Web Touring
  • Annotating
  • Centralized Audience Management
  • Chat Messaging
  • Voting and Polling
  • Streaming Shows
  • Exiting the Show

26
Joining Shows
  • Go to www.showvisuals.com to
  • Join a show
  • Lead a show-OR-
  • Join via email invitation.

27
Leader Roles
  • Division of show tasks between multiple leaders
  • Active leader/presenter the active
    leader/presenter is the leader who is sharing
    content with the audience. The presenters name
    appears on the leader toolbar.
  • Co-leaders can take over the presentation at
    any time by clicking on any of the content
    buttons, i.e. Slide, App Share, and Web Tour.
  • Chair The first leader who joins the show is
    the chair. Responsibilities of the chair include
  • Starting and ending the show
  • Demoting and promoting leaders as necessary
  • Removing leaders
  • Passing chair controls to another leader
  • If there is only one leader on the show, they are
    the chair by default.

Leader with Chair controls has a key in the
status area of toolbar
28
Before the Leader Starts the Show
Leaders and participants gather in avirtual lobby
  • The lobby is a series of rotating introductory
    slides prior to the show starting.
  • Lobby slides can include information about the
    show, the speakers, the agenda, etc.
  • Leaders can preview all slides in the Content
    Viewer panel to the right of the screen.

29
The Leader Workspace
Conducting the Show
  • The leader workspace is comprised of three
    sections
  • Toolbar - at the top of the screen provides show
    controls
  • Content Viewer - on the right side of the screen
    provides preview of content and navigation
  • Viewing Area the area for viewing slides, App
    Share, and Web Tours.

30
Leader Toolbar
  • Located at the top of the screen, the Leader
    toolbar provides all of the controls for leading
    your shows.

Minimize the toolbar
Participant and leader interactionmanagement
Content presentation tools
Connection status window
Active leader / presenter name
Leader status and request notification area
Show timer
Number of connected participants
31
Leader Toolbar Buttons
  • Slide changes the presentation to display
    PowerPoint slides.
  • App Share allows leaders to share any software
    application on their PC with the audience. Note
    Audience members can also request control of the
    demonstrated software.
  • Web Tour allows leaders to share the content of
    their web browser with the entire audience as
    well as be able to direct audience browsers to a
    specified web site.
  • Annotate provides tools to highlight,
    underline, and make notes on the screen in
    real-time use during Slide presentations, App
    Share, and Web Tours.
  • Full Screen - present slides, application share
    or conduct a web tour with your participants in
    full screen view.
  • Audience provides four tabs to view lists of
    connected meeting participants, and to manage
    incoming App Share and Raise Hand requests from
    participants also allows management of
    responsibilities with other leaders.
  • Message opens the Message window to send and
    receive text messages. 
  • Exit allows leaders to leave and/or end the
    show. Can also use the X in the upper right
    corner.
  • ? Help provides online Help for show leaders.
  • _ Minimize minimize the toolbar.

32
Presenting PowerPoint Slides
Click Slide button to change to Slide mode
Navigate with Next and Previous buttons
  • When you start a show the default mode is Slide
    mode and you are sharing PowerPoint slides with
    the audience.
  • The green border around the Slide button
    indicates that you are the presenter and you are
    sharing your PowerPoint presentation.
  • Return to your slides after an App Share or Web
    Tour session by clicking the Slide button.
  • With one click, you can quickly change modes
    between Slides, App Share, and Web Tour.

33
Navigating Your Slides
Navigate to next or previous slide
Three ways to navigate slides
  • Click the Next or Back buttons on the leader
    toolbar available when in Slide mode as seen on
    previous slide.
  • Use the Content ViewerClick the arrows on the
    Content Viewer to move forward or backward one
    slide.
  • Use the Content ViewerClick a slide image in the
    Content Viewer to advance directly to that slide.

Action figure denotes an animated slide
Checkmark indicates previously viewed slide
Green border highlights current slide for
presenter. Co-leaders see a red border around
current slide.
  • NOTE The Content Viewer is available only to
    show leaders and is used for content preview and
    navigation purposes.

34
Navigating With Animations
PowerPoint Animations Are Supported
  • Animate text, graphics, charts, and other objects
    on your slides.
  • Use this powerful feature to control the flow of
    information, focus on important points, and add
    interest to your presentation.
  • Time-based animationsNavigate to your slide and
    allow the slide to build as designed within
    PowerPoint.
  • Event-based animationsNavigate to your slide and
    click anywhere on the screen when you are ready
    to move to the next build.
  • To move to the next slideClick the navigation
    buttons on the toolbar or on the Content Viewer.
  • The blue action figure in the Content Viewer
    denotes an animated slide.

35
Application Sharing Overview

A powerful tool for collaboration,
demonstrations, and training
  • Use App Share to share software with your
    audience or collaborate creatively on documents.
  • Audience members can view software without
    installation.
  • You can share one application at a time or share
    your computer desktop.
  • Use the Content Viewer to view a thumbnail of
    what you are sharing.
  • You can extend App Share with App Control this
    allows audience members to drive the applications
    on your computer.

Click Select App to choose an application to
share.
Click App Control to select an audience member to
drive an application on your computer.
36
Web Touring 2 Tour Types
  • Shared Web Browser - Share the content of your
    web browser with the entire audience. You control
    exactly what your audience views
  • Can be used for Internet, Intranet, and password
    protected sites
  • Web links are not active so participants cannot
    deviate from the presentation
  • Use Annotate to highlight important information
  • Thumbnail view in the Content Viewer
  • Group Web Surf- Direct all audience browsers to
    a specified web site. Your audience can navigate
    the web on their own.
  • Can be used for participants to fill out online
    forms or surveys
  • Participants can navigate on their own and click
    on any links
  • Use Annotate to highlight important information

37
Annotating
Highlight important information with real-time
annotations
  • You can annotate any content at any time during a
    show
  • PowerPoint slides
  • App Share
  • Web Tour content
  • Click Annotate on the toolbar and start
    annotating with the annotation tools.
  • Change the colors, fonts, and sizes.
  • Annotate on a white board by selecting Blank
    Annotator.
  • Click Annotate to turn off annotations, or click
    Next Slide.
  • If you changing presenters during slide
    annotations, the annotations are maintained.

38
Centralized Audience Management
The Audience View allows leaders to manage all
audience requests
  • The Audience button contains the following tabs
  • There are actions associated with each list to
    make audience management easier for all
    leaders.

Map View Audience members listed by continent
Audience List A complete list of all leaders and participants as well as the options to lock a show or remove a participant
Requests A complete list of all current requests from co-leaders and participants
Leaders A list of all leaders on the show and associated actions
39
Chat Messaging
  • The Message button flashes yellow when a new
    message arrives.
  • Click the Message button to open the message
    window.
  • You can resize or move the message window to a
    convenient location on your screen.
  • Click Send to drop down menu to select and send
    text messages to entire group, other leaders or
    individual participants.
  • Select Message IDs to view message numbers.
  • Uncheck Auto Scroll to freeze your message
    display when fielding questions from the
    audience.
  • Save messages to your PC in a text format. To do
    this, click Save then browse to the location on
    your PC where you would like to save the text
    file. Be sure to do this before ending the show.

40
Voting and Polling
Get feedback from your audience in real time
  • Use the QA feature to poll your audience.
  • Can also be used for testing.
  • Present the question slide, allow time for
    responses.
  • You can preview responses as they are coming in
    from the audience by clicking the preview button
    in the Content Viewer.
  • Click Next to move to the next slide and to
    display the results to the audience.
  • Review the results later in your post show report.

41
Streaming Shows
The participants perspective
Participant toolbar on streaming
Participant toolbar on teleconference
  • During the show, participants click Listen by
    Phone to obtain teleconference information.
  • To switch to streaming audio and/or video,
    participants click Listen by Streaming.
  • Depending on the show set up, participants may be
    able to choose between Real Player and Windows
    Media Player. The player information is included
    in show invitations.

42
Exiting the Show
  • To exit the show, click the Exit button on the
    leader toolbar.
  • If there are multiple leaders, you can can leave
    the show early with this option. If you are
    currently leading, the controls will be passed
    automatically to the next leader if you select to
    close your toolbar and leave the show running.
  • If you are the only leader, youll be prompted to
    end the show when you select this option.
  • If the show is over and you want to end the show,
    be sure to select End Show to ensure accurate
    billing.

Exiting a show with multiple leaders
43
Help
Click ? for online help during the show.
  • Click Help button for online Help specific to
    leaders.
  • Participants have their own Help topics specific
    to the participant experience.

44
Agenda
  • Part 3 Manage Your Account
  • Additional Account Management features
  • The Show List
  • The Content Library
  • Audience Lists
  • Security options
  • My Profile
  • Show Reports
  • Customer Support

45
Show List
  • Displays a list of all past and future shows in
    your account. Sort the list in various ways by
    clicking the headings.
  • Search for a show with the search features, or
    change the display to show a particular day of
    shows.
  • Click the hyperlinked show name to return to the
    reservation screen to make any changes.
  • Click the Join show icon to start and enter your
    show immediately.
  • Lets look at the other items

46
Show List
  • Click Copy to create a new reservation using the
    same show information.
  • Click Cancel to cancel a show reservation. You
    can also send cancellation notifications to
    participants.
  • Click Show Report on past shows to see show
    details and download a CSV version of show data.
  • Click Archive tracking on past shows to see who
    has viewed the show archive, for how long, and
    with which type media player.
  • Click Summary for a detailed summary of the
    reservation. Lets look at this screen next

47
Show List gt Show Summary
  • Displays the show details and completion status.
  • Can be used to monitor status until all steps are
    complete.
  • Next, lets look at the Show Report.

48
Show Report
  • After the show, go back to the Show List to view
    the Show Report.
  • Report links allow easy access to all data
    associated with show
  • Provides time and date, leader and participant
    details.
  • Scheduled VS Actual details.
  • Reservation details.
  • Studio Invitee list when applicable
  • Pre-Show Registrant list when applicable
  • Pre-Show Registration Question results when
    applicable
  • Show Attendee list.
  • Registration Questions results when applicable.
  • Polling Question results when applicable.
  • Post-Show Survey Question results when
    applicable.
  • Live Show statistics with OS, streaming (when
    applicable), and browser version breakdown.
  • Archive Usage
  • Reports posted almost immediately.
  • Data can be exported in CSV format.

49
Archive Enhancements
  • Two types of archives
  • Slide Archive Slides synchronized with
    audio/video.
  • Full Archive
  • Slides, App Share, Annotation and Web Tour
    synchronized with audio/video.
  • View archives using same link for joining your
    original show
  • Archive tracking details available in Studio
  • Available from the Show List page in Studio, you
    can now see details of archive viewing including
  • Names of viewers
  • Times of viewing
  • Which player was used
  • Average viewing times
  • Available for export in CSV format.

50
Content Library
Take care of all content management activities
via the Library
  • Submit new content
  • View list of content with current show
    associations
  • Replace, download, or delete content files
  • Preview content to change optimization and slide
    location for show
  • Store content in the Content Library for later
    use.
  • Status link allows Studio to delete inactive
    content automatically, save important content
    indefinitely.
  • Download the PowerPoint plug-in from this page.
    The plug-in enables you to create your own voting
    and polling slides
  • All content submitted here, can be accessed from
    the content drop-down list when you reserve a
    show or start a NOW show.

51
Audience Lists
Set up your Audience Lists ahead of time use for
multiple shows
  • Same process as for setting up an audience list
    while making a show reservation.
  • Main purpose is to set up the list ahead of time
    so that it can be selected from the drop-down
    list during reservation set up.
  • Set up once, then apply the same list to multiple
    shows.
  • Only difference is that you do not designate who
    is a leader and who is a participant this is
    done during the show reservation.

52
My Profile
  • Update your personal data in My Profile.
  • Change contact details.
  • Change password.
  • Change My Personal Teleconference information.

53
Customer Support
  • If you have questions when scheduling your shows
  • Online Help available on each screen
  • Contact Customer Support toll free within the US
    at 1-877-842-5407 or outside the US at
    1-706-643-5794

54
Thank You
  • This concludes todays training.
  • Thank you for taking time to train with us.
  • Questions?
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