Leader Guide. Sysco e-meeting - PDF Free Download

Sysco e-meeting

Table of Contents Select a line to jump to the corresponding section of the guide. What is Sysco e-meeting?... 3 Introduction... 3 Getting Access... 3 Getting Started... 3 Schedule a Sysco e-meeting: Website... 4 Scheduling Sysco e-meetings... 4 Copying Sysco e-meetings... 8 Setting Up a Co-Presenter... 10 Scheduling a Sysco e-meeting: Sending Invitations... 14 Automated Outlook Appointment... 14 Microsoft Outlook: Calendar Appointment... 18 Inserting and Sharing Content... 19 Adding a Presentation... 19 Sharing Documents/ Programs... 19 Agenda Builder (.SAZ file)... 19 Recording an SIU e-meeting... 21 Instructions... 21 Leader Information... 23 Best Practices... 23 Supporting Documents... 23 Sysco e-meeting Leader Interface... 24 Meeting Agenda Tools... 25 Presentation Tabs... 26 Markup Tools... 27 Record... 27 Exit... 28 Attendees Panel... 28 Audio Options - VOIP... 29 Audio Options - Telephone... 29 Video Options... 30 Chat Panel... 32 Session Status Bar... 33 Settings... 33 Contact Information... 37 Contacts... 37 7/1/2014 Copyright 2002-2014 Sysco Corporation. All rights reserved. 2

What is Sysco e-meeting? Introduction Sysco e-meeting is an online collaboration tool that is available to all Sysco associates for free. Leaders have the ability to: Upload a PowerPoint presentation Appshare computer programs Load YouTube Videos Import materials for attendees to download Load URLs Open a whiteboard for ad hoc demonstrations Use markup tools to emphasize a presentation Administer polls Getting Access All Sysco associates have access to Sysco e-meeting using their Sysco network ID and password. If an associate cannot log in, they should contact CSG. (281) 584-1190 Customer.Support@corp.sysco.com In order to create and host e-meetings, leaders must have a Sysco network ID and password. However, a Sysco network ID and password are not needed to attend a meeting. Leaders can invite other Sysco associates, vendors, customers, etc. to attend their meetings. Getting Started Before leading or attending an e-meeting, run the System Check on your computer to make sure your internet browser is compatible and you have the necessary add-ons. The system check can be found by going to http://etools.sysco.com and selecting System Check from the top-right corner. 7/1/2014 Copyright 2002-2014 Sysco Corporation. All rights reserved. 3

Schedule a Sysco e-meeting: Website Scheduling Sysco e-meetings Follow the steps below to schedule and launch a Sysco e-meeting from the website. Step Action 1 Log into http://etools.sysco.com using your Sysco network ID and password. 2 Select Schedule meeting from the menu on the left. 7/1/2014 Copyright 2002-2014 Sysco Corporation. All rights reserved. 4

Schedule a Sysco e-meeting: Website, Continued Scheduling Sysco e-meetings (continued) Step Action 3 Complete Schedule and Seat Availability criteria. Name Day Time Duration* Seats Reserved** *Ongoing can be used for meetings that need to be used multiple times. However, this is NOT recommended, especially if the meeting needs to be recorded or any reports need to be run. If you will host the same meeting multiple times, consider using the Copy feature. **A good rule of thumb is to reserve about 5-10 seats more than you think you will need. Note: Skip Cost Center and Description. 7/1/2014 Copyright 2002-2014 Sysco Corporation. All rights reserved. 5

Schedule a Sysco e-meeting: Website, Continued Scheduling Sysco e-meetings (continued) Step 4 Verify the Meeting Options. Action Meeting Password is optional. A password only needs to be entered if you would like to require a password for anyone logging into the meeting. Note: The most commonly selected options for meetings include Record meeting and Allow users to attend without an invitation. 5 Complete the Audio Options. Voice Over Internet (VOIP) or VOIP and Telephone* *Enter 91 before the phone number. Do not enter any spaces or symbols. Note: VOIP and Telephone allows attendees to choose between listening to the meeting by calling in to the conference or using speakers or a headset to listen through their computer. Attendees are automatically entered in the meeting as Telephone and must open their audio settings to switch to VOIP. 7/1/2014 Copyright 2002-2014 Sysco Corporation. All rights reserved. 6

Schedule a Sysco e-meeting: Website, Continued Scheduling Sysco e-meetings (continued) Step Action 6 Complete the Email Invitation and Attendees sections (optional*). *See Scheduling an e-meeting: Sending Invitations for other ways to send meeting invitations. 7 Select Done. Your newly created meeting appears under the Upcoming tab of your My Schedule page. Tip: From this screen, you can Lead, Modify, Copy, Delete, or run Reports. 7/1/2014 Copyright 2002-2014 Sysco Corporation. All rights reserved. 7

Schedule a Sysco e-meeting: Website, Continued Copying Sysco e-meetings If you need to host multiple meetings that are all similar in setup, you can use the Copy feature to save time. Follow the steps below to copy Sysco e-meetings. Step Action 1 Log into http://etools.sysco.com using your Sysco network ID and password. 2 Locate the desired meeting (from Upcoming, Ongoing, or Past tab) and select Copy. 7/1/2014 Copyright 2002-2014 Sysco Corporation. All rights reserved. 8

Schedule a Sysco e-meeting: Website, Continued Copying Sysco e-meetings (continued) Step Action 3 Make any needed changes to the meeting (Name, Day, Time, etc.). Note: All of the information from the copied meeting is automatically filled in. 4 Select Done. 7/1/2014 Copyright 2002-2014 Sysco Corporation. All rights reserved. 9

Schedule a Sysco e-meeting: Website, Continued Setting Up a Co-Presenter Co-presenters can start a meeting, add content, and do everything the leader can do. It s a good idea to set up a co-presenter who can help out with a meeting. Associates can be promoted to co-presenters in one of two ways: 1) Leaders can promote an associate to a co-presenter after the associate logs into the meeting by right-clicking on their name and selecting Promote to Co- Presenter. 2) Meeting hosts can assign a co-presenter in advance as part of the meeting setup. Follow the steps below to set up a co-presenter in advance. Step Action 1 Log into http://etools.sysco.com and locate the desired meeting. Note: If you are in the process of creating your meeting, skip to Step 3. 2 Select Modify. 7/1/2014 Copyright 2002-2014 Sysco Corporation. All rights reserved. 10

Schedule a Sysco e-meeting: Website, Continued Setting Up a Co-Presenter (continued) Step Action 3 Add the associate s email address to the first available line of the Attendees section. 4 Select Edit Attendees. 5 Scroll to the bottom of the screen and select Current Attendees. 7/1/2014 Copyright 2002-2014 Sysco Corporation. All rights reserved. 11

Schedule a Sysco e-meeting: Website, Continued Setting Up a Co-Presenter (continued) Step Action 6 Select the checkbox next to the associate s username. 7 Select Set to Co-Presenter. The associate s Role changes to Co-Presenter. 7/1/2014 Copyright 2002-2014 Sysco Corporation. All rights reserved. 13

Scheduling a Sysco e-meeting: Sending Invitations Automated Outlook Appointment The Sysco e-meeting system will send an automated Outlook appointment invitation to anyone listed in the Attendees section of the meeting. The automated appointment can be customized in the Email Invitation section. Step Action 1 Log into http://etools.sysco.com and locate the meeting in your schedule. Note: If you are in the process of creating your meeting, skip to Step 3. 2 Select Modify. 3 Select Customize Emails in the Email Invitation section. 7/1/2014 Copyright 2002-2014 Sysco Corporation. All rights reserved. 14

Scheduling a Sysco e-meeting: Sending Invitations, Continued Automated Outlook Appointment (continued) Step Action 4 Edit the invitations that will be sent by the system. There are two sections: Meeting invitation email custom Meeting modified email custom Note: There is a system template for each invitation. To work off of or use the system template for the invitation, select Load Template on the right. 5 Select Submit to save your custom emails. 7/1/2014 Copyright 2002-2014 Sysco Corporation. All rights reserved. 15

Scheduling a Sysco e-meeting: Sending Invitations, Continued Automated Outlook Appointment (continued) Step Action 6 Add attendees who need to be invited to the meeting by entering the attendees email addresses, one per line, in the Attendees section. 7 Select Done. Note: The attendees entered will receive the automatically generated appointments. 7/1/2014 Copyright 2002-2014 Sysco Corporation. All rights reserved. 16

Scheduling a Sysco e-meeting: Sending Invitations, Continued Microsoft Outlook: Calendar Appointment If you would prefer to create your own Outlook calendar appointment to send to attendees, you can retrieve the meeting attend link without having to create an automated invitation. Follow the steps below to retrieve the meeting link. Step Action 1 Log into http://etools.sysco.com and locate the desired meeting. 2 Select the Meeting Details icon. 3 Copy the Guest Attend URL and paste it into an Outlook calendar appointment. Note: If using a teleconference, don t forget to include the telephone information and any other meeting details in the calendar appointment. Tip: This is also where the playback link can be found to distribute the recording. 7/1/2014 Copyright 2002-2014 Sysco Corporation. All rights reserved. 18

Inserting and Sharing Content Adding a Presentation Select Add Content from the top of the screen and select the appropriate file type. Options include: File (used for presentations, such as PowerPoint decks) Downloadable file (used for any materials attendees should download, such as PDFs) URL (used to share websites or web articles without needing to AppShare) YouTube video (used to share any relevant YouTube videos) Sharing Documents/ Programs Use the AppShare tool by selecting the down carat next to Share at the top of the screen. Options include: Desktop Entire screens (Screen 1, Screen 2, etc.) Applications/programs running on the PC Note: Selecting the Share button will automatically share your whole desktop. Agenda Builder (.SAZ file) Select Add content from the top of the screen and select File. Locate and select the desired.saz file. 7/1/2014 Copyright 2002-2014 Sysco Corporation. All rights reserved. 19

Recording an SIU e-meeting Instructions Follow the steps below to record an e-meeting. Step 1 Select Record. Action The button may appear as just the circle with the red dot, depending on the version of web browser. Once the recorder has started, Record becomes Pause. Select Pause to pause the recording. Note: The bottom left-hand corner of the screen indicates the recording status. 2 Select Exit when the meeting is over. 3 Select Publish now and Create post-event email. Note: If you choose Don t Publish, you will not be able to recover your recording in the future. 7/1/2014 Copyright 2002-2014 Sysco Corporation. All rights reserved. 21

Recording an SIU e-meeting, Continued Instructions (continued) Step 4 Select Exit. Action The recording is saved and an email is generated, addressed to all hosts and attendees, with a link to the recording. 7/1/2014 Copyright 2002-2014 Sysco Corporation. All rights reserved. 22

Leader Information Best Practices Here are some best practices when acting as the host/presenter in a Sysco e-meeting: When scheduling your meeting: Use a set time rather than ongoing. If scheduling multiple meetings, make sure the meeting titles are distinct. Set up a co-presenter, in the instance that you are running late, out sick, want help with the meeting, etc. When preparing for your meeting: Review Sysco e-meeting guides and host practice sessions to get familiar with available e-meeting tools. Use Agenda Builder to build an interactive presentation. When hosting your meeting: Find a quiet place to deliver the meeting. Begin your meeting at least 30 minutes early to load any needed materials and test technical settings. If using VOIP, mute all microphones for participants before starting to help reduce background noise. Utilize polls and ask questions to keep your audience engaged. Speak clearly and use animation in your voice. Don t forget to clear Yes, No, and Raised Hand responses. Keep total meeting duration to less than 90 minutes. Supporting Documents Some other documents that may be helpful when using Sysco e-meeting: How to: Sysco e-meeting Participant Guide How to: Sysco e-meeting Agenda Builder How to: Sysco e-meeting Mobile Applications Sysco e-meeting FAQ Sheet Sysco e-meeting Demos and Video Clips These guides are available at http://siu.sysco.com through the SIU Helpful Links portlet or through the Help Guides link at http://etools.sysco.com. 7/1/2014 Copyright 2002-2014 Sysco Corporation. All rights reserved. 23

Sysco e-meeting Leader Interface Here is an example of an e-meeting session from the leader s perspective. 7 2 1 4 5 10 3 6 8 9 Select each tool for details: 1. Meeting Agenda Tools 2. Presentation Tabs 3. Markup Tools 4. Record 5. Exit 6. Participant Panel 7. Audio/Video Options 8. Chat Panel 9. Session Status Bar 10. Settings 7/1/2014 Copyright 2002-2014 Sysco Corporation. All rights reserved. 24

Sysco e-meeting Leader Interface, Continued Meeting Agenda Tools Add content is used to add files, downloadable content, YouTube video links, and URLs as part of the meeting presentation. Select the down carat to display content already added to the session. Share is used to share computer screens or programs that are running on the PC. Select Share to quickly share your entire desktop. Select the down carat to select from a list of programs running on the PC. Poll is used to issue a poll/survey to participants. Select Poll to create a custom poll. Select the down carat to choose from a list of pre-created or saved polls. Whiteboard provides a blank work space for drawing, typing, and other impromptu demonstrations. Back to Leader Interface Main Page 7/1/2014 Copyright 2002-2014 Sysco Corporation. All rights reserved. 25

Sysco e-meeting Leader Interface, Continued Presentation Tabs The presentation tabs allow for easy transition between agenda materials (URL, YouTube Video, Downloadable file) and the meeting presentation (PowerPoint). Blue lines appear underneath the tab when there are multiple pages to the agenda (i.e. downloadable file and YouTube video) or presentation (i.e. multi-slide deck). The current/active slide or document is indicated by a green line. To switch between agenda items or presentation slides: Hover your mouse over the lines and select the destination slide Use the left, right, up, and down arrow keys on your keyboard. Select the left and right green arrows that appear on either side of the presentation. Note: Multiple presentations can be added. Each new PowerPoint deck will appear as a separate tab. Back to Leader Interface Main Page 7/1/2014 Copyright 2002-2014 Sysco Corporation. All rights reserved. 26

Sysco e-meeting Leader Interface, Continued Markup Tools Markup Tools can be used to emphasize a presentation. Select Laser Pointer, Arrow Pointer Star, Check Mark, X Mark, Smiley Highlighter (freeform/rectangle/circle, multiple colors) Pencil (multiple colors and densities) Box/Circle (filled or open, multiple colors) Text Box (multiple fonts and sizes) Line, Arrow Save (annotation markings are saved on the presentation) Clear all annotations Delete selected items. Note: You can expand and collapse the markup tools toolbar using the Show Markup Tools button next to the Camera button. Tip: To take away markup tools for attendees, hover over the attendee count in the Attendees panel and select Mute All Microphones. Back to Leader Interface Main Page Record Select Record to begin recording the e-meeting. Once the recording has started, Record changes to Pause. To pause the recording, select Pause. Note: For a teleconference, make sure the conference call is connected to the meeting so that audio will be recorded. The connection can be checked in the session status bar. Back to Leader Interface Main Page 7/1/2014 Copyright 2002-2014 Sysco Corporation. All rights reserved. 27

Sysco e-meeting Leader Interface, Continued Exit To end the session, select Exit. This opens the Exit Session window, allowing you to publish (save) the recording and create a post-event email. Note: If you choose Don t Publish, you will not be able to recover your recording in the future. Back to Leader Interface Main Page Attendees Panel The Attendees Panel displays all hosts, presenters, and participants who are logged in to the session. Response buttons along the top include Raise Your Hand, Say Yes, Say No, Laugh, Applaud, and Step Out. Buttons on the bottom allow the leader to mute/turn on all microphones, disable/enable cameras, set all participants to full-screen view, and clear responses/ raised hands. Note: To promote an attendee to co-presenter, right click their name and select Promote to Co-Presenter. Back to Leader Interface Main Page 7/1/2014 Copyright 2002-2014 Sysco Corporation. All rights reserved. 28

Sysco e-meeting Leader Interface, Continued Audio Options - VOIP When using VOIP, the audio options button appears as a microphone. Select the Muted button to unmute your microphone. The button changes to On when your microphone is live. Select the On button to mute your microphone. To access audio settings, select the down carat. Note: To unmute your microphone for a brief period of time, hold down the CTRL key while speaking. When you release the CTRL key, your microphone will be muted. Back to Leader Interface Main Page Audio Options - Telephone When using teleconference, the audio options button appears as a phone. To view the call-in numbers and conference code, select the down carat. Back to Leader Interface Main Page 7/1/2014 Copyright 2002-2014 Sysco Corporation. All rights reserved. 29

Sysco e-meeting Leader Interface, Continued Video Options Select the down carat next to the Camera button to adjust camera settings. Select the Camera button to make your camera feed visible to all attendees. This opens the Video Panel on the left side of the screen below the Chat panel. To undock the Video Panel (switch to a free-floating panel) select the Undock icon in the top-right corner of the Video Panel. Notes: 1. Any associates with active webcams will be able to broadcast their live feed, as long as the host has given them the ability to do so. 2. When there are more than two video feeds, the panel moves to run along the bottom of the screen. 7/1/2014 Copyright 2002-2014 Sysco Corporation. All rights reserved. 30

Sysco e-meeting Leader Interface, Continued Video Options (continued) The host can select a primary video channel by hovering over the video feed and selecting the Star icon. This makes the selected video feed the largest feed on the screen. If the panel is still docked to the left side panels or if there is only one available monitor, the primary feed will appear split screen with the presentation. If the panel has been undocked, it will appear as the largest screen in the undocked Video Panel. Other options when hovering over a video feed include pause and stop. Back to Leader Interface Main Page 7/1/2014 Copyright 2002-2014 Sysco Corporation. All rights reserved. 31

Sysco e-meeting Leader Interface, Continued Chat Panel The Chat Panel can be used to communicate with session attendees. Chat defaults to sending messages to All. To send a message to a specific participant, select the drop-down list next to Send and select the participant. To save a transcript of the chat conversation, right click anywhere in the Chat Panel and select Save As. Note: The Chat Panel can be broken out into a free-floating window by selecting the Undock icon at the top right corner of the panel. Back to Leader Interface Main Page 7/1/2014 Copyright 2002-2014 Sysco Corporation. All rights reserved. 32

Sysco e-meeting Leader Interface, Continued Session Status Bar The Session Status Bar at the bottom of the screen displays the current status of the session recording, which attendee is speaking, microphone and speaker volume, and whether or not the teleconference is connected. Note: If the conference call does not automatically connect, see the Settings section to learn where you can manually dial and connect to the conference call. Back to Leader Interface Main Page Settings The Settings window allows the leader to adjust their meeting settings and technical details. To open the Settings window, select the cog/gear icon from the top-right corner of the meeting screen. The Settings window is broken down into sections that are listed in a menu format along the left side of the window. The Session section is used to adjust sounds for alerts like raised hands and set the display for everyone in the sessions. 7/1/2014 Copyright 2002-2014 Sysco Corporation. All rights reserved. 33

Sysco e-meeting Leader Interface, Continued Settings (continued) The Conference section is used to adjust teleconference audio options, including adjusting conference information and redialing to get the meeting to connect to the conference call. The Audio & Video section is used to adjust VOIP and webcam options, including Audio Quality, the number of Concurrent Speakers allowed, and video focus. Note: If you do not have a webcam, the Video options will not show. 7/1/2014 Copyright 2002-2014 Sysco Corporation. All rights reserved. 34

Sysco e-meeting Leader Interface, Continued Settings (continued) The App Share section is used to adjust Appshare settings, including what allows Appshare control, hiding the Appshare toolbar, image quality, and refresh rate. The Chat & Text section is used to adjust Chat Panel settings, including who attendees can send messages to and whether or not the attendees can save the chat. 7/1/2014 Copyright 2002-2014 Sysco Corporation. All rights reserved. 35

Sysco e-meeting Leader Interface, Continued Settings (continued) The Exit section is used to adjust defaults when exiting the session, including publishing the recording and when to terminate the event. The Advanced section is used to turn on/off and display Appshare Performance Monitor. Back to Leader Interface Main Page 7/1/2014 Copyright 2002-2014 Sysco Corporation. All rights reserved. 36

Contact Information Contacts For additional questions and support please contact the appropriate team below. Team Item Contact information Sysco Interactive University (SIU) General inquiries o Available tools and uses o Loading a presentation o Creating a meeting SIU@corp.sysco.com Customer Service Group (CSG) Meeting won t load Problem with Network ID/password Java update Audio/Video issues (281) 584-1190 Customer.Support@corp.sysco.com Note: Additional guides are available in the SIU Resources portlet of the SIU website (http://siu.sysco.com). 7/1/2014 Copyright 2002-2014 Sysco Corporation. All rights reserved. 37