How to use Webex video conferencing tools

Learn how to effectively use Cisco Webex Meetings, Events and Training to work remotely at Monash Health.

Getting started with Webex Meetings

The first time you use Webex, you will need to sign up using your Monash Health email and then again using your Monash Health User ID to access our account.

IT Services have installed the Webex software on all Monash Health PCs which means you don’t need to be logged into Citrix Remote Access to use it. The Webex Meetings Control Panel should be visible on your Monash Health PC and is integrated with Microsoft Outlook with a Webex icon available on your Quick Access Toolbar.

If you’re working from home, or offsite, you can access Webex via any internet browser or the smartphone app. Webex software is compatible with both Android and Apple tablets and smartphones.

For further advice and support contact IT Services

Log a ticket on Central

Link must be accessed on Monash Health network or via Citrix Remote Access

Joining a Meeting or Event

Webex Meeting

If you’ve been invited to a Webex Meeting, you can join the conversation via an internet browser like Google Chrome or Internet Explorer. You can also join via the Webex Control Panel or log in using the smartphone app.

The host of the meeting may send you an automatically-generated meeting invite with the details or they might send you a link separately.

Webex Event

If you’re joining a Webex Event, there are additional steps required to log on:

  • On a desktop or laptop computer, you will first need to complete a registration form, including the event password. Once completed, you should follow the link to ‘run a temporary application’.
  • On the smartphone or tablet app, you can tap the link from the event invitation or manually enter the event ID. Once entered, you will also need to enter the event password.

Join a Cisco Webex Event

Webex user guides

Tips for participating in a Webex Meeting

Once you’ve entered a Webex Meeting, you may want to switch your microphone and video on or off. The guide below provides an overview of some useful tools found in the Webex software.

In a Webex Meeting, you can share your screen, which means you could present a Microsoft PowerPoint or Apple Keynote, or collaboratively work on a Microsoft Word document.

If you have been asked to present at a Webex Event, you must first be assigned the panelist role to switch your microphone and video on. To share your screen, you must also be assigned the presenter role. Before you are the presenter, the option to share your screen will be greyed out (unavailable), and there can only be one presenter at a time.

Hosting successful virtual meetings with Webex

Scheduling a Webex meeting

Once the Webex Meetings Control Panel and the Quick Access Toolbar are installed on your computer you can ‘Start a Meeting’ or ‘Schedule’ a meeting from the Webex Control Panel. You can also do this via Outlook through the Webex icon in the calendar located in the Quick Access Toolbar.

You can host a Webex online meeting via an internet browser or any device using the Webex app.

For a one-on-one meeting, log on to http://monashhealth.webex.com and share your personal meeting ID with another person. If you would like to host a meeting with more than one other person, visit the same web address, and use the meeting schedule tools to invite as many people as you need to a one-off or recurring meeting.

You can set up an alternate host for any scheduled meetings or Personal Room meetings you aren’t able to host yourself. You can assign one or multiple alternate hosts for a single meeting, or for a series of recurring meetings. The alternate host can start, manage, and record the meeting but cannot edit or cancel a meeting.

If you need to host or manage a meeting or recurring meetings on someone’s behalf, ask the host of the meeting to assign you as an alternate host.

Having a successful Webex meeting

The virtual nature of online meetings can often create challenges that you may not experience when participants are physically in the same room.

The following guidance provides useful tips to help you to design effective meetings and engage your participants.

Having a successful Webex Meeting’ is a presentation created by Linda Neitz, Senior Manager – Organisational Development and Learning and includes tips on:

  • developing a clear purpose and agenda
  • managing the flow of communication and conversation in virtual meetings
  • making the most of Webex tools
  • keeping things on track.

Running effective virtual meetings

Download this presentation to help with running effective virtual meetings. It covers:

  • understanding potential distractions
  • best practice process for virtual meetings
  • hints and tips for leaders
  • dos and don’ts for all participants.

Frequently asked questions

Should I use Webex to communicate with patients?

Please use Telehealth where appropriate to communicate with patients.

Learn more:

What if I can’t host my meeting anymore, or need to host on someone’s behalf?

You can set up an alternate host for any scheduled meetings or Personal Room meetings you aren’t able to host yourself. You can assign one or multiple alternate hosts for a single meeting, or for a series of recurring meetings. The alternate host can start, manage, and record the meeting but cannot edit or cancel a meeting.

If you need to host or manage a meeting or recurring meetings on someone’s behalf, ask the host of the meeting to assign you as an alternate host.

More guidance on how alternate hosting is available on the Cisco website.

How do I record a meeting?

Recording a Webex meeting will capture the audio, video, and presentation. It’s good practice to let your attendees know that you are recording the meeting as a courtesy.

While in your event, select ‘Recorder’ and ‘Record’ to record right away. You and your participants will see a red icon at the top right of your window when recording is in process.

When the meeting ends, you can find your recording on the Recordings > My Recorded Meetings page of your Webex site in Modern View. Depending on file size and internet bandwidth, it can take up to 24 hours to receive your recording.

Can I use different video conferencing software like Zoom or BlueJeans?

Cisco Webex Meetings is available for all Monash Health employees. This service has been implemented due to its security, reliability and integration with existing Monash Health systems.

Some alternate video conferencing software have known security issues or did not have the appropriate features as required by Monash Health. IT Services will not be able to provide support for video conferencing software that has not been endorsed by Monash Health.

Can Webex be used for virtual visitations?

Patient Experience have created a program that helps patients use video conferencing software to receive ‘virtual’ visitors.

For information about online meetings with patients, contact the Virtual Visiting Team at virtual.visit@monashhealth.org

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