Cycle 28 Virtual Panel Review: BlueJeans and Slack Guidelines

Below we list some suggestions to help the meetings run as smoothly as possible. We recognise that not all of these may be possible for you under current circumstances. We encourage you to fulfil those you can without too much stress, and to be patient with panelists who may be restricted in what accommodations they are able to make.



BlueJeans

All Meetings will have a secure Pin Code to enter, please do not provide the meeting ID or Pin Code to anyone not provided on the Spreadsheet for your panel.

If we need a backup due to a BlueJeans issue, we will use WebEx and send meeting invitations.

Network Connectivity Check

  • Speed Test: Check your connectivity strength by performing speed test. There are many websites which can help like https://fast.com/. We suggest having more than 1024 Kbps (1Mbps) bandwidth to support HD resolution meeting.
  • Wifi: If using Wifi, make sure your signal is strong, and stay as close as possible to the Wifi access point. Wired/ethernet cable is preferable, when possible, as it offers a more stable connection.
  • VPN: Try to avoid VPN connection or follow your company policy.
  • Laptop Battery: For laptops, make sure your computer isn’t in a low battery state. Plugin the power cord and if using windows, change your power settings to “high performance”.
  • Limit Household Bandwidth In Use: Try to avoid having other activities competing for Internet use at the same time as your BlueJeans video calls.  For instance, if you have quality issues, ask others in the household to refrain from watching streaming videos, downloading files, or playing online games during your BlueJeans meetings.

Setup

  • Use a Headset: Internal microphone can sometimes pick up background noise hence headphones with inbuilt boom mic can help while providing better audio quality. 
  • Lighting: Light can play a major role in how others are seeing you. Make sure the light source is not behind you and your room is well lit.
  • Background: When joining from home, background is important as others could see what is happening. Choose a spot with neutral background which doesn’t distract your participants.
  • Quiet Location: Try to avoid noisy common areas. Instead, join from a quiet location whenever possible. 
  • Poor Connection Tips: In a case of a poor connection try disabling your video to conserve bandwidth, and use dial-in audio instead of VoIP (computer audio).

In-meeting Quick Tips

  • Camera Angle: By using self-view, you can test the angle of your camera and position yourself. Look into the camera lens while talking to make eye contact with your audience. 
  • Mute: Keep your mic muted whenever you are not speaking. When muted you can use push-to-talk by pressing and holding “T” (or the space bar). 
  • Share and Pause Sharing: Have your content/PPT’s ready before you join the meeting. If you want to switch between document, use the Pause Share button and it won’t show your desktop/personal information to participants.

Additional Tips

  • To ensure that only one person speaks at a time and that everyone is heard, we will ask anyone wishing to speak to raise their hand, and the chair will call on people to speak.
  • Only 9 Video feeds are available via BlueJeans: Panel Members, should have video on, all others should have Video off unless you are asked a direct question.
    • PSS and Leveler should turn theirs on when they need to. 
    • Remember whenever you connect to a meeting, please make sure your Audio is muted as well as your camera unless you are mentioned above.
      • All Observers should Mute their Audio and Video at all times.
  • We want everyone to use the Slack Channel for any discussions for consistency.

Conflicts

  • Once again if you have a conflict, you will leave the discussion by disconnecting from the BlueJeans session (it is not sufficient to turn off your sound, you must leave the call) and you will be alerted in the Slack Channel when to rejoin.
  • Please ensure if you have personal slack notifications turned on and/or be sure to monitor the slack channel while out of the call so you can see when you are recalled. The discussion could be short or long and you could be recalled at any time. There is a slack app for phones that may be useful if you intend to step away from your computer during that time.
  • Please don't state what your conflict is, just state you have a conflict and need to leave.

SlackChannel

  • We will be using the private panel slack channels for inter-panel questions vs the Chat feature in BlueJeans. Please do not post scientific proposal discussions in the channels.
  • We will use Slack to ask Conflicted Panel Members to return to the meeting.
  • If you have a technical/policy question that needs someone not in the meeting, please contact the PSS and have them request the "expert to join the meeting".
    • It will be beneficial if you can ask the question via Slack so that the expert has the understanding to minimize downtime, especially if a proposal needs to be reviewed by the Expert.