Polycom Immersive Telepresence (ITP) User’s Guide
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Meeting Coordinator Tips
When coordinating video meetings in a Polycom RPX suite or a Polycom OTX room, you perform many of the same tasks as you would when you coordinate any other meeting. For example, you should try to begin and end your meeting on time and you may want to prepare an agenda.
As the meeting coordinator, follow these additional guidelines:
•If you are going to show content, check your laptop and ensure that your sound, graphics, video clips, or complicated graphic presentations work properly.
•Arrive early to ensure that the room is ready to go and, if any room adjustments are necessary, they can be made prior to the meeting.
•Ask the primary participants in the video meeting to sit at the center seats at the table.
•If your meeting is going to end early or run long, you may have to inform your system administrator or, if your organization has signed up for Video Network Operations Center (VNOC) services, you may have to inform the VNOC. For more information about scheduling meetings, refer to the following section.
•Some RPX suites have data ports and power connections available in each table leg. If your suite is so equipped, remind the participants that they can access their email, the web, or anything else on the network by bringing in their own laptops and connecting them to these.
Reserving a Polycom ITP Room
In some organizations, you can use a Polycom ITP room at any time, whereas at other organizations, you must reserve the room.
When reserving an ITP room, keep these guidelines in mind:
•If your organization has signed up for VNOC services, you can typically make your room reservation through the VNOC. The operators there will not only help you make a reservation, but they will also monitor the network and resources during the meeting, and provide remote site management to make sure your meeting runs as you planned.
•Whenever you schedule a telepresence conference, consider time zone differences for the various participants.
