All posts by Michelle Nikolayevsky

Feature Friday: Invite From Contacts

Visit the ReadyTalk blog every Friday to learn more about a ReadyTalk feature.  

Why use this feature?

Whether collaborating with a small circle or hosting a large webinar, the Invite from Contacts feature makes it easy invite participants to your scheduled meetings. This saves you time and energy and helps you move on to the more important aspects of your day.

How to use this feature:

  • In Conference Center, click Schedule a Meeting and fill out the appropriate details
  • On the next page you’ll be taken to the Next Steps section. Under Invite Participants click the “Send Invitations” button

  • You can invite your contacts either manually or through a bulk upload.

Manual Upload

  • Start typing the name in the dialogue box. If the name is already in Conference Center, the system will auto suggest a name from your contacts. 
  • Hit enter and continue inputting names until you have completed.(**To upload your frequently used contacts into your Conference Center directory, see the section at the end of this post)

 

Bulk Upload

  • Where it says “Upload a CSV file of email addresses” click the Browse button and select your spreadsheet from your documents
  • The system will scan your list to make sure all the email addresses are valid. If there are errors, you will be prompted to fix them.

The system will validate the email address to make sure the formats are valid and show which are incorrect. It will show you which emails need to be corrected (below).

Give this feature a try the next time you are inviting meeting participants. Have a comment or question? Leave a note below…we love hearing from you!

 

 

 

**Uploading Contacts to Conference Center

As mentioned above, we recommend uploading your frequently used contacts into your Conference Center directory prior to manually inviting contacts. To do so:

  • In Conference Center, Select the Manage Contacts bar

  • Click the green button
  • Upload a .CSV file; you can upload up to 2,000 contacts

 

 

 

Upload Your 16:9 PowerPoint Slidedeck Today

16:9 powerpoint

 

In order to accommodate wider screens and HD formats, the default size for PowerPoint 2013 slides is now 16:9. The recent ReadyTalk visual enhancements not only support this new format, but the collapsible controls create a bigger more enhanced experience for your presentation. This new format ultimately is a better fit, since it no longer adjusts the larger slides to the older, boxier 4:3 size. 

If you prefer to  keep your slides in the 4:3 format, feel free as the system will continue to support it. If you would like to experience the new change however, you will need to reload your 16:9 formatted PowerPoint into the ReadyTalk meeting interface. To do so, follow the instructions below:

  • If you need to convert your slides to the new version within PowerPoint:

    • Go to Design tab> Select Slide> Widescreen (16:9)
    • Hit Save
  • Next, open your ReadyTalk meeting controls through Quick Launcher or Conference Center
  • Delete your old slides from the Presentation Bar
  • Upload your new PowerPoint deck to your ReadyTalk interface, by clicking the
    “Insert & Manage” button on the tool bar and following the prompts.

Please note, if you have already uploaded a 16:9 slide deck prior to this enhancement, you will need to re-upload your slides again to fully see the change.

How has the new 16:9 format helped your meetings? Let us know by leaving a note below.

How Much Time Do You Spend on Email? You’d be surprised!

time spent on emailHow much time do you spend on email in a day?

The average “office worker,” according to a Mail Online article, spends about two and a half hours every day on email.  If you do the math, that translates to 81 days per year.  Mobile devices contribute to that figure as emails are checked and responded to outside of the office. Conversely, the article goes on to say that 14% or 6.4 hours per week, is spent communicating and collaborating internally.

How else could you be spending that time?

While emails are a necessary part of most every work environment, we can’t lose the human component of collaboration. If we make collaboration part of our every-day workflow, would that make us more connected with our peers? Would our work be more creative? Better efficient?

We recently launched a set of Connectivity Tools designed to make the starting a meeting faster than ever before, especially from the applications you use the most. ReadyTalk for Outlook integration lets you collaborate directly from your Outlook inbox–start, join and invite others to your meetings without opening another application.

Do you feel that you spend a lot of time on email? What tips and tricks help keep the collaboration alive in your business? Tell us what you think, by leaving a comment below.

Need to see more? Watch this 2 minute video to see how easy it is to get setup with the ReadyTalk for Outlook Scheduler.

Audio Conferencing on the Go: New Mobile App

It’s a typical day in the life of Tim.

As a leading sales executive, Tim hits the road early in the morning and spends much of his day meeting with local customers and prospects. Face-to-face meetings are the most effective way for him to close deals and support existing customers. An unfortunate side effect is that he rarely meets with colleagues in-person; most meetings are conference calls that he takes from his car or, if he’s lucky, a quiet coffee shop.  When it’s time for one of those conference calls, it usually goes something like this:

15 minutes prior to meeting time: Tim's phone beeps a reminder. He dismisses the reminder. He’ll join the call from his car in the parking lot of his next appointment.

5 minutes prior to meeting time: Traffic jam. Tim’s probably not going to make it to the parking lot.

Meeting time: Still in traffic. Tim open’s the meeting invite and clicks on the 800 number. His smartphone automatically opens the phone app and starts dialing. But wait. Tim forgot to look at the access code before joining. He tries to go back to the meeting invite and disconnects from the conference bridge in the process. Sh**t.

He opens the meeting invite again. Looks at the access code and starts repeating it over and over to himself, “2091593, 2091593, 2091593…”. Clicks the 800 number and the phone starts to dial (he’s still repeating that number). As he starts to enter the number, he forgets “Was it 1593 or 1953?” He has to hang up and double check.

On the third try, Tim finally gets into the meeting. He was 5 minutes late and introductions have already been made. Tim awkwardly interrupts and the meeting continues.

For Tim, and remote employees everywhere, this is a scenario that happens daily (sometimes multiple times a day). It’s even worse when you’re a chairperson and you have to try to remember a chairperson passcode in addition to an access code.

It doesn’t have to be like this.

ReadyTalk has just released a new audio conferencing app, designed to make life a little bit easier.  With this app, you have:

  • One-touch meeting access:  Click on the meeting to either start a meeting or join someone else’s. No more pulling over to input all the data.
  • We call you: Our easy dial-out feature eliminates the need to have to write anything down (or repeat over and over). Simply click “Join Audio” and the app will call you to join the meeting. You determine the default phone number, so we’ll call you at your desk or on your mobile.
  • Notifications: A notification alert gets sent to your phone 30 seconds prior to the meeting start time, helping every meeting start on time and stay on schedule. 
  • All your meetings in one place: The app scrapes your meetings from your existing mobile calendar, allowing you to start or join quickly and easily.

From left to right: Start or join any existing ReadyTalk audio meeting from those listed in your calender, receive notifications 30 seconds prior to start time, and have the meeting call you.

Give it a try for yourself! Download it today from the App Store or Google Play. And let us know what you think by leaving a comment below.

Feature Friday: ReadyTalk Scheduler Outlook

Visit the ReadyTalk blog every Friday to learn more about a ReadyTalk feature.  

Why use this feature?

The ReadyTalk Scheduler for Outlook allows for Outlook users to easily schedule, invite and start ReadyTalk Meetings directly from Outlook.

See the information below to learn how to configure and get started with the Scheduler within your Outlook. In addition to supporting this type of functionality, the Scheduler also syncs data with salesforce.com.

How to use this feature:

Step 1: Download the Scheduler

(If you have already have the Scheduler downloaded and customized, skip to step 3)

Step 2: Customize your settings

  • Once installed, you will need to customize your Outlook settings.  Reference pages 8-14 of the user guide. It will tell you how to configure:

    • Default Meeting Types (On-demand vs. Scheduled Meetings)
    • Adding and Deleting Accounts
    • Adding and Deleting Subscriptions
    • Subscription Details
    • Dial-in Numbers
    • Sending Plain Text Invitations

Step 3: Start Meeting

  • To start a meeting, click on the “Start a Meeting” button. If you have a meeting anywhere from 24 hours prior to 48 hours after, you’ll be able to select the meeting you’d like to launch.
  • Creating a new meeting request: You have the ability to start three different meeting types from here: A ReadyTalk Audio/ Web Meeting, a ReadyTalk Audio Meeting or a ReadyTalk Web Meeting. Select which one works

    • When you have clicked on the type of meeting you need, the Meeting Request opens automatically with the relevant information your participants will need in order to join.
    • Feel free to manually add any other information at the top of the meeting request. After that, you can send your invitation.

What the invitation will look like.

 

  • Joining the meeting: Your participants can accept the Outlook invitation and join directly from the links that are embedded into the meeting request. These include (depending on the meeting type) the Dial in information (or have the meeting call you) the web login, even a list of global numbers if applicable.

 

Contact ReadyTalk Customer Care if you have any questions about the ReadyTalk Scheduler for Outlook. And let us know your thoughts by sharing a comment below!