Large Meeting Best Practices

Highfive has implemented features such as Full Audio Mute, Town Hall mode, and Moderated Meetings to provide a high-quality audio and video experience with larger meetings. Nonetheless, meetings with large numbers of participants will inherently have greater chances of running into certain types of problems:

Below, we will discuss best practices to prevent each type of issue and troubleshooting steps should they occur. 

Audio echoing

Audio echoing is caused when a device is in a call and its microphone picks up sound from the same call. As a result, the device plays the call's audio back into the meeting, and echoing is heard. 

  • Use headphones or earbuds - These audio devices fully isolate your microphone and speaker sources, which fixes this problem in most cases. 
  • Use a Highfive-equipped TV - Your Highfive systems come with built-in echo cancellation, which will mitigate the problem in some scenarios.
  • Join the call only once - If your device meets our requirements, you only need to join the meeting from that device. Joining twice (e.g. by phone and computer) at the same time will often lead to audio echoing. 
  • Check your surroundings - If you join a video call and are in close proximity to someone else who is in the same call, echoing is likely to happen. Move away from them or mute both the speakers and microphone on one of the devices. 
  • Schedule your call as a Moderated Meeting - Moderators in a Moderated Meeting have the ability to mute all other participants, besides the people who need to speak. This minimizes the chances of audio echoing since most people are muted by default.

Background noise

Background noise is characterized as any sound that you hear from an endpoint that is not the participant's voice. This includes sounds such as cars driving by, dogs barking, or other people talking.

  • Schedule your call as a Moderated Meeting - Moderators in a Moderated Meeting have the ability to mute all other participants, besides the people who need to speak. This minimizes the chances of background noise coming from a participant who isn't speaking.
  • Meet in a quiet room - Choose a quiet place to have your call. 
  • Mute your microphone - Disable your microphone if you aren't speaking. While microphones are muted by default after 10 participants have joined the meeting as part of Town Hall mode, it's a good practice to do it proactively prior to joining and during the meeting. 
  • Use headphones or earbuds - These audio devices typically have their own dedicated microphone that is closer to your mouth, producing clearer audio and shutting out as much background noise as possible.
  • Use a Highfive-equipped TV - Your Highfive systems come with built-in noise cancellation, which will mitigate the problem to a certain degree.

Waiting Guest users

Any participant who is not signed into a Highfive account under your company will be treated as a guest user. Guests are placed into a virtual waiting room prior to joining the meeting and need to be let in by a signed-in user. The waiting room is a security feature to assure the privacy of your meetings.

  • Schedule your call as a Moderated Meeting - Moderators have the ability to disable the virtual waiting room for a meeting and admit guests automatically. 
  • Let waiting guests in - This can be done by a signed-in user from the Highfive application or from a Dolby conference phone. 
  • Have another employee join the call - If you will be presenting and will not have time to let your guests in, have another employee join your call who can complete this task.

Unnecessary video feeds

Highfive will automatically detect who is speaking to show you their video feed. In larger meetings, this means people who might not be a relevant speaker at the moment may appear on your screen if noise is detected from them. 

  • Schedule your call as a Moderated Meeting - Moderators in a Moderated Meeting have the ability to disable the camera and microphone of all other participants, besides the people who need to speak. 
  • Disable your camera - If you are not speaking and do not need to be seen in the call, disable your camera. While this will be done by default after 10 participants have joined the meeting as part of Town Hall mode, it's a good practice to do it proactively prior to joining and during the meeting. 

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