Hybrid meetings: tips and troubleshooting

Top tips

• Test the technology in advance of the meeting – not just the same
• Or book the Digital Support Services team in advance if you want support on the day, or want help trying out the kit. 
• Allow time before each meeting to set
• Sign into the PC in advance so you can set up Teams
• Don’t use the wireless Solstice for hybrid meetings – there can be sound and connection

Test call

• You can run a test call from Teams ahead of your meeting. It’s in Settings > Devices.
• It records a short test of your voice then plays it back and shows you if the video is working too.

Running the meeting

Connect up 

Connect your laptop using HDMI and USB (in the rooms without a PC). With a PC log-in and it’s automatically connected. You might need to tweak the settings in Teams in Settings > Devices.

• You can extend the display on your laptop (Windows key and P) or use the PC or a second laptop to facilitate the meeting. A laptop can be borrowed from the locker or pick a facilitator to use their laptop.
• Turn off notifications on Teams if you are running the meeting.
• You can join Teams twice and share presentations to the meeting from another laptop if already logged into the facilitator laptop. 

For extra inclusion

Staff in the room may find it easier to feel connected to participants at home if they can see them on their laptop.

• As well as using the AV kit everyone can join the Team meeting on their own laptop.
• Ensure everyone is muted on the Team meeting and on the laptop.
• Use the AV kit for microphones in the room and as the speaker.

Guides

Guides and settings are available on Teams.

Troubleshooting

• If you use the wireless Solstice Pod, the sound may not work. Use the HDMI instead.
• Sound problems on the call?
  • Check Settings > Devices to see it’s using the external kit.
  • If it is correct but there are still issues, then finish the call and start again.
  • If it hasn’t picked up the Logitech kit then you might need to restart your laptop.
  • In GFSR and Red 3.1 check the microphones are charged.
• It is recommended to disable noise suppression when in meetings with multiple participants for optimal audio performance.
  To Adjust Settings in Teams:
  • Access settings via the three dots near your profile picture or initials
  • Navigate to Settings > Devices
  • Disable the Noise Suppression toggle
• Other issues with Teams? Sign-out not just close. Find this option under your profile image or initials on the top right.
• Just not working - then check all cables are properly connected with all the kit.
• Check the USB button is on for the Logitech Connect so it’s not trying to connect via Bluetooth. Bluetooth only works for sound and not video.