During the past year, digital communication has taken a foothold as the preferred form of business communication. Twilio reported in a recent study that, COVID-19 accelerated companies’ digital communications strategy by an average of 6 years. We are witnessing the biggest digital transformation of the past decade. The hybrid meeting is the way of the present as businesses slowly start inviting employees back to the office. 36.2 million Americans or 22% of the workforce, will be working remotely by 2025. That’s an 87% increase from pre-pandemic numbers. This is a trend that covers all industries globally, and is a huge reason why we created Spotlight, a platform of all the tools your organization needs to meet virtually and in person.
To help your Spotlight meetings run as smoothly as possible, we have collected the most common problems users face, and how they can be fixed before you get started.
Table of Contents
Technical glitches and lag from insufficient internet bandwidth
This is one issue we hear about time and time again. On the backend, we were able to do some digging and noticed a trend--slow user networks. Slow bandwidth will result in distortion, frozen screen, dropped meetings, and poor sound quality.
Most of the time, the networks we see suffering are in a home setting due to the increase of remote workspaces. A network normally consists of an internet service provider, modem, router, and at least one device. If there are any kinks in the chain, the network is compromised. Keep in mind that there are usually multiple people on a network with multiple devices which drastically affects available bandwidth.
It’s also important to note that different aspects of the meeting require different levels of bandwidth. Screen sharing and viewing for instance requires the most bandwidth and can often impact multiple slow networks on a meeting. The first step is to test each part of your network to see if it can handle the Spotlight requirements below:
1:1 call: 650 kbps
HD mode: 1400 kbps
3 - 4 people: 450 kbps
5 - 16 people: 184 kbps
Presenting: 1200 kbps
Boardable Spotlight's internet bandwidth requirements are comparable to other video conferencing solutions.
Spotlight isn’t working properly on Safari
Spotlight was optimized for the below browsers, apps, and operating systems. For the best experience, we recommend using Spotlight on the Desktop App and Google Chrome.
Tip: Ask your meeting attendees if they are using the Safari web browser before you get started. If one person is using Safari, it can disrupt the experience of other attendees.
Selecting a region closest to your location
We recommend selecting the region closest to your meeting attendees. The first Admin or Meeting Collaborator who starts the meeting will be given the option to select a location from the drop-down menu. Selecting a location can improve the video quality of Spotlight meetings and resolve some issues relating to what is thought to be a slow internet connection.
Trouble accessing your camera and microphone
Window 10 Camera Settings
Windows 10 Microphone Settings
Echoing during calls
We’ve all had the meeting where somebody is talking and all of a sudden they sound like they are falling into a time warp. The most common cause of this phenomenon is two or more computers being too close together with their audio active. An easy fix would be to use a high-quality headset or disable audio on all computers but one when conferencing in close proximity.
Difficulty adding Spotlight Video to a meeting
Step 1: Select Meetings from the left main side panel
Step 2: Select your meeting or create a new one by clicking the +Add Meeting button
Step 3: Navigate to the Edit or New Meeting page and scroll down to Video Options underneath the meeting's description field, then select Spotlight
Step 4: Scroll down and click Save at the bottom of the page
For more information, follow these step-by-step instructions.
Having trouble creating an agenda
The Agenda Builder gives you the ability to:
Assign agenda items to attendees
Add sub-items to the agenda
Attach files from the Document Center or your computer
Send the agenda out to meeting members
Meeting attendees are then able to:
View the meeting agenda and hyperlinked files from within Spotlight
Download agendas as PDFs
Learn more about agendas by following these instructions.
Having trouble using the agenda during meetings
Keep meeting attendees on the same page when using Boardable Spotlight with the Agenda Progress Marker and Live Agenda Updates. Administrators, Group Admins, and Collaborators of the meeting can mark progress and add, delete, and rearrange agenda items and files during the meeting. The agenda updates are made in real-time, allowing meeting participants to view the changes and observe the meeting’s progress.
Read these instructions to learn more.
Difficulty creating and recording meeting minutes
Oftentimes in a virtual meeting environment, key information is lost. Meeting Minutes allows you to have a record of all the important decisions and takeaways from your meetings so that attendees leave with clear direction, understanding, and next steps.
Only account Administrators, Members who are Meeting Collaborators, and Members who are Group Owners / Admins have access to take Minutes during a meeting.
Minutes and notes are recorded in real-time so any ideas, tasks, decisions, or votes can quickly be captured during the meeting.
Learn how to record meeting minutes by following these step-by-step instructions.
Having trouble adding meeting files
Meeting Files allows Administrators, Group Admins, and Meeting Collaborators the ability to upload files during meetings held in Spotlight. You can upload files directly into your meeting from your computer, the Document Center, and various cloud storage services such as Google Drive, Dropbox, and OneDrive.
Meeting files are uploaded in real-time, allowing participants to instantly view the newly uploaded file during the meeting without ever leaving their computer browser.
Learn how to add meeting files during meetings by visiting these instructions.
And there you have it. If you would like to learn more about Spotlight and all of the other features Boardable offers, head over to Boardable Academy (link below) for in-depth video tutorials and educational content.