Virtual meetings and webinars are an integral part of JMP’s business, particularly in light of the global pandemic of 2020. We’ve created this document to guide you through the appropriate technologies and processes for hosting those virtual events. This document is organized by the type of meeting and presents your options for hosting each of these. Regardless of how you host your event, please refer to this CIS article on Virtual Meeting Etiquette Best Practices.
1. Internal Meetings
Microsoft Teams, installed and available on all SAS-issued computers, is the recommended solution for all internal meetings. You can read more about Microsoft Teams at SAS in this Employee Support Center Knowledge Base article.
2. Individual Meetings with an External Audience
When you are meeting with a customer, prospect or other external non-SAS contact, Zoom is the recommended solution. Currently all of JMP Sales and individuals within Marketing whose job responsibilities require it have host licenses for Zoom. If you do not have a Zoom host license, but feel you have a legitimate need to, please contact John Jones. There is a cost associated with these licenses.
There are two ways to initiate an individual meeting via Zoom:
From Salesforce
If you are a Salesforce user, you can do it directly from the Lead or Contact record. This is initiated by choosing the Start Zoom Meeting option from the triangle menu at the top right of the lead or contact record:
The advantage of using this method to start your Zoom meeting is that the activity is tracked on the lead or contact record. For full instructions on how to use this functionality, please refer to this Salesforce Knowledge Article (requires Salesforce access).
From Zoom
If you are not a Salesforce user, or have other reasons not to use the above functionality, you can use the Zoom app on your desktop or in the browser to start a meeting and invite others. If you are unfamiliar with using Zoom this Quick Start Guide can help.
3. Group Meetings or Webinars with an External Audience
When scheduling virtual events for larger audiences, be they Sales Seminars driven by sales teams or non-SAS-produced webinars, Zoom is also the tool of preference. For both, there are integrations between Salesforce and Zoom that make it easy to see who has attended.
First set up a Zoom meeting or webinar. Make sure you don’t use your personal room id for the meeting ID. Make note of whether you set it as a meeting or webinar, the meeting URL and the password, if you required one.
For Sales Seminars, set up your event using the Salesforce JESS Framework. Instructions for doing that can be found in this User Guide. Use the meeting URL from the Zoom meeting you just set up as the Virtual Event URL. Add campaign members to the campaign and use the JESS Framework to invite them to the event.
For non-SAS produced webinars, set up your campaign as you normally would, completing the Virtual Event Details section with the URL and password (if applicable):
After your event has concluded, go back to your Salesforce campaign and use the Get Zoom Attendees button to update the attendee status. Instructions for using that functionality can be found here.
One caveat to note when using this button is that this button can only fetch participants from the last meeting/webinar instance for a specified meeting/webinar ID. With that said, if a same meeting/webinar is started and ended multiple times, it only fetches the attendees from the last time the meeting is re-started.
By following these guidelines and procedures, we hope you can have productive and effect virtual meetings, regardless of the audience or platform!
