Taking control of Zoom

See what’s really possible with Zoom when you know how – a ‘Whistle-Stop Tour’ of Zoom and its features

You’ll get to see what’s possible using Zoom: it’s features, ways of working with it, plus some 3rd party programs/apps you can use with it.

I’ll talk about and demonstrate: working with groups of different sizes  ●  handling discussions, decisions and interactions  ●  using Co-Hosts  ●  Chat  ●  Polls  ●  Breakout Rooms  ●  Screen Sharing  ●  Annotation  ●  PowerPoint  ●  using Google Docs  ●  Recording events  ●  Live Streaming   ●  Security.

Important: as we only have 2 hours, while I will be showing you what is possible, I will not be showing you how to do it.
For that you can join the other relevant session(s) below.

This session will not be limited to 6 people.

Schedule, Invite, Host & Manage meetings – the Basics

If you haven’t before, you’ll get to set up and (briefly) host your own meeting.

• Set up a basic Zoom meeting – one-off vs scheduled meetings *
• FREE vs PAID Zoom in terms of hosting
• Sending out INVITES *
• Use of PASSWORDS
• WAITING ROOM
• RENAMING people *
• Keeping an eye on PARTICIPANTS*
• Using the CHAT
• MUTE one or all participants *
• Helping participants manage:
  • SPEAKER and GALLERY view (whatever device they are using)
  • CHAT

* topics that you’ll get to try out yourself on the session

Managing meetings (advanced) & Security & handling disruptions

Topics covered in this session:

• RECURRING meetings – for a series of events, an ongoing class etc
• Advanced use of WAITING ROOM – for pre-meeting chat with speaker(s) and co-hosts, send a message
• Helping participants get the best from the meeting – whatever device they are using
• Some group participation and feedback basics – verbal and non-verbal, chat, yes/no responses, raised hands
• How to support a guest speaker/presenter
• Using CO-HOSTS to support you
• RECORDING a meeting (and how to manage recording in Breakout Rooms) *
• SAVING CHAT *
• Zoom MEETING vs WEBINAR
• SECURITY ISSUES:
  • What are the RISKS of using Zoom
  • Sending INVITES out – what to include and what not to
  • Use of the WAITING ROOM / LOCKING the meeting *
  • REMOVING people from a meeting or putting them on Hold *
  • Control what participants can do (e.g. Screen share, Recording the session, etc) *
  • Drawing up a risk assessment and what things to put into place to minimise these *

* topics that you’ll get to try out yourself on the session

Breakout Room Topics

Important: You cannot manage Breakout Rooms from an iPad, Tablet or smart phone
However, you can assign a Co-Host who has a computer/laptop. They can then manage the Breakout Rooms for you.

• You’ll each get a chance to SET UP Breakout Rooms YOURSELF *
• How to SWITCH ON Breakout Rooms so you can use them in meetings
• BASICS of Breakout Rooms
  • ASSIGNING people to rooms *
  • using the SAME SET of Rooms again
  • creating a NEW SET of Rooms
  • ADD a new Room
  • MOVE someone to a different Room *
  • ensuring there’s a FACILITATOR IN EACH ROOM
• Using FACILITATOR and CO-HOSTS
• BROADCAST a message to every Room *
• How people can ask the Host for HELP while they are in a Room
• How to TAKE INFORMATION INTO Rooms (agenda, questions, topics, screen share etc.)
• RECORDING Breakout Rooms
• CLOSING DOWN Breakout Rooms *

* topics that you’ll get to try out yourself on the session

We look at how you can share your screen smoothly, and use it and other programs to encourage participation and involvement from your audience.

Screen Sharing – documents, pictures, videos & music

• You’ll each get a chance to Screen Share YOURSELF *
• How to share your screen *
• The difference between sharing a ‘screen’ or a ‘window’
• Share DOCUMENTS and IMAGES
• Tricks to ensure people see the best and largest possible version – even on small screens like phones
• Share AUDIO (music or in a video) – and how to improve audio quality – otherwise participants hear a distorted version (or even not audio at all)
• Share background music without disturbing what people see – so everyone sees their normal Gallery / Speaker view
• Share VIDEOS – and how to improve the visual quality – otherwise participants see a jerky, jumpy version
  • And with this feature, how to avoid participants seeing large grey blocks across their screens
• Play a YOUTUBE video in “Full Screen” mode (so it looks great and there’s no text or other YouTube videos displayed) – and tricks to make this possible/easy
• Using Zoom’s WHITEBOARD
• How to “draw” over the top of ANY screen share to highlight things for people – using ANNOTATE – by the Host and by participants for engagement *
• When you want to Screen Share two different things – how to move smoothly between them – rather than stopping one and starting the other
• Understanding WHAT PARTICIPANTS SEE when you are screen sharing and helping them to manage what they are seeing *

* topics that you’ll get to try out yourself on the session

Screen Sharing – PowerPoint presentations

Screen Sharing a PowerPoint presentation can be challenging and there are a number of traps you can fall into without realising it.

This session explains it all and you get to practise sharing your PowerPoint presentation.

IMPORTANT: You MUST already know how, and have experience of, Screen Sharing.

• PowerPoint ‘Full Screen’ vs ‘Window’ mode – which works best?
• Ways and tricks to manage all the screens:
  • The PowerPoint presentation itself
  • The PowerPoint control/speaker notes
  • Zoom’s participants’ videos
  • Chat
• Tips for moving between slides
• Using two screens – how can I use a second screen and how will it help me?
• Who should screen share – the speaker/presenter or the Host or a co-host?
• Issues you should know about – and how to avoid them …
  • Using ‘Animated slides’
  • ‘Embedded’ videos
  • Participants can’t hear music or videos properly
  • Participants see grey areas on their screens
• Understanding WHAT PARTICIPANTS SEE and helping them to manage what they are seeing

Interactive, Fun & Effective meetings + ways to gather feedback, ideas and make decisions

• How to have participants feel more RELAXED IN MEETINGS
• INVOLVING PARTICIPANTS – using ice-breakers, making people feel welcome, engaged and part of the group
• Getting and managing FEEDBACK from participants – verbal and non-verbal, chat, yes/no responses, raised hands
• Handling GO-ROUNDS/SHARING CIRCLES – people taking turns to speak
• The importance of CO-HOSTS
• Using Zoom Screen Share and Whiteboard
• Using Zoom POLLS
• Using GOOGLE DOCS
• Using third-party programs to manage polls, Q&As, brainstorming etc. (e.g. Slido, Google Slides etc)

Recording your event … and what to do with it

Topics covered in this session:

• Limitations of Recordings (Breakout Rooms, Size)
• The differences between Record on this Computer and Record to the Cloud
• The differences between the different recordings you can make on the Cloud – Gallery, Speaker, Screen share, Audio
• EDITING your recordings (using different programs)
• SHARING your recordings with people (where to upload them)
• Concepts of LIVE STREAMING

Because much of this session is “outside” of Zoom (and so relies on many different programs and Apps), there won’t be much chance to try things out during the session.

‘Open Mic’ session – Bring your questions and ideas and try them out

Got something you are unsure of or would like to try out with a live audience?

With a maximum of 6 people you will get at least 15 minutes each to try out whatever you want with the group, ask questions, discuss ideas.

I will provide structure and answer as many questions as I can. Anything unanswered by the end I will provide answers or resources afterwards.

Important: there will NOT be time in this session to teach the whole group how to do things that we cover (e.g. Breakout Rooms, Screen Sharing). For that you may need to attend the relevant session(s) above.