Taking control of Zoom

Hosting / Managing 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

IMPORTANT: You MUST already know how, and have experience of the following. If not you must attend the previous session first.

• • Setting up a one-off and a scheduled Zoom meeting as the Host
  • Sending out invites
  • Renaming & Muting participants
  • Using Chat

Not sure? Email or call me on 01364 716299 or 07795 257849

Hosting / Managing meetings & Security Topics

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

• 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, Slide Shows and involving your audience

• You’ll each get a chance to Screen Share YOURSELF *
• How to share your screen *
• The difference between sharing a ‘screen’ or a ‘window’
• Sharing SLIDESHOWS (PowerPoint) and DOCUMENTS and IMAGES
• Sharing VIDEOS and AUDIO (and how to improve audio quality)
• Using Zoom’s WHITEBOARD
• Using ANNOTATE (drawing and writing on a screen share) – by the Host and by participants for engagement *
• 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

Making your meetings more interactive and alive

Getting feedback and ideas, brainstorming, generating questions for Q&As. And helping your audience feel more relaxed and involved.

• 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 (suing 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 – try out – practise – ask questions – discuss ideas

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 to with the rest of 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. For that you will need to attend the relevant session above.