LFS:Workshops/Best Practices using Zoom

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Zoom CallPhoto by Chris Montgomery on Unsplash

Objectives:

  • Familiarity with the tools
  • Know where to find more help
  • Share best practices
  • Set some standards
  • Create a community of practice
  • Be change-ready


Agenda:

  • Differences in TA responsibilities for online vs face-to-face
  • Moderating a web conference
  • Facilitating discussions
  • Locating Canvas documentation

Brainstorming topics:

  • Controlling screens remotely
  • Using waiting rooms
  • Sending Invite links via Outlook, option for registration of participants
  • Review settings on the screen:
      • Managing participants - settings/options; alternate view
      • chatting personally or to the group
      • hands-up
      • share screen settings
      • breakout rooms
  • Host – best practices  
  • When & why to assign a co-host
  • Setting up a poll (Edmund)
  • Best Practices when controlling screens remotely
  • Best Practices to follow when using waiting rooms
  • Anything else?

Showing Up:

  • Audio Settings
  • Video Settings
Click on the arrow (shown in the image) to open the options where you can test your audio and video
This is the window you will see when you test your audio. Similarly, video can also be tested by clicking on 'Video' on the left side bar

Setting up the meeting:

The settings that you may encounter are shown in the images.

The settings while setting up a meeting that allows you to set them up according to your rules
Screenshot of your scheduling window where you can give scheduling privileges to other co-hosts

Sending Invite Links via Outlook:

Outlook has a plugin that integrates Zoom invites and info right into your Outlook calendar invites

booking the room for someone else

Click on Appointment in your Outlook window to schedule a meeting with Zoom

Showing Up - AV Check:

  • Internet Connectivity
  • Audio
  • Lighting
  • Camera
  • Things nearby
Having a good headset can really enhance the quality of your audio during virtual meetings

Set the Expectations:

  • To record or not to record?
  • Will you let people participate?
    • How? (Chat | Voice | Video)
    • Work out how to participate
  • Who is your co-host?

Showing Up - AV check for others:

  • For your presenters
  • For anyone in the room
  • Turn this into a game!
Showing up earlier and interacting with the attendees can enhance audience participation during the session

Evolving Best Practices:

  • Share co-host
  • Home Setup
  • Best Practices for Zoom
A checklist for what the best practices are for co-hosts during a Video Conference

Your Presenters:

  • Test the presentation
  • Don't get fancy - use one screen

The Role of the Moderator:

  • Sets the tone for the room
  • Highlight the questions
Questions may be asked in the group chat in order to not break the flow of the speaker. The moderator ensures that these questions are answered by notifying the speaker causing the least disruption.

Enforcing the rules:

  • Mute Everyone
  • Proper Identification - name, picture
  • Screen on or off
  • Lock the room

Running the Room:

  • Are people going to enter after the meeting starts?
  • Open Microphones
  • How are questions asked?
  • Booting people

Q&A:

  • Structure your Q&A
  • Upvote (slido)
  • Moderator role
Moderators who have the answers to the questions asked can answer them in the group chat.

When things go wrong (and they will):

  • Troubleshooting
  • Plan B
  • Back channel
  • Phone in numbers
At times, the issues may not be on the user end but with the Zoom servers themselves. Ensure you plan for contingencies
Make Contingency Plans:
What can go wrong? Backup Plans
  • Audio not working
  • Audio unclear or cuts out intermittently
  • Video not working
  • Web Conferencing system down
  • Internet goes down
  • Student equipment failures
  • Forgot how to do something
  • Don't panic!
  • Breathe!
  • Take note of call-in number and PIN
  • Call into session with your phone
  • Prepare Moderator to take over
  • Prepare alternative activity
  • Inform students of backup plans

Registrations:

Polls:

Reports:

Post Event:

  • Save the chat
  • Share the recording
    • Edit it?

Security:

  • Lock the room after people are there
  • Who can share screens?

Roles for your audience:

  1. Real-time transcript taker
  2. Summarizer
  3. Google Jockey (?)
  4. Context setter
  5. Moderator

Visiting the Advanced Settings:

  • Waiting rooms
You will receive an email notification when someone enters your waiting room in Zoom. This can be used to screen participants, thereby adding an additional layer of security from Zoombombing.

Objectives:

  1. Setting up a meeting - booking a room 
  2. get there early 
  3. Sharing co-host
    1. before the meeting
    2. during the meeting
  4. Setting rules
    1. To record on not to record
    2. Will you let people participate?
      1. How?   Chat | voice | video?
      2. the rules of the room. e.g. how to participate
  5. A/V check for yourself
    1. internet
    2. audio
    3. lighting
    4. video
  6. A/V check for your presenters
    1. For your presenters
    2. For anyone in the room
  7. Coaching your presenters
    1. Test the presentation
    2. Don't get fancy - one screen
  8. Enforcing the rules
    1. recruit a helper
    2. Questions in Slido, the text or raise hands
    3. Recruit some helpers

Review Settings on the screen:

  • Managing Participants
    • Security
      • Locking the room
        • May be an issue for those who lose connection
      • Enable Waiting Room
      • Do you want participants
        • Share screen
        • Chat
        • Rename themselves
    • Settings/Options
    • Alternate View
      • Gallery vs Speaker view
    • Chatting Personally or to the group
    • Raising hands
    • Share Screen settings
    • Breakout Rooms

Host - Best Practices:

  • Recording the session?
    • Let people know when you're hitting the record button
    • Once the meeting ends, a video file, audio file and a transcript of the chat will download to your computer
  • Mute All when the session starts
  • Using the chat for questions
  • Call on people to unmute

When & why to assign a co-host:

Sharing a co-host:

Share a co-host via their UBC zoom account