Zooming into Online Club Meetings

You have just received an invitation to join a Zoom Online Club meeting! What do you do next?

Preparation

preparing for zoom

In Online Clubs where Zoom.us is used, meetings are scheduled in Zoom Cloud web conferencing software. You can prepare yourself and your computer for participating in this environment by accessing the video tutorials at the Zoom Support site: https://support.zoom.us/hc/en-us/categories/200101697-Getting-Started

    • Note: In particular please read this instructional page to help you get Zoom setup on your computer:

https://support.zoom.us/hc/en-us/articles/115002262083-How-Do-I-Test-Prior-to-Joining-a-Meeting-

In addition please view this short video tutorial on How to Join a Zoom Meeting:
https://support.zoom.us/hc/en-us/articles/201362193-How-Do-I-Join-A-Meeting-

System Requirements: for computers

  • An internet connection – broadband wired or wireless (3G or 4G/LTE)
  • Speakers and a microphone – built-in or USB plug-in or wireless Bluetooth
  • A webcam or HD webcam – built-in or USB plug-in
  • Or, a HD cam or HD camcorder with video capture card

System Requirements: for mobile devices

Please access this page for system requirements, equipment and supported operating systems: https://support.zoom.us/hc/en-us/articles/201179966-System-Requirements-for-iOS-and-Android

View these video tutorials to help you to prepare yourself!

https://support.zoom.us/hc/en-us/articles/206618765-Zoom-Video-Tutorials

Participation

And now for the fun part! Managing the Zoom Tools.

managing zoom tools

Managing Audio 

When you are participating in an Online Club meeting you have the opportunity to speak using the Audio tools. You will need to have a microphone/headset or earbuds to plug into your device. This will ensure that any audio echo is avoided.

Check first if your Audio is on. Look for the microphone icon in the lower left hand corner of the Zoom screen. If it is crossed through, you will need to un-mute by clicking the icon.

Note: Sometimes the Host of the meeting will Mute All to avoid any unnecessary background noises during speeches. You may need to Un-Mute to ask a question.

Managing Video

Use your webcam to be seen in the meeting. Check first if your webcam is switched on. Look for the Webcam icon in the lower left hand corner of the Zoom screen. If the icon is crossed through, click the webcam icon to switch on your camera. You should be able to see your image among the other participants.

If you are using a laptop with built in webcam the small light in the top centre of the laptop should be illuminated. Focus on that so that you appear to looking at everyone.

Managing your background and lighting

Now consider your background visuals. Ideally choose a quiet space away from distractions and avoid busy backgrounds behind you.

If you are situated in a busy environment with lots of objects in view, or with the possibility of people moving behind you, can you provide a screen? You may be best to locate yourself in front of a wall that is not distracting or with curtains that can be closed. Notice the variations in backgrounds for these Zoom participants.

laptop_screen2.jpg

Does the colour of the background complement or clash? Consider how your image may help you to be seen clearly against the background you have chosen. Colour is important.

Note: if you have your own Zoom account you can select Video Background in your Settings to enable the use of a background image. You will need to have a green screen behind you for this to work effectively.

Now think about how your image is illuminated. Do you have a balance of lighting? Ideally your lighting should include one lamp in front and one more behind the computer, to illuminate you and not cause shadows or silhouetting of your image.

Zoom recommends: … if you want the best lighting, we’d recommend at least 1350 lumens in that same space (3×40-watt light bulbs).

Review other recommendations from the Zoom Blog at:
http://blog.zoom.us/wordpress/2015/02/12/scientific-lighting-zoom-meetings-will-ever-read/

If you are in a room with natural lighting and with unshaded windows. It is good practice to position yourself so that the window is not directly behind you. Behind your computer screen or to the side will work well because it doesn’t cast your entire face into shadows.

Managing the Speaker or Gallery View

When you are in a Zoom meeting you can adjust the way you see the participants. There are two options for this, Speaker View or Gallery View. The Gallery view shows all participant videos as a grid across your screen. If there are more than 25 in the room, you will see an arrow to move to a second screen.

If you are sharing your screen for a presentation, the Gallery View will shrink to a panel available on one side of your screen. You can use the navigation arrows to move the panel up or down.

The Speaker View enables you to show just the speaker large on screen. If you are the speaker you can Pin the Timer’s video screen so that you will always see that person.

Managing the Chat

Zoom provides a chat panel in which you can see the comments or questions posted by participants in the meeting. Use this to provide feedback for a speaker or to ask a question of a speaker in a Q & A segment where relevant. Use the chat panel to pass a message on privately to a participant where appropriate.

Use short sentences when posting in the chat and avoid long essays. Share URLs by copying from your browser and pasting  into the chat panel – this ensures that the link is clickable.

Note: If you are the chat monitor for the meeting, it is best to keep that panel open.

Managing the Screen sharing!

If you are presenting in a club meeting using a view of your browser screen or applications in use such as PowerPoint, you should make sure that you have that screen ready in the background.

Access the video tutorial and helpful advice on screen sharing here:

https://support.zoom.us/hc/en-us/articles/201362153-Screen-Sharing-and-Annotations

Source:
https://support.zoom.us/hc/en-us/articles/201362153-Screen-Sharing-and-Annotations

When you are using PowerPoint, first ensure that the slides will be viewed correctly by selecting the Browse by an Individual Window option in the Slideshow setup menu.

For even more advice, tips and tactics, subscribe to the Zoom blog at:
http://blog.zoom.us/wordpress

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