Here are some best practices and suggestions for using Zoom.
Send the Zoom invitation from a Gmail account. The reason to use Gmail is so that the link urls created within the email will be created as clickable links. Some email programs do not produce a clickable link, but this is key because it saves time and prevents errors, as recipients don’t need to copy and paste into a browser.
Assign a Co-Host – It is good to have a co-host as they can run the meeting if the host is having connectivity/technical issues. Additionally, the host can perform other administrative tasks, including removing a participant or locking a meeting.
For calls larger than a few people, the host should mute all non-speaking participants. This avoids unintentional noises from interrupting and stealing focus.
You can then unmute all participants when you want feedback. If you want very controlled feedback you can ask participants to “raise their hand” and then pick them to respond/speak. This is a different action from thumbs up or clapping. The host clicks on Participants under the video, and the controls are there for this. This panel can be separated from the video.
Controlling meetings and participant interaction – The host or co-host can set up a waiting room, which holds all participants until the host admits them. You can choose to put only guests (participants who are not on your Zoom account or are not signed in) in the waiting room, or all participants. You may want to consider this approach if you have a large meeting, or expect many guest participants.
- By default, any participant in a meeting can share their video, screen, and audio. You can turn off screen sharing for the meeting, and you can always remove a participant or lock the meeting from other participants joining.
- The participant order in both the Gallery and Speaker views can vary. If you want to call participants in order, you may find it easier to use the Participants list.
Consider disabling screen sharing to thwart Zoombombers – Zoombombers, as the name implies are malicious individuals who intentionally disrupt Zoom sessions. The disruption is typically attacker is trying to promote an adult service, usually. For general meetings screen sharing can be disabled in the account settings. Note that we don’t anticipate this being an issue.
Training and downloads – You may find this Zoom training video helpful. Download zoom for PC, Apple or Android device.
Email Rev. Bill Neely Bill@UUPrinceton.org for more information on accessing the UU Princeton account. You can also create your own account for free in Zoom, although the free accounts have some limitations.