Zoom – good practice notes
Zoom – good practice notes 2020-03-30 updated 2020-04-14
Why is briefing necessary? The recent popularity of zoom has been leading to security breaches: Unknown individuals joining Zoom calls without invitation and interfering with discussions ‘Hijacking’ calls and posting unwelcome images of information using the ‘share screen’ function; and Monitoring, recording or otherwise gaining access to personal or business communications. We have a responsibility to create a safe, welcoming environment in which EU-CORD activities take place. This duty of care also extends to the online space.
ZOOM features to enable BASIC
ENABLE
DISABLE
Make sure that you install all zoom updates. Do not share the call link and password over social media. Call passwords should be considered confidential. Hosts should have the participant list active during calls. Set up a template for yourself with the basic settings that you want already in place. Make sure you know how to remove people from a meeting and have enabled the feature that does not
For private meetings (invite sent to specific named people) Use one click meeting invite & password Video enabled for all participants Participants muted when they enter Access via phone & web browser
Do not allow participants to join before the host. If you have not regulated who is in the meeting then do not allow ‘all participants’ to share files or their screen. If the meeting is sensitive, then do not enable automatic approval for meeting registrations (this is the feature that automatically sends out the password).
For public meetings (invite sent to broad mailing list, published on website) Password mandatory. Use the registration form, adapted to include organisation. Automatic approval for meeting registrations – this will automatically send the password – only due this if you will remember to check the participant list before the meeting
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Zoom – good practice notes allow then to sign back in.
(you can remove anyone who does not look appropriate). Enable waiting room to control who has access to the meeting. Breakouts rooms enabled1 in advance settings if you want to split people into smaller groups. Participation icons enabled Video enabled for all participants Participants muted when they enter Access via phone & web browser If you have set-up to control access to the meeting, then it is OK to enable all participants to share files of their screen.
Note on use of the Polling Feature2. During the meeting, the in-built polling feature will only show the total numbers for poll answers – you cannot see who voted what. If you enable the registration form and ensure that the polling is not anonymous, the after the meeting you can download a spreadsheet which will give the vote per person. If the poll is anonymous, then in the download you will not see any names against each vote. When setting up the poll consider whether you want the results to be visible to everyone on real time or whether you want to review first before sharing (if appropriate). During the introductions we trialled the polling system with some fun ‘check-in votes.’ Using Chat We made a lot of use of the chat function to share files, broadcast messages to the all the participants and used the private chat function to communicate privately on specific issues during the meeting – Secretariat to/from board members or Secretariat to/from participants. Allocating Roles o
Dedicated note-taker to keep the meeting minutes
1 2 We used the system poling feature to reduce the complication of having to work with additional applications during the meeting
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Zoom – good practice notes o o
Technical person – in case people have trouble to connecting (make sure people know how to contact this person via an alternative platform e.g. skype, WhatsApp). You might also want to make this person a co-host so they can manage controls Chat-box manager – in our case this was the Secretariat CEO, especially to liaise on issues regarding the agenda, meeting management
TECHNICAL NOTES for PARTICIPANTS We are using the Zoom Meetings platform for this meeting. You can access this your web-browser and apps are also available for your phone or tablet if that’s easier. The interface is quite intuitive, but it does happen that people have problems accessing their microphone. If this happens, you can always dial into the meeting on a local number. More technical guidance on how to use Zoom and to test yourself joining the application, please view this: https://support.zoom.us/hc/en-us/articles/201362193-Joining-a-Meeting
Mute/Unmute & Video Enabled To manage the meeting, we ask that you keep yourself muted during the call and to unmute if you have something specific to raise. It’s nice to see each other so we can try to run the meeting with video-enabled. Please enable your video for the breakout session. You can mute/unmute yourself by clicking on the icon or using the space bar on your computer.
Participating the Meeting Plenary Session During this session we ask that everyone is video-enabled but muted. You can use the participation buttons to aid your engagement. If you want to speak: use the Raise Hand icon; inform us via the chatbox or simply unmute your mike and start talking.
Breakout Rooms The host will allocate you to a breakout room. Breakout rooms are used to facilitate small group discussion. Given that there will be smaller numbers of people & to facilitate open discussion, you should be able to conduct this session unmuted & with video enabled. Each breakout room should have a facilitated who can take notes and report back to the plenary session.
On-screen document sharing Page 3 of 4
Zoom – good practice notes
File Sharing Settings have been enabled for in-meeting file transfer. This is managed via the chat-box. See below and at the right hand..
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