Information Technology has provided a lot of great resources and information about using Zoom, we recommend you check out their website. Here are some additional tips we have for Student Organizations using Zoom to conduct business and connect with members.
Zoom Tips for Student Organizations
Managing Participants (including Security)
The easiest setting to use if you are worried about interlopers to your meeting is to set and require a meeting password. This password can be changed each time or you can repeat it for multiple meetings, just know that reusing the same password may make your meeting/event easier to hack. Don't share the password with the public (like on Instagram or TribeLink events)
It's also recommended that you generate a new Zoom meeting ID for each meeting/event; this ensures that if your ID gets comprised, you will not have to change every meeting.
Think about the type of meeting/event you are holding an how you want your participants to show up:
Do you want everyone on video? If it's a large meeting, it's sometimes easier for video to be off as to not distract other participants, they can focus on the primary speaker.
Do you wan to mute participants upon arrival? This can be a good option if people will be arriving at various times, so that no one arrives and disrupts the meeting/event.
You can enable participants' ability to unmute themselves OR you can have full control of when people can speak.
Participant Engagement Tools
Reactions -Thumbs up, thumbs down, and hand raising are great tools for a large meeting/event where people are muted
These can be accessed from the control bar or the Participants icon
Chat Feature - if you want people to submit questions or "sign up" to speak using this feature, explain that process to them. It's also recommended that you designate another leader/officer to monitor and moderate the Chat box.
Gallery View v. Speaker View
If you are giving a lecture/one-directional communication, or only a few people are talking, speaker view is the way to go
If you want to see everyone on the meeting/event, try gallery view to feel like you can see everyone!
Recording the Meeting/Event
Make sure you let your participants know that it's being recorded.
You can set a meeting to record in your settings, which means it will start recording automatically, OR you can start recording in the meeting
Recordings can be saved to either the cloud or your hard drive; recordings of some meetings can be really big, so the recommended option is the cloud in this case
Using the Waiting Room
This feature can be used to ensure that people don't enter the meeting during someone's presentation or if you have multiple presenters, you have the ability to admit them to the meeting during their "turn"
This is turned on in the Advanced Settings when you set up your Zoom
Using Breakout Rooms
This is useful too for a large meeting or for small group work, like committee meetings/connection time
You can randomly assign participants to breakout rooms or you can manually assign them.
The meeting host can visit each room to check on progress.
Participants can then rejoin the large group on their own.
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