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How To Host Online Zoom Meetings

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Description
CCL mainly uses Zoom for our video conferencing and training. This training walks through the process of setting up and hosting an online group meeting on Zoom, including important considerations to get your group started.
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TOC and Guide Section
 
How to Enjoyify Your Zoom Meetings

For more ideas on how to incorporate more fun see these helpful handouts: "How To Enjoyify Your Zoom Meetings" and "Enjoyifying Your Zoom: An In-Depth Guide" by Tamara Staton.


Zoom Video Tutorials To see a video of Brett Cease, CCL's Education & Engagement Coordinator walking through how to utilize all of the control Zoom Meetings has as host, click on the "Watch" tab above and skip ahead to the following time stamp(s) or click on the links below:
Additional Security Recommendations

See the Practicing Video Conference Security training for a checklist of the basic security and privacy recommendations (i.e. preventing and managing any Zoombombing) for chapters that use Zoom to practice ahead of their meetings.

Where To Get Help?

Zoom's Training Center offers many live training webinars, recordings and video tutorials for everyone, and they're available here. To learn more about this topic post your questions below and the link to the updated training will be posted here afterwards.

All support issues should be directed to Zoom’s 24/7 tech support.

If Zoom cannot resolve your issue, you are welcome to contact it@citizensclimate.org or access the "Technical Support" forum. Think of it as our own geek squad. Ask any questions you may have about setting up your computer, using Zoom, and more. Those with technical support experience are also encouraged to weigh in with suggestions.

How to Join a Zoom Meeting or Webinar

CCL uses a variety of Zoom lines for different meetings depending on what you are interested in attending. To find out which Meeting ID to enter, visit CCL's Event Calendar to click on the details of any meeting.

Audio only option (phone conference)
  • If you have unlimited long-distance calling, then please use our toll number: 1 408.638.0968 (US Toll) and enter your meeting code
  • If you have a limited calling plan, then use the toll-free number: 1 877.369.0926 (US Toll Free) and enter your meeting code.
How to Download Zoom and Join Webinars Using the Application
  • Download the Zoom app from the Zoom Download page  (labeled “Zoom Client for Meetings”) or the Apple AppStore or Google Play.
  • Click on the application file from where your computer downloaded it and follow its installation instructions.
  • Once installed, open the application.
  • Select “Join a Meeting” and enter the meeting ID
  • Make sure your audio and video are connected and click “Join.”
Getting Set Up 

Regardless of how the Coronavirus pandemic pans out, becoming proficient on Zoom and hosting online meetings will also help you to:

  • Hold chapter meetings and committee meetings with greater flexibility.
  • Connect with new volunteers and reconnect with old ones.
  • Reduce your carbon footprint.

Letting go of perfection

If you want to host the “perfect Zoom meeting” you can forget it! Be yourself and don’t worry too much about the little bumps. Focus on engaging people and empowering them to take action. Feel free to invite your group members to help you too. Invite them to share feedback. Be vulnerable when receiving their observations and let them know that you are new to running a Zoom call. If they offer support, consider accepting their help. 

Assemble A Team

Consider asking other chapter members to help you run the technical part of the Zoom call. 

You could recruit other chapter members to join your Zoom Host Team.  Divide up the various tasks associated with hosting a meeting on Zoom.

  • Group leader coordinates
  • Tech person manages chat and Zoom controls
  • Host/Hostess welcomes attendees
  • Notetaker captures minutes to send out
Preparing Your Agenda
  CCL has resources to help you get set up:
  • For monthly meetings, CCL provides a suggested agenda in the monthly action sheet
  • For meetings with Congress, CCL provides a model meeting outline. You will know what you want to accomplish with your member of Congress
  • For committee meetings focused on the Five Levers, you can aim for accomplishing the monthly action items
  • For fellowship meetings, you can simply facilitate sharing - maybe sharing challenges, savoring moments, or having some fun (turn on the music and get everyone to dance!).

Spread the fun around! Engage others in the agenda items. 

Enjoy the visual aspect of Zoom

  • Here’s the time to try Powerpoint or Google Presentations.  Big font, bullet points.  Put your meeting agenda into a presentation form if you like.  Or simply email the agenda to your members in advance.
  • You will use the “share screen” option to show the slide deck you have on your computer with everyone on the Zoom call.
How do I book a CCL Zoom line?
  • In response to COVID-19, CCL has created 40 new Zoom lines to support all of our chapters.
  • Work with your State Coordinator to find out the log-in information. Your State Coordinator will have their own setup soon and will communicate with you when ready You’ll be able to use their system (Google Spreadsheet or YouCanBookMe) to secure your meeting.
  • You are also welcome to use your own personal line to host a meeting.
Practice Makes Perfect

At CCL, we firmly believe in practicing! Think about hopping on the Zoom line with your Zoom Host Team to practice running a meeting. Be sure to schedule your practice slot with your state or regional coordinator who is managing the shared Zoom line schedules.

Give yourself and your Zoom Host Team 15-30 minutes. Use all of the bells and Zoom whistles you plan to use in your meeting.  Adjust your lighting. Share your screen. Make someone a co-host (this is a good thing to do with your Zoom Host Team).

Test your audio. Identify any problems with sound and sort those out. Sound is a key ingredient to a successful Zoom call. 

Video Considerations To Practice

Having a good visual experience with your video is the other key ingredient. Let’s consider five key tips:

  • Lighting. Make sure you're set up for your light to be coming from in front of you (something like a lamp or direct source right behind your computer to prevent any background light to causing silhouettes and poor image quality
  • Direct view. Check to see how others see you ahead of time by testing/previewing your video. Adjust your laptop or phone to provide the right angle.
  • Making eye contact. Figure out where the camera is on your computer or phone. Look at that little spot as much as you can while you are talking. Focusing on the camera will give folks the sense that you are looking eye to eye with them
  • Smile. Presenting yourself warmly throughout your meeting, even when not talking, will be key to connect.
  • Background. Think through what part of your home is best to present an appealing background such as bookshelves, paintings, or a simple wall (i.e. having a bed with disheveled sheets in the background is not a good idea). For more information on Zoom's virtual backgrounds, check out this how-to video
Before The Meeting

Get on the call early. We’ve asked State Coordinators to budget your calls from 10 minutes before the top of the hour through 10 minutes before the top of the next hour. This gives you 10 minutes for your Zoom Host Team to get on and get settled.  

Likely, a few volunteers will show up five or so minutes before the meeting starts at the top of the hour. Then, you have 50 minutes to run your meeting and exit the Zoom line for the next chapter to use it. Other groups may have reserved the same Zoom line for a meeting right after yours.

During the first 10 minutes of your call, do an audio test. Remember, sound is a key ingredient in your recipe for success. Get your visuals straight too.  

In The Meeting

As usual, start and end your meeting on time. Establish how folks will participate. You might say:

  • “Who would like to share?” This allows anyone to jump in when they feel inspired to do so.
  • “Let’s go around the room so everyone can say what actions they want to take this month. I will call on you as I see you on my screen. All actions count  - study a CCL training page, call other volunteers, reach out to Rotary Clubs to see if they have transitioned to Zoom and offer a CCL speaker.” This allows everyone to contribute to the conversation.
  • “Put your ideas in the chat function.  Sara will take notes on what everyone says so we can review the list later.”  This allows a lot of people to contribute in a short amount of time.

The secret seasonings for our CCL success sauce include a delicate balance of five ingredients: Educating ourselves, Inspiration, Practice, Taking Action, and Fun.

We inform ourselves, we inspire each other and celebrate successes, we practice listening and speaking, and we take action. Have fun no matter what! That might be the spirit we bring to the meeting or our leadership. That playfulness might come about when we find ourselves doing something that feels easy and delicious to do. Or, it might even be a bit orchestrated like an icebreaker to start the meeting where everyone picks a vegetable and says it twice without showing your teeth, or plays Simon Says with a facial expression, or dresses in a costume or show off a pet so everyone can see or shares a picture of yourself as a child. 

Breakout rooms can be a lovely way to add any of these secret seasonings.

  • In small groups, people get more done, more people engage themselves, and we build stronger relationships.
Ending The Meeting
  • Include time to have final action steps
  • What’s your take home nugget or what action will you take this month/this activity? (make time to plan individuals’ next steps, as individuals or groups, to move forward with ideas shared on the call)
  • Remind people of any next meetings
  • End the meeting on time

After the Meeting

  • Have the person who took notes create a short summary that can be sent out with recordings for people who won’t get to watch the entire recording
  • Your tech support group member can get ahold of the recording link after the meeting and email it to chapter members. Be discerning in choosing when to share your meeting recordings and with whom. It's probably not a good idea to email the link to everyone on your roster, and you may want to offer it to your steady volunteers who missed the meeting, but ask them first.
Length
Press play to start the video (55m 41s)
https://vimeo.com/showcase/6889862
Video Outline
To skip ahead to a specific section go to the time indicated in parenthesis.

Setting Up For Success (3:10)
Joining Zoom Meetings (14:36)
Audio Controls (18:30)
Video Controls (22:24)
Renaming Users (23:18)
Monitoring Chat (24:24)
Claiming Host Key (26:45)
Sharing Screen (28:24)
Breakout Rooms (31:06)
Ending The Meeting (34:37)
Additional Zoom Controls (35:20)
Where To Go For Technical Support (40:45)
Suggestions For Engagement (44:05)

Instructor(s)
  • Elli Sparks
  • Brett Cease
Downloads

Download PowerPoint or Google Slides presentation.

Download the video.
Audio length
Press play to start the audio (55m 41s)
Audio embed code
Audio Outline
To skip ahead to a specific section go to the time indicated in parenthesis.

Setting Up For Success (3:10)
Joining Zoom Meetings (14:36)
Audio Controls (18:30)
Video Controls (22:24)
Renaming Users (23:18)
Monitoring Chat (24:24)
Claiming Host Key (26:45)
Sharing Screen (28:24)
Breakout Rooms (31:06)
Ending The Meeting (34:37)
Additional Zoom Controls (35:20)
Where To Go For Technical Support (40:45)
Suggestions For Engagement (44:05)

Instructor(s)
  • Elli Sparks
  • Brett Cease
Category
Training
Format
Audio / Video