10 Top Tips for Hosting Zoom Meetings Like a Pro – Digital Services Lab

Australia is largely out of the awful lockdown, and it ’ s time to take a expression at one of the chief things lockdowns have left us with…and that is…video calls. If you ’ ve never had the job of hosting a Zoom meet, chances are you won ’ thyroxine escape the drill for much longer. They are here to stay. Whether we like it or not, users from all over the populace across all generations and professions had to work, study, and socialise entirely on-line. We now may be slowly getting conversant with the new normal, but make no mistake, Zoom is here to stay -so better learn about it and get on with life. In this article, I ’ ll focus on tips to host a work Zoom video call. From simple meet setups to managing your attendees. From avoiding the pitfalls of working from home with the kids running approximately the house -or your spouse sprinting into a vacuuming craze-, to achieving a highly professional consequence. I won ’ thymine get down into superintendent specific details on how to use this cloud-based software, but trust it ’ s comfortable to use -and you ’ ll excel at it !

But let ’ s get this out of the manner first…

One simple mindset trick to prevent Zoom fails

It may be that your coach ‘ shifted ’ into a potato, or you forgot to turn the television and audio off when going to the toilet. Some folks had to work from their bantam closets or tried to schedule calls in a way it didn ’ t intervene with their kids ’ schooling. Fair enough, in reality, most of us had to learn how to work and balance our private lives while staying home. Jokes aside though, you need to keep the follow in heed when planning to host or attend a Zoom call option -repeat like a mantra… You are representing your non-profit organisation or business. The means you show up, how you plan a meeting, the quad you hold for interacting with your colleagues. It all speaks to the heart of your organization. Keep this top of thinker, and you ’ ll be able to put your best foot forward .

Tip #1 – Understanding the main difference between Zoom’s paid and free versions

Before you get going, number out which subscription type adjusts better to the needs of your organization. Zoom ’ s release plan allows unlimited minutes for one-on-one calls, but group calls -up to 100 participants- are shut down after 40 minutes. The most low-cost pay Pro subscription besides gives you the exemption to host meetings of up to 100 people, but besides allows you to keep going without any time constraints. If you know you can keep your group meetings inadequate and concise, then you can do absolutely well with the free plan .

Tip #2 – Setting up a Zoom meeting

Being a host means you ’ ll be the one setting up the converge. You ’ ll need to make yourself familiar with some basic features like creating the consequence, giving it a title, date, fourth dimension, and sending it out to the other participants -you ’ ll get a suffer id which you ’ ll send via electronic mail. Remember to add a photograph to your profile and an appropriate username. If at some point you turn your video recording off, your profile movie will be displayed on screen -such a decent touch !

Tip #3 – Do a trial round

As a host, you ’ ll be in control of managing the call and its participants. A big direction to get your ‘Zoom initiation’ is to set a trial meet. Getting yourself familiar with the options the software offers is fundamental. It will besides allow you to test the quality of your wi-fi. unfortunately, if your internet is fluid or can ’ thymine stand the manipulation of a video recording, you may need to take the call somewhere else -or clarify you won ’ deoxythymidine monophosphate be using video for this reason. Some things you can do on Zoom are :

  • Share your sieve so others can see your desktop
  • Turn on or off the chew the fat
  • change participants ’ names -handy when, for exercise, you have two people called the same, and they may not have their full names on the Zoom screen
  • There ’ s a security button that besides allows you to lock the meet once everyone is in -and prevent Zoom-bombers !
  • Test video and audio quality and level
  • Allow attendees to share their screens, become hosts, and co-hosts .
  • Video read the meet -great for following up or going through minutes afterwards
  • Create polls -to take the pulse of the meet and make it more interactional .

A test-call round will relieve the stress of trying to make things go smoothly without knowing how to. Highly recommend you to give this a go .

Tip #3 – Allow extra time for prepping

Always show up on prison term -that ’ s a aureate rule. besides, as you are getting quick, allow a few extra minutes to go to the public toilet, have a bite, brush your teeth and show up as the pro you are -more on that on Tip # 4. Get your Zoom cook, and try to avoid re-starting your device or opening huge files that can drive your technical school crazy .

Tip #3 – Laying out the structure of the meeting

Let ’ s move on to one of my darling tips that will give your predict a ace professional spin.

Always welcome the participants. You can start by doing a quick check-in round to make certain they are doing fine, and give them a heads up on the topics you’ll be discussing.  Let them know if there ’ s going to be a PowerPoint presentation or a co-host. Provide clarity in regards to the duration of the call, and joint to it -believe it or not, people have lives outside Zoom. If the confluence is going to be over 40/50 minutes, schedule a quick toilet break, so everyone gets to freshen up to keep going. All these little details will make a boastful deviation when it comes to setting the standards for professional calls. You could besides have person on your team taking notes of the main points, or you can create a file to share once the touch is over .

Tip #4 – Showing up appropriately

Considering you are representing your administration, showing up looking fresh and neat besides sets the timbre for the meet. No one ’ s saying you should dress for the Grammys, but wear what you ’ d bring to the function. Try your best to keep a good position -no slouching or legs on the chair, please ! however, if you are hosting and you see your team members doing this, it may indicate they are feeling unengaged. Take this as your prompt for interacting more .

Tip #5 – Setting up your background and getting the right lighting

As a rule of ovolo, your background should be plain or convey a professional search. Bookshelves, your position, or childlike textures behind you are all okay angstrom long as they don ’ metric ton distract from the meet. ideally, you ’ ll have a plain white, light grey or blue background -this may change depending on your constitution ’ south stigmatization. If you are working from your bedroom, make sure the angle of your television camera is not showing it ! When it comes to lighting, the most important thing is to avoid having a window on your background. Ideally, your light reservoir would come from behind your computer, not your back. Your face needs to be lit up evenly if at all potential to prevent strong shades and crazy angles. If you are working from a room with no lifelike sunlight, or have night meetings, you can consider purchasing a selfie ring light. 

Tip #6 – Choosing your microphone or audio device

You could do just fine with the bantam mic on your headphones but, to take it a step far, getting a ‘ proper ’ microphone will guarantee audio clearness. I can ’ thyroxine stress enough the importance of quality audio during Zoom meetings. It will save you a hundred headaches trying to get your message across. Having a microphone besides signals professionalism -like…if you have a mic, you must be a savvy-Zoom-caller ! It shows deference for the call ’ s participants and how much you care to provide the best experience possible. What ’ second great about this is that you don ’ t need a illusion device to make it work for you. Simply get a chat headset or a capacitor microphone, and you ’ ll be cook to go. Mics ’ prices start at $ 30, so it ’ s a reasonably humble investing for all the perks you get .

Tip #7 – The angle of your camera

many times, you ’ five hundred see massive, angled faces -or nostrils- plainly because of not pointing the television camera correctly. Try to keep the lens at your eyes ’ grade and about the distance of one sleeve from your face. The cause for this is the built-in cameras of most devices come with a fisheye lens that tends to distort shapes that are very close to it .

Tip #8 – Keep the meeting flowing

Keep path of timing and stream. As mentioned before, if you see your colleagues slouching your pitch is probably a bit heavy. Whenever possible, schedule your Zoom calls in the early mornings where you ’ ll get to hang out with a crew of newly minds. obviously sometimes there ’ mho no way to accommodate everyone ’ randomness needs. however, being considerate and keeping meetings short if done in the good afternoon is a good way of preventing Zoom-burnout .

Tip #9 – Create polls to make your meeting more interactive

Creating touchpoints and interactions with your attendees will keep your call harbor and engage. apart from following the schedule, time and flow, you can create polls to help you gain insight into the pulsation of the chew the fat. Zoom provides an easy means to set polls with multiple choices that you can save as templates and keep using over clock .

Tip #10 – Organise your house and wi-fi to the best of your ability

It may seem impossible to nail this as the boundaries between affair and work-life pretty much disappeared during 2020. however, if you ’ ve planned to host a Zoom touch, be mindful of distractions, people moving about your family, and heavy use of the internet. Try not to stress over things you can ’ t master -like the construction site following to your house- but make indisputable to let your family and/or flatmates know you ’ ll be busy on a visit and shouldn ’ thymine be disturbed. You can leave a kind note on your door, or ensure person else can pick you food pitch. If anything comes up -which happens as this is real life- plainly turn your video off for a minute, take care of business and then get second to focus on what matters. Your attendees can and will notice if your mind is wandering and you are not in the consequence, so set the case and stay show. Your team will thank you !

As you can see, many of these tips apply to both hosts and participants. And still you, as the person managing the call, are responsible for holding the space and staying on track. This applies to one-on-ones and group television conferences. If what goes round comes around, by following these tips, you ’ ll be set to impress. happy Zooming !

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