Zoom resources

Tara Wernsing compiled these valuable tips, links, and resources after aiding several TA teachers with online events. Thank you, Tara.

April 2022

Prep for an online Trillium Awakening workshop:

led by a teacher who is assisted by a mentor

Preparation before event begins:

1. Make sure you all have the latest version of Zoom installed.

https://zoom.us/download

Each device requires its own update of the software, so updating your desktop computer does NOT automatically update your laptop or ipad. Each device must be updated separately.

2. Check with the teacher to make sure the Zoom account used for the event has the “breakout rooms” enabled (if the teacher wants to create small groups) and has co-host option turned on. Recent version of Zoom turns off these settings by default.

Turn on option for adding a co-host:

https://support.zoom.us/hc/en-us/articles/206330935-Enabling-and-adding-a-co-host

Turn on option for breakout rooms:

https://support.zoom.us/hc/en-us/articles/206476093

Turn on option to be able to mute/unmute participants:

https://support.zoom.us/hc/en-us/articles/203435537-Muting-unmuting-participants-in-a-meeting

3. Send any preparation materials to the participants before the event begins.You can send them basic instructions for Zoom. (See the end of this document for a sample.)

https://support.zoom.us/hc/en-us/categories/200101697-Getting-Started-with-Zoom

4. Will any part of the event be recorded?

When setting up the meeting, it is recommended select the option to record in both speaker and gallery view to the cloud. In that way, if there is a presentation section that might be clipped out later and used on YouTube or TA website, there will always be a recording in "speaker view" that won't show the participants as long as all participants are muted.

The problem with spotlight recording is that if the person recording the video (teacher or mentor) changes to gallery view, then the recording view changes too. With the recording choice on Speaker view, then if a host or co-host wants to see things in gallery view to make it easier to see people and their raised hands, then recording will remain in speaker view. However, it does mean that the person who asked a question is also seen on camera. So you can always ask for written permission to record, or request permission later from that person to include their question/voice/face in a clip.

5. Review any zoom training videos for extra preparation: https://learn-zoom.us/show-me

On Event Day:

1. Meet 10 minutes before event, using teacher supplied zoom account link to join the call - should be the same zoom link that participants received.

2. Teacher adds mentor as co-host.

Mentor can admit participants into the room, while teacher welcomes and begins on time.

3. Welcome from Teacher.

Today’s agenda and event purpose is described by the teacher.

4. Mentor reviews Zoom instructions for the group:

There are variations across Mac and PC, web browser, vs downloaded app, vs iPad tablet. (Teacher or mentor can send Zoom introduction links to participants in advance of the event, and ask participants to prepare for their device type, to install latest version of Zoom on each device, and get familiar with Zoom in advance of the event

Using headset with a mic usually better sound quality for group meetings than using your computer mic and speakers.

4a. Review how to control your computer/device screen view (gallery, speaker, host controls spotlight, but you can change the view locally each time).

When we record the meeting, you will give your approval to do so by clicking on a button that pops up for agreement.

4b. Review Zoom controls at the bottom of the screen:

Mute yourself when not speaking.

You can adjust the audio background noise control:

See audio mic icon at the bottom and look in “settings”: Low is useful when you have a meditation chime you want to be heard by the group from your phone for example. High is useful to block out all background sound except your voice.

5. Participant Check-in:

During check-ins, track to make sure everyone gets a turn.

6. Meditation and Gazing:

Instruct people how to pin a video using zoom.

Computer pinning: you may hover over video, and click pin option. or look for blue box with three dots (which indicates more options listed here), and click that box to get a menu that shows you a list of options, then select PIN

IPAD pinning is different:

https://support.zoom.us/hc/en-us/articles/201362743-Pinning-participants-videos

Swipe left to see gallery view

Then double tap video you want to pin

7. Presentation begins:

If video recording is desired, then remind the teacher to record the teaching part of the session. Record using spotlight view. You can pause the recording and restart later. Be sure to return to spotlight if you only want the teacher recorded (vs whoever is speaking or asking questions, or gallery view).

The recording can be saved online to the cloud (which offers an easy editing tool) or saved to your own personal computer. Whoever pushes the record button (host or co-host) can choose to save to their computer hardrive, otherwise the recording stays within the zoom account used for the workshop (saved on the cloud online).

Mentor helps teacher track any raised hands with questions during the workshop.

(If someone becomes upset affecting the group, you can move them into a waiting room. see the option for that under: https://support.zoom.us/hc/en-us/articles/201362813-Placing-participants-in-waiting-room)

8. if BREAKOUTS into smaller groups during workshop:

Determine how many breakout rooms there will be: How small are the groups? 2, 3 or larger?

Does the teacher want the students to stay in the same small group each time or randomize differently each time so they can connect with more people?

8a. Setting up breakouts:

You can plan groups ahead of time if you want on a separate sheet of paper using list of registered people. This will be a guide for you, but there are always some changes once the event begins (someone might not attend, or might not want to participate in a small group). Then you can use that plan as a guide to create the groups manually once the meeting starts. With groups up to 30, it only takes about 5 minutes to create the groups manually using this guide.

When creating breakout rooms, it is recommended to select the option, "automatically move all assigned participants to breakout room" (or wording close to that). Otherwise, if you choose the option to let them choose when to join, then that requires an extra step for them to push that pop-up button. Sometimes the button is not seen, when participants are multitasking the pop-up to "join" the meeting is hidden under a window they don't see.

Enabling Breakouts

https://support.zoom.us/hc/en-us/articles/206476093

Managing Breakouts

https://support.zoom.us/hc/en-us/articles/206476313-Managing-breakout-rooms

note: Only host is notified of help requests from people in rooms.

https://blog.zoom.us/using-zoom-breakout-rooms/

8b. Provide instructions to the participants when Breakouts are about to begin:

You choose whether to send people automatically into the small groups or let them choose when to enter the small group.

Let the participants know which option you set up:

“you will automatically enter your small room”

“you will see a button to join a room, click on it, then wait for the other person to join you.”

It is recommended to send people automatically into breakout rooms.

Also tell people “don’t come back to the main room right away if you are the first person in your small room – WAIT one minute - in case we need move people around the rooms.”

If the time duration of the breakout is selected via the "breakout options" then point out to participants that a countdown clock will appear in the upper right of the breakout window. Knowing the timing can help people divide their time in the room.

Also tell participants “A timer will pop-up give you a 60 second countdown warning before small group breakout ends, after that you automatically return to the main room.”

If there are reflection questions that will guide participants sharing in the breakout room, you can post those questions to "everyone" in the chat window, before the breakouts are opened. In that way everyone can look in the chat window and see the questions at any time during the breakout.

Anything sent via broadcast message option is only visible for about 10 seconds and not everyone sees the information. You can send a broadcast message as a reminder when to switch which participant is sharing.

How to set up breakouts options in Zoom:

1 Choose number of groups in first boxed window, and select “create groups”.

2 Then the second bigger box/window pops up with all the groups listed and options,

3 To access all the options, click on settings gear in left bottom corner, to set up length of time for the breakout, whether people automatically are sent into breakouts or have a choice, etc.

Note: In an older version of Zoom the breakout options are found under a clickable button labeled "options". On more recent versions of Zoom those options are opened by clicking a gear icon.

8c. What if someone does not want to participant in breakout small groups?

If someone doesn't want to be in a breakout, you can create an extra room and manually place that person in a room alone. If you leave them unassigned to a room, they remain in the "main room".

If the teacher chooses to stay in the main room and not be a small group with participants, then the teacher ends up with unassigned participants in the main room, and may not get a few minutes to rest. You can also place the teacher alone in a breakout room in this situation.

9. OTHER RESOURCES

9a. How to Share a video:

https://support.zoom.us/hc/en-us/articles/360051673592-Sharing-a-recorded-video-with-sound-during-your-meeting

How to share your recorded video in a meeting

Start or join a Zoom meeting.

Click Share Screen located in your meeting controls.

Switch to the Advanced tab, and then select Video

Navigate to and select the video you wish to share, then click Open.

The video will now open within Zoom and be visible to attendees.

Notes:

When using this feature, Optimize for video clip is automatically enabled, which is generally recommended for sharing videos but also restricts and downscales the resolution to 1080/720 to provide improved framerate. This can be manually disabled, which will allow for higher resolution, but this should only be used in situations where framerate is less important.

You must be signed in to the desktop client to have this option.

9b. How to Share audio:

https://support.zoom.us/hc/en-us/articles/201362643-Sharing-computer-sound-in-a-screen-share

Zoom prep for TA events and workshop participants

Here is a sample email that can be sent to participants ahead of the event,

If you are new to Zoom, or want a refresher, here are some tips:

1. Install the latest version of Zoom on each device.

Each device must be updated separately.

https://zoom.us/download

2. Familiarize yourself with zoom on your device.

Computer vs tablets and ipads are different, and PC vs Mac are different.

https://support.zoom.us/hc/en-us/categories/200101697-Getting-Started-with-Zoom