These guides are regularly updated. Email mel.herdon@icaew.com any suggestions or improvements.

Useful features for virtual classrooms

Share Screen

When you select Share Screen on the Zoom meeting, you will have the option to share all screens open on your desktop.

You can choose the PowerPoint window on your computer to share screen; this way, only the slides will be visible to participants.

There is also an option to share a whiteboard. This also allows the trainer and delegates to interact using the annotation tools, (permission will need to be enabled in the Settings first - go to your Zoom web portal, choose Settings > Meeting > In Meeting (Basic) then scroll down to Annotation, as shown in the image below).

When the host grants permission, a small pen icon on the video of the screen share will appear, allowing delegates to annotate the screen.

For more information see Zoom Support's own guides on:

Live Chat

There is a live chat function allowing delegates to ask questions or leave comments. The comments can be sent directly to individuals in the group or for all to see. However, it can be challenging to manage, particularly with larger groups. Decide how you prefer to take questions and make it clear to delegates at the start. It is important to bear in mind the cultural differences of delegates – if English is a second language, people tend to prefer typing their questions.

The chat function allows you to share any work/files with delegates. However, delegates can only view what is in the chat from the time they enter the zoom meeting. Therefore, we recommend any files/links be shared in the chat once all delegates have joined. Materials can be shared with delegates before the training via your point of contact in the Academy team

For more information see Zoom Support's guide: Using in-meeting chat

Polls

Polls are an interactive way to engage delegates during the training. Select Anonymous when adding a poll question to make the poll results anonymous. This can encourage delegates to be more truthful with their answers and less concerned about how their response will be received. The poll questions can either be a single choice or multiple choice answer. You are unable to create polls where delegates can type their answers or order their answers.

Only the Zoom account holder can create polls, before and during the virtual classroom. If you are the trainer you should let the ICAEW account holder (host) know the poll questions to include ahead of the training session, as you will not be able to do this yourself during the session.

Find out more about using Live Q&A and polls

Breakout rooms

Breakout rooms allow you to divide participants into smaller groups. There is a maximum number of 50 rooms, and delegates can be assigned automatically or manually. You can re-create breakout rooms to reallocate delegates to rooms randomly.

We recommend trainers use the breakout room function as it increases the level of interactivity the delegate can experience in the classroom session. It is great for larger groups, as everyone gets the chance to talk and interact, which is beneficial for training where the delegates do not know each other and allows them to network.

Using breakout rooms earlier in the session can contribute to breaking the ice and encourage delegates to speak more freely as the session continues. We receive our best feedback from virtual classrooms that are interactive with frequent breakout rooms, e.g., where delegates discuss case studies and real-world examples.

Find out more about using breakout rooms.
Should you be offering Academy training to more delegates than your personal account allows, we can host the meeting for you on an ICAEW account.

Be sure to complete your instructions for the breakout sessions before opening the rooms. Delegates will receive a message on their screens, asking them to join the room, and they will need to select this to leave the main session. You will be notified if anyone has not entered the room or has not been assigned a room.

Only the host can launch breakout rooms but, both the host and co-hosts can visit each room. This is a great way to interact with delegates in smaller groups where they may feel comfortable to ask questions.

Each breakout room has a virtual whiteboard and multi-use tools accessible to all delegates.

Note: Only the host can assign breakout rooms, not co-hosts.

During a breakout session, participants can request assistance by clicking Ask for Help. You will receive a notification informing you of the room and the name of the delegate requesting help.

There is also the option to Broadcast Message to All the breakout rooms which you can use to add to the discussion in the rooms.

When you choose to Close All Rooms delegates will receive a 60-second countdown and alert telling them to return to the main session. They will be automatically returned to the main session after the countdown ends.

For detailed information on using breakout rooms you can also refer to Zoom Support's guide: Managing breakout rooms

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