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These guides are regularly updated. Email mel.herdon@icaew.com any suggestions or improvements.
Check you can access Zoom
Check you can access Zoom
Zoom works best on the Zoom desktop app - download it here. You should regularly do this to make the best of new features.
Zoom works best on the Zoom desktop app - download it here. You should regularly do this to make the best of new features.
Zoom also works on a Chrome browser tab too, though some features - such as Virtual Backgrounds - will not be available to you.
If the above two options do not work for you, you could also use the Zoom smartphone app on your but we don't recommend it for webinars. Search for the Zoom mobile app in Google Play, the App Store or here. We recommend presenters and panelists using Zoom on their smartphones, do so in landscape mode and find a way to prop the phone up so it doesn't wobble during the session.
Check your equipment is working
Check your equipment is working
If you are a panelist or presenter on an ICAEW Zoom event you must have your webcam enabled. You may need to allow Zoom to access your camera.
Try to locate yourself close to your broadband hub. It is also advised to close down/turn off other wifi devices, apps and other browser tabs as possible before going into the Zoom meeting or webinar to ensure your audiovisual performance is optimal.
You should test your equipment is working before the meeting starts – you can enter the meeting room before the actual start time and follow the instructions to test your equipment – both speaker and mic audio.
Zoom's Chat tab is for chat between presenters and hosts, which is useful if you have questions or technical difficulties. The messages can be private or visible to all in the meeting.
When you enter a Zoom session for the first time, e.g., for the practice session or minutes leading up to the meeting or webinar you will have a chance to test your computer audio. Use it! Generally we have found that using a headset is better for cleaner sound. But do double-check how it looks - hopefully it doesn't mess up your hair!
What (not) to wear
What (not) to wear
If you are a webinar panel member please look smart, as if you were going to present to a conference in real life.
Don't wear stripes! Especially pinstripes close together. These can create weird effects where the stripes in the image cross with the lines of a computer monitor or TV screen and a moiré pattern starts to shimmer on the wearer of the offending garment! Generally, we'd recommend you avoid busy patterns.
To make things more complicated, if you are going to be using a virtual background then make sure your shirt/blouse/top/dress is not the same colour as the wall behind you or your virtual background might bleed onto your clothing.
Camera position/framing
Camera position/framing
Ensure that you are not positioned too low in the frame, nor too far away (you will be harder to see and, possibly, hear), and not too near (a bit intimidating and you may be out of focus)
The ideal position/screen ratio etc is as shown in this image.
Rule of thirds: Notice how her eyeline is roughly equal to one third of the way down from the top of the screen. This is what you should aim for.
What's behind you?
What's behind you?
Try to make your background look nice. As if you were going to be filmed for TV. Flowers, paintings, etc, can help. Or just a clean plain wall if not. Don't forget to check how it looks.
And do avoid words on the wall - they are distracting and your Zoom webcam might 'mirror' so the audience might see them backwards!
Using a virtual background
Using a virtual background
You could choose to have a virtual background. Please do not use a Zoom preset but choose one of the ICAEW virtual backgrounds which we provide. If representing another organisation you may add your logo onto our background, top right.
Please note that some technical set-ups (e.g., at home) do not allow Zoom backgrounds to work properly (or disable this function) - this includes using Zoom web client on a browser tab rather than the Zoom desktop app.
For more on how to access our ICAEW backgrounds, and add them to your Zoom app, see the guidelines for Virtual backgrounds.
Your presentation slides
Your presentation slides
If lots of panelists are presenting slides on PowerPoint then your host will require your slides before the session, and will take the controls of moving them forward - you just have to say 'next' at the appopriate time.
However, if you are the only presenter you may be required control your own slides. It is crucial that you have your slides in presentation mode before you start screensharing with your audience.
For more information see the guide about slides and screensharing
Use the correct PowerPoint template!
Use the correct PowerPoint template!
Our Brand team have made a PowerPoint template for slides for Zoom. On this template our logo has been ranged left to avoid a clash with the presenter when we later download the meeting or webinar.
Download the PowerPoint template from Sharepoint (external presenters and panellists will need to request the file be sent to them).
On-screen behaviour
On-screen behaviour
Don't slouch, wriggle about, pick your nose, tap your desk/table or keep looking at yourself on the screen - you could be in vision to 500 delegates!
Avoid eating and drinking when in vision
And remember to keep visitors, pets and children out of the room during the session - remember this?
Getting ready to present
Getting ready to present
Ensure you have your PowerPoint presentation loaded and ready in presentation mode
Unless you have a second screen, please ensure you have all your notes with you for presenting, as once in PowerPoint view you cannot access your notes
You should have received an email invite from zoom as a panelist to join the meeting or webinar. Ensure your computer/laptop is not blocking the zoom link in the browser. If you already have an account it shouldn't be a problem for you to access the meeting or webinar directly from the link. Either way you shouldn't be asked to log in
Turn on your camera and microphone
If you need you need to access "participants" information and "chat" options you can do so by selecting options at the bottom of the screen
Select Q&A tab to view questions sent in by audience members
Handover to another presenter
Handover to another presenter
Hover your mouse at the top of the screen where you can select "stop screen sharing"
This takes the screen back to the main zoom page where the audience will see the presenters on the screen again
Ensure you clearly wrap up your session and pass onto the next presenter by introducing them taking over
Do's and don'ts
Do's and don'ts
Do
Do
check your internet connection
check your camera and microphone are enabled on your laptop settings
mute yourself if you are not talking or presenting
mute any background sounds e.g., email notifications
dress for the occasion (but no thin stripes or busy patterns!)
ask for a test call to ensure all sound is working for the meeting or webinar and you feel comfortable using the platfrom.
Don't
Don't
give yourself a silly Zoom user name as it will show on the screen - first name and surname with initial caps is best
turn off your camera during session - the host will control who is in vision, etc at the approrpriate times
sit in a crowded or busy room with others talking
play around with options during the session
eat or drink during a call
slouch and wriggle
sit with your back to a window (or you'll just be seen as a dark silhouette)
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