On-line meeting guide, by Kit Barrit & Julie

--- On-line meeting guide, by Kit Barrit Observations & image from me ---

"The meeting will be hosted using the application Zoom

Generally a laptop computer will work best. If you wish to use a mobile device it works best on a tripod or stand.

Preparation
Well in advance of the meeting download zoom to your device. Clicking the link to the meeting will prompt to download the software if it is not installed. The application can also be installed from the App Store or Google play store or by searching for Zoom from a web browser on a PC (or Mac).

Lipman on zoom Speaker view Look at bottom and upper buttons / I showed him Side-by-Side

Audio and video setup

Video

2 participants in Zoom

A reasonably well lit room ideally with a light in front of the speaker is good. Take care of what is in the background to avoid it being either distracting or having other people walk through etc. Position the set-up so that the camera is at about eye level and in landscape orientation. It is a good idea to arrange the set up so that you can sit while others are speaking and can stand when it is your turn to do so. Look at the camera to make eye contact with the participants.

Audio
Find somewhere that is quiet and not too echoey.

If you have a wired or bluetooth headset make sure it is charged and connected to your device. The audio quality will be better, you will be more easily understood and there is less chance of feedback. Use ‘computer’ or ‘internet’ audio when prompted.

Test the system

24 participants in a Zoom

The application will allow you to test the audio and video.

Guidance is available here: https://support.zoom.us/hc/en-us/articles/201362283-Testing- Computer-or-Device-Audio. You can also join a zoom test meeting here: https://zoom.us/test. This will allow you to test the system works, your network connection is fast enough and explore the interface. Zoom has plenty of on-line help for using the application and can be used to find details of points mentioned in this guide.


Toastmaster meeting specific issues
Set the meeting up so that audio is on when a participant joins. When a new member joins the meeting the host should greet them and then request that they mute their microphone. The host can mute the microphone but the member should get familiar with how to do that.
--- I prefer to close all participants as they arrive, thus if they are late they do not disturb meeting. ---

The host should control who is speaking. Ideally the Toastmaster of the evening should be the host and invite the next speaker to unmute themselves and start speaking. Microphones can be unmuted using the button at the bottom left (top left on mobile) or temporarily using the space bar on a laptop.
--- Bottom main buttons Mute/unmute then Video/Hide vidéo at left
--- Share in middle (speak later of this)
--- Bottom right, Chat (everyone or private) then leave meeting button

The agenda should be shared with participants in advance and ideally printed by each participant. The meeting should allow for meet and greet time to ensure everyone is present and their system is working. During this time unmute your microphone to speak.

Chat window
If you cannot hear or otherwise have a problem you can indicate that using the ‘chat’ facility. The host may monitor WhatsApp for messages from members having difficulty participating etc.
 
Minimise the use of the chat when someone is speaking as it will be a distraction. Do use the chat if there is a problem and you wish to inform the host.

The chat window can also be used by the timer to indicate the lights
---. (best use things or background) ---

Gallery and Speaker View
For general parts of the meeting gallery view is best. This is activated by clicking the grid icon on top right. Alas is not available on a small mobile device.

When a participant is delivering a speech we can switch to speaker view. The host can also ‘spotlight’ the speaker to make them the focus of attention or set the system to automatically switch to the member who is speaking.

--- Anyone can spot for themselves, speaker or timer, each will see different---

Timing
The simplest way to do the timing is for the timer to have three coloured cards or objects and hold them up at the required time. Pinning the timer in a prominent position ensures they are always visible. Later a separate device (like a phone) could be used as the timer.
It is also possible to change your background colour to indicate the time.

Voting
Zoom does have provision for voting but it has to be set up in advance.

As an easier system is to use a google form. This could be anonymous or with the member being identified. We have a level of trust and integrity that anonymous should be fine. The google form can be set up to total the votes and give the result. This can be done after each part of the meeting with a form for each, after each part of the meeting using a single form that is submitted multiple times or by submitting all votes at the end of the meeting.
--- I use individual chat for voting ---

Feedback
Pathways has opportunity for giving individual feedback to members. Feedback could be sent as a private message over WhatsApp. Google forms can also used to collect feedback for the speaker. It is possible to collect all the feedback for each speaker and forward it to them before the end of the meeting.
--- why not send feedback direct in chat? If configured before, one can even upload / download Files for example the Pathways Fillable Evaluation Forms. ---

Including a Powerpoint, or Keynote presentation 
It is fairly easy to include a powerpoint presentation in your speech. It is much easier to do this from a PC or Mac. As the host hands over to you, you share your screen. This will allow participants to see your presentation and, in a thumbnail, you speaking.

Or configure, and see it Side-by-Side

When you share your screen you can choose exactly what gets shared. You should run the slideshow and share that. When you are finished with your speech click the ‘Stop sharing’ button at the top. Use of presenter view is possible but trickier to do and only possible with a second screen connected to a laptop.

I usually configure to see like this the side-by-side 

Applause etc
When the microphones is muted applause can’t be heard, but clapping can be seen if hands are raised. or waived or the mic Unmuted for clapping. If you wish to speak or make a point raise your hand. The host can un-mute your mic and allow you to speak. You can also raise a virtual hand using a button, if that is enabled.

--- Remember not to interrupt someone speaking, unless one cannot be well heard. ---

Zoom Master
If enabled, a co-host can be allocated as Zoom master. This person controls the speaker who is spotlighted, including the timer at the appropriate points."

--- those are my observations---
These are 101 zoom, there is so much more.