Zoom Best Practices

Starting A Meeting

Zoom offers you several ways to start both instant and scheduled meetings.

• From the web portal (https://apic.zoom.us)
• From the downloaded Zoom Application
• From your mobile device (available in the Apple and Google Play app stores)
• Your Outlook Calendar (Zoom plug-in is installed)

Before the Meeting

Test your Audio and Video!

• Plan!

If you expect more than 10 people to join your meeting, consider bringing a subject matter expert to assist you. APIC IT team is available for you!

Zoom allows you to have a co-host, so that we can help manage participants, chat, and Q&A. View this article on our support site to learn more about the co-host feature.

• Make sure you are in a space where you can control noise and interruptions.
• Make sure to choose the correct audio input and output sources and levels
• Make sure to choose the correct camera for the meeting if more than one option is available
• Have the content you intend to share prepared ahead of time
• Make sure you know how to share your screen

Hosting A Meeting

• Use “Mute participants upon entry” feature when scheduling your meeting
• Mute your mic if others are presenting/speaking
• Use “Gallery View” for smaller group/team meetings
• Always record

Use dual monitors (when possible):

It may be quite difficult to manage all aspects of an online event on a single monitor. Add screen sharing to that and you may find windows are always in your way while you present. With a second monitor, you can host the screen sharing on your primary display and move windows like your participants list, chat, Q&A, and polling to a secondary monitor which will give you a greater ability to track everything at a glance.

Share your screen

Share specific Applications to control displayed content

When you are screen sharing, the controls will appear in a moveable bar. It is typically at the top of your screen, but you can drag it around as needed.

You may have to “mouseover/hover” over the lower green and red section to have the other options show up for you – the controls auto-hide when you are not using them.

Use “Pause” to freeze the view to the participants

Use “New Share” to seamlessly transition between shared applications.

Use the Annotation tools to grab and direct attention

Turn the camera on! – Looking your best

• Lighting should come from in front of you or from the side to best light your face
• Pay attention to hair and clothing – people can still see you
• Think about your background - make it interesting but not distracting
• Put your webcam at eye level or higher – experiment for best angles
• Use the gestures and mannerisms that you would typically use in person
• Make Eye Contact - Try to look at your webcam versus the screen