I am going to talk you though Zoom now, which is a piece of video conferencing software and it’s a great way to hold remote workshops. It’s perfectly possible to use Zoom for 1-2-1 as well, and there are a couple of little features—like session recording—that could come in handy in certain situations. However, generally for 1-2-1s you’re going to find things like WhatsApp or Facebook Messenger more accessible for your end client.
So, with workshops in mind, let’s have a look at the basic functionality of Zoom. When you hold a meeting on Zoom you are known as ‘the host’ and the people attending that meeting are known as ‘the participants’. You can use a phone, a tablet, a Windows computer or an Apple Mac to be either a host or any participant. Depending on your equipment, and as new features are added to the software, some of the screens that we’re going to show you may look a tiny bit different, but the overall process should remain familiar.
First things first, whichever device you choose to host your session from, we need to get you setup:
- The first thing you need to do is sign up on either www.zoom.us or by downloading the app onto your phone.
- Simply pop in your email and name to get started; you will then be sent an authentication email which you will need to press and then chose a password.
- When all set up you can log into your account.
We’re going to look at this from a desktop version first and then talk about mobiles and tablet in a bit. So desktop setup first. Once logged in you’ll be sent to your personal profile, we just need to cover off a couple of settings here that are quite important.
Number 1 - It is worth uploading your company logo as this is the image displayed during the conferences. Simply press ‘Change’ and ‘Upload’. It is important to note that Zoom will want you to crop your image to a square; so for those with longer logos you might have to have a little play around with it to make sure this looks good in the preview. Once you’re happy, hit save.
The next important bit within your profile is your ‘Personal Meeting ID’ which is a unique number just for you to launch meetings. You can launch a meeting using this code any time of the day or night without scheduling the call first; it’s yours whenever you want to use it. However, when scheduling meetings later on you’ll be given the choice of using this personal code, or having a meeting specific one set up—think of it like booking a meeting room or the church hall.
Now in true SoCS style, there are pros and cons. You’re either using your unique ID or setting up a new conference ID for each time. Having that static ID will be easier for you to remember and for your customer to remember, but you could run into problems if you start to schedule back to back conference meetings; because as long as you are hosting a conference literally anyone with that code could join. So anyone from any previous class or 1-2-1, the next 1-2-1 of the day; the sessions could overlap; they could cause confusion.
The third thing I want to bring to your attention is the user type. If you have signed up for free you can host up to one hundred users in one conference, as long as you don’t go over 40-minutes in length. Equally you can have a conference of unlimited length, as long as you don’t go over you and one other person—so a 1-2-1.
Depending on how you choose to use Zoom, you might want to upgrade for larger sessions or longer sessions. But if you’re following Jo’s recommendations on four people classes completing exercises away from the computer and then coming back for coaching session, then 40-minutes per meeting should be plenty. At the time of filming this video upgrading your account is £11.99 per month.
The final thing within the profile section is your date and time settings. Quickly give these a very brief check and ensure that they are right, as these are the time zones that are going to be used for scheduling any meetings.
Next we are going to download the desktop application:
- Click on ‘Resources’ and then download ‘Zoom Client for Meetings’.
- Install and download as you would normally on your computer.
- Sign in when the application opens up.
Now let’s crack on with setting up our first meeting:
- Within the app press on ‘Schedule’.
- Put in an appropriate topic, the time for the start of the session and the session duration—just roughly.
- The next part is important; this is where you select what sort of meeting ID you’re going to use.
Remember the pros and cons we talked about using your unique ID compared to a generated ID? Best practice for how we are teaching you to use Zoom would be to generate a new ID automatically, so leave this on ‘Generate Automatically’.
The next option is to put in a meeting password, you do not need to do this if you have selected ‘Generate Automatically’ in the meeting ID. You can of course— there’s nothing stopping you—we just find that it’s one extra step for the customer to have to think about so for now we will just leave this out.
For the video options, tick ‘Video: On’ for both the host (that’s you) and participant (that’s your owners). Leave the audio settings on both.
Tick the type of calendar that you have and this will automatically be added to your calendar for a reminder nearer the time of the conference.
There are further settings under ‘Advanced Options’, such as creating a waiting room where participants will “sit” until you let them in one by one; or a setting to choose if you want to allow participants to be able to join without you and speak to each other. Now it’s nice once your clients get to know each other, or for regular classes, but I’d make sure it’s OFF for workshops full of complete strangers. Nobody wants to log on to find Bill from the Post Office, who’s Great Aunt Fanny used to be a Police Dog Hander, is now taking your workshop for you.
You should have a play around with these settings to find what works for you, what makes you comfortable and what’s appropriate for the workshop style that you’re running.
Once ready you can press ‘Schedule’. You will then get a summary of your meeting details, which you can send directly to your customer.
Once you’ve got your sessions scheduled you can close down the app until you need it for your first conference.
When you’re actually ready to start your meeting, relaunch the app and press the ‘Meetings’ button at the top of the screen, which will show you a list of all your upcoming meetings.
Press ‘Start’ next to the correct meeting and a new window will be opened. You can now either ‘Join with Computer Audio’ or choose to ‘Test Speakers and Microphone’. We would recommend you do a test here just to ensure everything is working for the first couple of times and everything’s going to be tickety-boo.
Now, once connected, you can move your mouse around the black screen and a little banner with appear across the bottom; it’s here that you can control the settings for the conference.
Over on the left hand side you can mute your own audio or turn your video on or off.
Towards the middle, you can invite additional people, manage participants, share your computer screen, open a text chat, record the session or react with a thumbs up or thumbs down.
Over on the right you can end the meeting; but don’t do that yet.
Press ‘Manage Participants’. A list off all participants will appear over on the right hand side, you can click on a participant to carry out actions. But, for workshops, by far the most useful tool is ‘Mute All’.
This will ensure that Jenny’s dog, Dave’s dishwasher and Sam’s power drill don’t interrupt your session when you’re speaking.
The default setting for Zoom is to show lots of little screens for all the participants, except for the person that’s speaking—who is shown in full screen—and it does this automatically based off who’s talking. For your workshops, you might want to click ‘Gallery View’ to get to see everybody in an equal size. You can click a specific person to pin them as an example for a moment or two if you wish.
Now let’s have a look at the iOS app briefly. It is incredibly similar to the desktop app we have just been working with. It should feel really familiar. The name of the mobile app has actually changed over the last few years from ‘Zoom’ to ‘Zoom Cloud Meetings’. At the time of making this video it is called ‘Zoom Cloud Meetings’, but who knows what it’ll be tomorrow. You can sign in here and will be presented with a very similar screen.
You can start a new meeting, join a meeting and schedule a meeting. When clicking on ‘Meetings’ at the bottom you will see any pre-scheduled meetings from your other login. You can start hosting these straight away from your phone if you want.
Once you’re in a conference, tap your finger on the screen to bring up that familiar black options banner at the bottom. It has the same options as the desktop. You can swipe left or right to alter the camera views.
Now, you’d be forgiven for thinking the customer might struggle with all this tech. Well, luckily for them, you have done the hard work for them. The easiest way for them to join is to download the Zoom app directly to their phone. Now the desktop app does work perfectly well, but the phone is easier. Once they’ve downloaded it they don’t even have to create an account; they just press ‘Join a Meeting’, pop in the code and press ‘Join’ and viola there they are. Simples! If they’ve already downloaded Zoom previously on their phone, you can just send them a link to the session via a text message and all they have to do is press the link; it’s even simpler.
My advice now is to post on the Facebook group for this course and find a couple of Zoom buddies to have a test with….