Due to the current COVID-19 crisis, many companies have transitioned their employees to remote working. We have all entered a world of virtual collaboration, and let’s face it, some of us are more technologically advanced than others. To keep projects running smoothly, Zoom conferencing has become a premiere means of communication. The Zoom website lets you meet face-to-face with team members to discuss projects, deadlines and ideas more productively than sending out a mass email. The website can be very beneficial in creating a virtual office experience, if you know how to use it. We want to help – so we created this guide to zoom.
Not to fear, the Zoom platform is very user friendly and once you get the hang of it, you’re golden! You have the option to download the Zoom app on your laptop, phone or tablet. Choose what is most convenient for you! The nice part about working from home is that you can totally customize your preferred working style, right down to the holiday-themed pajama pants. (Don’t worry, no one will be able to see those in the call)! Once you open Zoom, you will see a few options. You can either join a meeting created by a boss or coworker, schedule a meeting for the future or create a virtual session of your own. You may need to set up an account first – the app walks you through this easily!
If there is any time to plan ahead, it’s now! If you’ve scheduled an important meeting, make sure to leave some time and flexibility for technical issues and human error. While punctuality is important, it’s crucial to remember we are all adjusting to this new routine! To make your meeting run smoothly, send a tentative meeting agenda to your colleagues to read over before the conference. As fun as this new platform can be, no one wants to sit through a five-hour-long meeting. Creating a schedule is an easy way to ensure everyone stays on task during the meeting and the necessary goals for the day are met.
To keep the meeting as interesting and interactive as it can be, it is important to utilize the different tools Zoom has to offer. Using these tools can help to keep coworkers engaged and make the most out of your virtual time together. Utilizing the chat, share screen and polling features can help structure and organize commentary and presentations.
The chat feature allows meeting participants to type out questions and comments at any time during the session, which can be helpful so that not everyone starts talking at once. (Talk about a headache!) One of the most important notes – keep yourself on mute unless you are talking! Background noises, feedback, and coughing are a big distraction to presenters or other meeting attendees.
The share screen feature allows any member of the conference to display their desktop and show presentations, videos and more. This is great for all you visual learners out there! Feel free to put your PowerPoint skills to the test and really show off to your boss during your next meeting.
Another feature offered by Zoom is the option to distribute a poll to all meeting members. This is a great way to check-in with your colleagues and see what is working and what is not. You can also prompt a voting poll to decide on a plan of action to fix a problem or decide on a project idea. Get ready to completely personalize your next conference!
As cute as your cats are, it’s probably best if they’re not the backdrop of your next Zoom meeting. To create a professional appearance that will gain respect from your coworkers and be free of distraction, set up a designated workspace in your house. Finding good lighting and a plain background works great, but if your house is currently a disaster zone, have no fear! Zoom allows users to choose a green screen backdrop. You can choose some of the pre-installed colors and designs or upload a photo of your own. Feel free to use this opportunity to perfect your professionalism or show off your personality.
Now start preparing for your next virtual meeting, and share this guide to zoom with your colleagues!