Be the Perfect Zoom Host

This module takes a look at what it means to be a “perfect host”, and we see how this might play out when being online. See more about what we'll cover in the video.

What does it mean to be the "perfect host"?

We may all have slightly different ideas, but there are likely to be many similarities. Here, we give thought to what these may be.

It's all well and good hosting live events where people can physically meet face-to-face, but how does this look like when everyone is meeting online?

In this section we consider the most basic question – how does Zoom work? Here, we're looking at its main design principles from a user point of view. Understanding these is critical for working with Zoom effectively.

Quite a lot is different when hosting events online compared with being in the same physical space with others. In this section, we'll talk through some of the essential differences.

Not everything needs to change when hosting an event online rather than in the same physical place as others. We'll look at these "normal rules" in this section.

In this module, we'll take a look at the various ways that may cause you to appear differently to different people. We'll look at how Zoom appears on different devices, and how you look and sound, depending on how you're interacting with Zoom.

We’ll also look at the problems with Zoom fatigue, and how to combat this, as well as consider some of the characteristics of on-line behavior that are different than when interacting with an audience in the same physical space.

How others see you may depend on several factors. The important thing, of course, is to always make sure that you're being seen in the best possible light. Here, we'll consider how.

ZOOM’s BASIC account offers the following:

• 40 minutes limit on group meetings for up to 50 participants

• Unlimited number of meetings

• Unlimited meeting duration for 1 to 1 meetings

• Video Conferencing Features

• HD video

• HD voice

• Active speaker view

• Full screen and gallery view

• Dual stream for dual screen

• Join by telephone call-in

• Web Conferencing Features

• Desktop and application sharing

• Personal room or meeting ID

• Instant or scheduled meetings

• MP4 or M4A local recording

• Private and group chat

• Host controls

• Raise hand

• Group Collaboration Features

• Breakout Rooms

• Group messaging and presence

• Screen share any iPad/iPhone app

• Co-annotation on shared screen

• Keyboard/mouse control

• Whiteboarding.

Additionally, the following are available for a ZOOM PRO / LICENSED account:

• Unlimited meeting duration for all meeting sizes

• User management features

• Option to add more than 50 participants to a call

• Admin feature controls

• Reporting

• Custom Personal Meeting ID

• 1GB of MP4 or M4A cloud recording

• Various optional upgrades, e.g. to access additional cloud recording storage.

See the pricing page on Zoom's website for a comparison of the various PLANS Zoom offers.

How we're being heard is key to a positive user experience, but is something that's often not well attended to by Zoom hosts. Here, we'll look at how to make sure that you don't make the same mistakes.

Now it's time to take a big tour of how Zoom appears on different devices - Windows PC's, Macs, iPhones, Andrioid phones and tablets, iPads, web browsers, and for folks who are dialling in to a Zoom call by phone. Being aware of these many differences is important for appreciating how your audience may be having different experiences of what you're seeing on screen.

Here, we home in on the limits of what can be performed on a phone or tablet compared with a computer. These are important to know, so you won't assume that everyone is able to do what you may be able to on your own device, and to be able to avoid giving confusing advice.

Users will have the best experience of your event if both they and you are well prepared for it. In this lesson, we look at what you can do to help users prepare from the moment they register for your event, but without over-burdening them and causing them to switch off. / You may wish to invite users to a Zoom familiarization session with you ahead of the call, or point them to a video that might help newcomers to Zoom find their way with the technology. See video link https://youtu.be/XzKGjM71BYY, as an example.

Unsurprisingly, there are many differences in behavior that often play out when people meet in cyberspace as opposed to being in the same physical space. Here, we'll look at what various research projects have to say about this phenomenon, and what we might do to combat some of the limitations.

The phenomenon of being extra tired by being on screen too much is real, and is now a subject of considerable interest for computer behavioral scientists. Of course, when we feel tired, we’ll have far less energy to spend being engaged with an event. It's therefore important that, as a host, you're aware of what you may be able to do to combat this challenge. Here, we offer an idea or two that you may want to have up your sleeve.

In this module, we’ll look at how to plan the elements of a Zoom meeting, look at how to work with others on a call, and set up your Zoom platform to best meet both yours and your audience’s needs.

What do you want your audience to know, to feel capable of doing, to feel? What might work best to bring this about? In this section, we give attention to these key questions.

Here, we take a look at the options for presenting and interacting with an audience that Zoom provides, not all of which may be relevant for every event. We also turn our attention to what you may or may not be able to do legally, especially considering matters like individual's privacy and copyright.

In this section, we turn our attention to considering the likely effectiveness, effort involved, and other implications of taking different approaches for engaging your audience.

Different considerations apply when holding a Zoom call alone and when working with others, such as co-presenters, or with others who may help manage the call technically in the background. In this section, we consider the implications of these different scenarios.

If you're fortunate to have folks who may be able to help you manage a call, you may want to distinguish the roles of administrator and moderator, even if both of these may be played by just one person, or indeed, be among the various hats that you wear as a meeting host. Here, we focus on the role of the administrator.

Sites that are useful for checking whether there may be a general problem with Zoom are included in the notes.

In this section, we take a look at the typical role that might be played by a moderator during an event, if you are fortunate to have someone supporting you in this role.

Note: the view of a moderator as a co-host in action during an event has been modified from the original recording to protect the privacy of individuals taking part in this call. / Continuing from the last section, here we turn our focus to the role of a moderator in helping to ensure that a call runs smoothly. As with an administrator, this may be a role that you undertake yourself as a host, if you are working without the support of others.

In this section, we look at the various places and times when configuring Zoom's different switches and options may be needed, both to meet the needs of specific events, and as an overall platform strategy for any event that you may host.

Playing host to a Zoom call usually involves a little directing, much the way a director might craft a film to provide a meaningful and enjoyable experience for viewers. The techniques of storyboarding and scripting – not of the detailed, word-for-word kind – can be especially helpful in orchestrating this, as we'll see in this section.

The most basic equipment that you'll need for hosting a Zoom event is a device that supports Zoom, and some means for letting this be self-standing while you are presenting the call. However, there are certain things to bear in mind when choosing your equipment, to check that what you plan to use is up to the job. In this section, we'll explore what these are.

The phenomenon of 'Zoom bombing', where a call is interrupted by an unwanted visitor, may be rare, but can occur. Here, we'll take a look at what you may do to help prevent against this risk, as well as how you can protect the privacy of individuals taking part in a call. / Note: Since recording this video, Zoom has upgraded security requirements for scheduling a meeting. It's now necessary to specify either a passcode or waiting room (or both) for any event.

Being able to rehearse a Zoom session, at least to try out different functions that you may want to use, is important. Much can be achieved in a practice session in which you are the only participant, however some things require others to be on a call too. Here, we take a look at one way to simulate a number of participants being on a call, without having to persuade family and friends to step into this role.

How do you record an event and where can you store and play back what was recorded? In this section, we look at all things relating to call recording.

How best to prepare participants ahead of your call, to make sure they are well set for a positive experience? In this section, we look at points that you might want to consider, and suggest a possible sequence of emails and their content timing down to the event.  / You may wish to invite users to a Zoom familiarization session with you ahead of the call, or point them to a video that might help newcomers to Zoom find their way with the technology. See video link https://youtu.be/XzKGjM71BYY, as an example.

If dry running your event helps confirm that you're happy with the content that you want to deliver and the capability of Zoom to support this, stage managing the event takes things a little bit further, to help you work out the best set up for doing everything you need to do. Here, we take a look at what this involves. / If you expect to regularly host Zoom events, you may find some or all of the following common HOTKEYS useful to learn.

In this section, we consider the various tasks you may want to carry out just before you launch your meeting. The checklist of typical activities provided here should help remind you what things may need to be done.

Welcoming guests can involve a little multi-tasking, beyond just bearing a smile and greeting newcomers as they join a call. Here, we look at how to manage this sometimes busy balancing act.

In this section, we look at what you might wish to consider when introducing an event, as well as being aware of some of the pitfalls of potentially closing out a meeting to latecomers too soon.

In this section, we consider the types of interventions that you might make during a meeting that go beyond merely presenting your content. These may include occasional deviations from your script, and dealing with the unexpected. / Bonus video. If you're new to screen sharing and using annotation, you may find the following video helpful. This is optional, and may be skipped if you are already familiar with these functions.

A key to effective hosting is to do everything you can to keep easy sight of what is happening on the call and, of course, as you might for any event, not just focusing on presenting. Here, we consider how to be effective in this multi-tasking balancing act. / Common Zoom Hot Keys.

Problems can occur in the middle of a meeting, including technical failures and slow Internet performance. We look here at some of the more common difficulties, and what you might do to minimize disruption for both yourself and your audience if they do occur.

In this final module, we look at a number of simple steps that you might take after your event ends that can radically improve your audience’s experience of your next Zoom meeting.

Feedback is critical for knowing how your audience felt about your event. In this section, we consider when and how to collect feedback that you will be able to use to keep doing what you do well, and make improvements if anything needs changing.

Immediately following an event is the ideal time to review what you might want to change next time around. Here, we look at this sometimes forgotten step.

In this final lesson, we consider a simple step that can help enrich and enforce your audience's positive impression of you.