Need Zoom help?
Please scroll down to find information about how to use zoom to prepare and plan your session.
Tips for knowing who is attending your session and why
- SC session host will be asking people to connect via the chatbox as part of the conference welcome—consider adding to this in the session by asking them to share their motivation for attending your session in the chatbox (after you introduce yourself)
- Ask them (or ask the SC session host) to change their screen name to include their college/school or preferred pronouns
- TECHNICAL NOTE: they can do this by clicking on three dot button next to unmute button on their picture and choose rename option; they can also change their profile picture for the session in this menu too)
- Consider running 1-2 quick poll questions at the start asking about their familiarity with the topic or discipline or motivation for attending (send poll questions in advance to your tech host so they can set these up for you)
- TECHNICAL NOTE: Only the Zoom meeting host can set up poll questions—that is your assigned SC Tech host by default. You can ask to be made Zoom Meeting host the day of if you prefer to create poll questions that day.
Tips for using the chat box:
- Leverage your session host’s presence—ask them to monitor the chatbox and answer any questions or direct to you during session so you can focus on what you are saying/engaging participants rather than monitoring the chat
- Ask participants at the start of session to put questions in the chatbox—this allows you to keep the flow of the session, while periodically addressing questions or comments when relevant
- Use the chatbox as a participant reflection tool—ask everyone to take a minute to think of (and share in chatbox) an example in their course or one thing they want to try after learning from your session—you can ask them to type it in chat, but not click send until you give a signal so everyone has a chance to draft something
- TECHNICAL NOTE: The default setting will be that chat messages will be viewable to everyone (your tech host is there to monitor chat for inappropriate messages and has been instructed to remove anyone disrupting the session).
- TECHNICAL NOTE: Participants can only see the chat content from the time they enter the room. So, if anyone joins late, after you have already posted a link, you will need to repost it so they can see it. We recommend asking the SC session host to periodically repost or send a repost message directly to the latecomers.
Tips for using breakout rooms:
- Have a plan for the number of participants in your breakout groups ahead of time, 2-4 is ideal to make sure everyone gets a chance to share (and consider if you have a small or large group attend).
- Time goes by superfast and people need time to introduce themselves and connect—build in 5 mins to your breakout activity to account for that.
- Pre-decide if you want groups to be randomly assigned or assigned by you during session or “picked” by participants—there are different logistics to make each option work smoothly, see technical notes below.
- Give directions (on screen, in chatbox and spoken) before putting participants in breakout rooms
- Consider providing a link to a shared document or shared slides before putting participants in breakout rooms
- Include breakout group activity directions at the top of the shared document (so participants can get started right away)
- Consider including a space for “recorder” and “presenter” at the top of the breakout group if activity involves either, so group can decide this upfront, rather than negotiate in front of whole group later
- Consider having a shared folder that contains shared documents so participants can easily go between items rather than clicking on many links
- For longer breakout activities, plan to pop into groups to see if they need help. Session hosts can assist latecomers in the main room.
- Schedule/send 2 minute notice messages to breakout rooms (see Zoom tool FAQs on website) and decide in advance who in your presenter team will do this and when
- Be prepared for having 10-100 people in your session—you may want to have two plans for activities depending on participant size
- Note: When you send participants into breakout groups, the silence and not being able to see what groups are doing can feel weird.
- TECHNICAL NOTE: The SC Tech host assigned to your session is the “Zoom meeting host” by default. Only the Zoom host can assign/move people into breakout groups, see who is in which breakout group (and move individuals), and can send a message to the breakout groups. You can ask the SC Tech host to manage breakout groups for you OR you can ask them to make you or your team member the Zoom host so that you or your team member can manage breakout groups.
- TECHNICAL NOTE: The SC Tech host/Zoom meeting host will make presenters and SC session host Zoom meeting co-hosts. Zoom cohosts will be randomly assigned in breakout groups if you choose the random assignment option—meaning that the Zoom host will need to manually move them if they are leading a specific breakout group or move other participants into a new group if they are paired with cohosts who are not participating in the breakout group activities. Zoom cohosts can also move themselves out of breakout groups once everyone is put in breakout groups.
- TECHNICAL NOTE: Once in breakout groups, anything put in chat can only be seen by others in that specific breakout room. So, if you are in the main room and post something in the chatbox, no one in the breakout rooms will see it. We recommend posting any breakout group activity directions in chatbox BEFORE you move participants into breakout groups. (Chat works within the breakout group, but other groups can’t see what was shared during the breakout group time.)
- TECHNICAL NOTE: If you want participants to choose a breakout group…
- OPTION A: ask them to change their screenname (click on three dot button next to unmute button on their picture and choose rename option) to their discipline or breakout group topic—then have a team member or tech host who is serving as Zoom host assign them to breakout groups while you are presenting/giving activity directions
- OPTION B: ask them to “sign up” for a breakout group topic at the start of the session on a shared document or in the chatbox —then have a team member or tech host who is serving as Zoom host assign them to breakout groups while you are presenting/giving activity directions
- TECHNICAL NOTE: Breakout groups can use a virtual whiteboard, but it requires someone in the breakout group to share their screen (selecting virtual white board to share) in order for this to work.
Tips for using polling:
- Consider having a test question up at the start to get to know participants and to work out bugs before the heart of your content
- Consider using an external polling tool like Poll Everywhere that allows for real time open-ended responses—give participants a short time (2-3 minutes) to respond and narrate the responses with your expert commentary as they come in
- Consider using the chatbox like a polling tool for open ended questions
- Conserve your session time and ask yourself if a poll question is necessary or adds significantly to the experience. Could the raise your hand tool in the participant list or asking for a visual nod or headshake suffice?
- Be sure to share the results or comment on to connect explicitly to the session content
- TECHNICAL NOTE: Both Zoom meeting host (SC Tech host by default) and Zoom co-hosts (presenters, SC session host) can launch the poll, but only the host can create one. This means that co-hosts can also accidently close the poll before you are done collecting responses. Make sure to remind anyone with a co-host label not to touch the poll while you are running it.
Tips for using annotation tool/virtual white board
- If you want to be able to annotate, but don’t want participants to be able to, ask your Tech host to adjust that setting in Zoom for you.
- You can annotate on the white board or anything else you are sharing (like slides/images), but you can’t share a word document and have everyone edit it like a shared document.
- TECHNICAL NOTE: Breakout groups can use a virtual whiteboard, but it requires someone in the breakout group to share their screen (selecting virtual white board to share) in order for this to work.
Tips for keeping things on schedule:
- Plan your session to the minute and practice—ask a friend to try the activity and see how long it really takes them or see how long it takes you and double it. Write out the minute-by-minute agenda and share with co-presenters and SC Tech and session hosts
- Leverage your SC session host’s support—ask them to give you specific time cues.
- Use a timer for individual or breakout group activities and provide 2 minute warnings or share your screen (or ask session or tech host to share screen with a visual timer)
- Consider having groups or individuals record work in a shared document so all responses are visible, but you can be selective on any reporting out
- Allowing participants to use their mic or share screen create a greater sense of community during the session, but can take additional time to transition and navigate tool use—include 5-10 minutes to each activity you plan to do this in
- Have a shared folder or documents, including copies of any materials you plan to share by sharing your screen (especially if participants are calling in due to tech issues), that way people can follow along even if screen sharing isn’t working as you’d planned
Tips for an unexpectedly large group of participants:
- Anticipate it and have a backup plan for a large group—having a shared folder or documents is especially helpful here, including copies of any materials you plan to share by sharing your screen (especially if participants are calling in due to tech issues)
- Don’t be intimidated! They’re there because they want to hear what you have to share on the subject and you were selected for the program because you have something to share for the benefit of all.
- Zoom is pretty stable, but you may want to ask the tech host to turn off participant video feed if things start slowing down or freezing
- You can still do breakout groups—consider doing quick think-pair-share activities or use partners (breakout groups of 2-3) instead of larger breakout groups for more involved activities
- Consider changing to poll-based activities instead of open-ended ones
- Consider changing to individual reflection activities instead of larger working groups
Tips for an unexpectedly small group of participants:
- Anticipate it and have a backup plan for a small group—having a couple “extension” activities prepared can be handy since you will gain time in your session because there won’t be as much time needed for transition or volume of participant responses
For zoom tutorial videos and additional information on how to set up your zoom account, please visit our Zoom tutorial videos and resources page.