The impact of the Coronavirus has officially spread to be bigger than anyone could have imagined, and its impact has changed every aspect of daily life in one way or another.
Personal lives have been altered with shelter-in-place directives that have canceled all social gatherings, closed most restaurants, and limited our ability to run even the most basic of errands. Our work lives are also completely different with calls instead of meetings, homes instead of offices, and instead of conference rooms, we have Zoom.
For some, using Zoom has been a standard practice, but for many, hosting Zoom meetings is a new thing that takes some getting used to. If you are new to Zoom meetings, here are some tips to make sure you are creating an online meeting space that is safe and secure for everyone involved.
MANAGING WHO IS IN THE MEETING
Of course, if a random outsider was able to jump in and join your meeting, that would be a bad thing, but there are also times when internal people should not be able to join your meeting as well.
Imagine you are having an executives-only meeting. You wouldn’t want just anyone in the company to be able to access the meeting and listen in to private company matters.
For this reason, if your meeting is anything of a private nature, it is important to use a unique Meeting ID and a Meeting Password.
Set up your Personal Meeting ID under your profile tab:
Full Meeting ID Instructions Here
You can also enable, set, and edit a meeting password under your Meeting Options:
Having a meeting password is an added level of security to keep someone, even with the meeting ID, from being able to join a private meeting.
Full Password Instructions Here
Once the meeting has started and all of your desired participants have joined, you can lock your meeting to ensure that nobody else is able to accidentally or intentionally join.
Under the participants tab, you can manage your in-meeting settings, such as locking and unlocking:
Your meeting is now underway, only your desired participants are in the room, and you’ve locked the meeting to ensure nobody else can jump in. Now, it is your responsibility, as the host, to do your best to manage everything that your participants can see and hear.
MANAGING WHAT HAPPENS IN YOUR MEETING
There is a level of expected decorum that comes with an office space or conference room, but those lines can be a bit blurry when everyone is in their own home. As innocent as they may be, even the inadvertent noises that come from background home life (kids and pets are notorious for having ZERO respect for your scheduled meeting time) can be a significant distraction when multiplied by more than just a few meeting participants.
Depending on how much control you want to have over the environment, you have several options for eliminating unwanted content and meeting distractions.
Limit Screen Sharing
Sharing a screen in a meeting can be a very efficient way to get visual information out to the group and make sure everyone is on the same page, but making sure that power lies only with the host is helpful.
Full Instructions on Managing Participants Here
Disable Unwanted Video
Whether it is intentional or not, there are so many stories of embarrassing moments that come from something shared in a video conference that should not have been shared.
In this unfortunate scenario, the best way to limit the damage is to be able to shut off a video feed as soon as the mistake occurs.
You can turn off a participant’s video under their name in the Participants Tab:
Disable Unwanted Chat
In addition to unwanted imagery coming across a video feed, there is also opportunity for mishaps or malicious activity in the chat.
Just like video, chat is a great way to keep communication open and flowing both directions while people are listening to a presentation. There are many cases where a chat is your best friend. But there might also be times where it is best to mitigate your own risk and shut down the ability to privately chat (or at least limit what can be shared).
Inside your Zoom chat, you can click more and access several of these useful settings:
Full Chat Settings Instructions Here
REMOVE SOMEONE FROM THE MEETING
We have addressed several different ways to mitigate the risk of unwanted content and even do a bit of policing in real time. Still, there will inevitably be times when someone slips through the cracks or an unforeseen accident happens, and the best thing to do is remove someone from the meeting.
For instructions on dismissing and participant and much more follow the link below:
Full Instructions on Managing Participants Here
Hopefully, these tips and tricks are helpful in making sure your Zoom meetings are as successful and as worry-free as possible.
If you need any other help ensuring your remote meetings are safe, secure, and stable, reach out, and let us know. We love talking through innovative solutions for your specific needs.