Due to extended remote work resulting from the COVID-19 pandemic, many of us have adapted to the challenge of virtual engagement with others by turning to new online platforms, specifically those with video chat functions. Zoom has seen remarkable growth since the pandemic, soaring from 10 million daily participants in December to 300 million now. Perhaps one of the best things about Zoom is that it is user-friendly –– many of us were able to simply make an account, click a link, and instantly be connected with coworkers and friends. Now, it seems as if Zoom will become a prominent tool used in the workforce for years to come, even once extended remote work is no longer a requirement. While one of the biggest draws to Zoom is that it is so easy to use and can be learned easily by those who have never used it before, many incredibly useful Zoom features are neglected because they are not widely known or understood. Here are some tips and features to pay attention to in order to make sure you’re taking advantage of all Zoom has to offer and upgrading your virtual meetings.
Share Screen.
One of Zoom’s most useful features, the share screen function, allows users to share content from their own personal desktop screens for other participants to see. One can access this by clicking ‘share screen’ at the bottom of their Zoom display and can even select only one tab to display if they would like to keep other things private. Default settings allow only the host to share their screen, but the host of any meeting can give other participants access to share their screens by clicking on “participants” and granting others access. To share content such as videos, be sure to also click “share video sound” for optimal quality.
Whiteboard Feature
Found on the same menu as one’s personal tabs after clicking “share screen”, the whiteboard feature on Zoom is incredibly useful for mapping out more complex ideas. Similar to if one was writing on a whiteboard in a conference room, the whiteboard feature allows participants to draw, write, type, and erase on a blank canvas, allowing participants to see edits in real-time.
Participants
As a host, taking control of the “participants” features can be very helpful. When one clicks “participants” as a host, they can see a condensed list of all video participants, whether they are muted and not sharing video or vice versa. In the “participants” menu, the host can also choose to mute everybody or privately request from certain participants – whether that’s to mute or unmute themselves or show themselves on camera. The host can also see which participants have implemented the “raise hand” feature, indicating that they have something to say but do not want to interrupt. Their hand will be raised until they or the host lowers it.
Waiting Room
Enabling the waiting room feature on Zoom can be really beneficial for privacy and order. This Zoom feature creates a space for video participants to hover before a meeting. When someone joins a meeting, they will be put in the waiting room and will only be allowed into the actual meeting once the host clicks “admit”. This feature also ensures that only the host can allow people they approve of to enter a meeting –- discouraging any unwanted visitors.
Polls
Polling on Zoom is a really useful tool to get a vote for video participants. Hosts can create a multiple-choice poll and participants will receive a pop-up on their screens to make selections. After everyone has voted, results and statistics can be displayed for everyone.
Hide Non-Video Participants
This feature allows each user to hide the display of any participant that does not have their video turned on. To enable this, one must simply click the upper right corner of another participant’s display box. Nothing will happen on the non-video participant’s end and they will still be a part of the meeting, but this allows users to filter out screens with a name or picture display and only see those with their cameras turned on. This can make it easier to focus on those who are speaking and actively engaging in the Zoom call without being distracted by the screen presence of those who do not have their cameras turned on. This can also be helpful for those who feel intimidated when they are not able to see the faces of people in their meetings.
Hide Self View
Hiding self-view can be beneficial for anyone who wishes to remain focused on tasks at hand during Zoom meetings. By default, Zoom allows participants to see themselves on their screens when in gallery mode. Naturally, this can be distracting as we pay extra attention to what we look like to others. The hide self-view feature allows participants to remove their own camera reflection from their Zoom display. Enabling this feature can take away discouraging distracting self-analysis during Zoom meetings.
Breakout Rooms
Breakout rooms are a great way to encourage participation on a smaller level within one Zoom meeting. With breakout rooms, a host can separate participants into smaller groups either randomly or through purposeful selection. Once breakout rooms are creating, participants click on a popup that takes them to what appears to be a new Zoom room with only other participants in the same small group. The host can set a time limit on these rooms and can send out messages to each room, and once the breakout rooms end, participants are taken back to the original Zoom meeting with all participants.
Webinars
Webinars are incredibly useful for large scale Zoom events. Webinars allow up to 100 video participants (people who can actively speak and engage) with up to 10,000 attendees (observers).
Virtual Improvement
Zoom has a few built-in features that can instantly improve one’s display, one can simply check off boxes they would like to apply in Zoom’s video settings. Some of these include adding a virtual background, touching up one’s appearance, adding a filter, adjusting light, and improving video quality. If unhappy with their natural background, Zoom participants can add a virtual background. This allows users to pick one of Zoom’s defaults or add their own images to serve as a backdrop for their video screens. Users can also touch up their appearance in Zoom settings, which adds a soft-focus that Zoom claims to apply a subtle filter that minimizes facial imperfections and smooths out one’s skin tone for a better appearance. Participants can also enable HD quality video and adjust video appearance for those in locations with minimal light.
Scheduling/Calendar
Another useful Zoom feature is being able to schedule meetings in advance and sync one’s Zoom meetings to an external calendar connected to your email. One can schedule Zoom meetings in advance, which will inherently create a calendar list of events on the Zoom application itself, but when synced to an email, one’s Zoom calendar will also be on one’s personal calendars. This is useful to see any scheduling conflicts and
Recording
The recording feature on Zoom is incredibly important for those who wish to keep a log of Zoom videos to go back to for notes or even to have to send to anyone who can’t attend a meeting. Users can record the entirety of a Zoom meeting or a portion of one. The video log is created once the Zoom call is over and is saved for playback both on one’s personal computer and within the Zoom application.
Chat Feature and Reactions
Chat features and reactions are also an important Zoom feature to utilize. Reactions can also be useful; the “thumbs up” and “clapping” emojis can be selected and displayed on one’s video screen to show consent, support, or appreciation without having to unmute oneself. The chat feature is also useful; it allows individuals to engage on another level; chats can be sent to everyone in the meeting or specific users privately.
*Some of these features may require a paid Zoom plan rather than a Basic plan.
Sources:
https://us04web.zoom.us/
https://www.groovehq.com/blog/zoom-tips-and-tricks
https://www.cnet.com/how-to/how-to-use-zoom-like-a-pro-13-video-chat-tips-and-tricks-to-try-at-your-next-meeting/
https://www.zdnet.com/article/zoom-101-a-starter-guide-for-beginners-plus-advanced-tips-and-tricks-for-pros/
https://www.techrepublic.com/article/zoom-tips-to-improve-your-video-conferences-while-telecommuting/
https://osxdaily.com/2020/05/28/how-look-better-zoom-touch-up-my-appearance/#:~:text=What%20does%20%E2%80%9CTouch%20Up%20My,%2C%20pimples%2C%20and%20so%20on
https://www.theverge.com/2020/4/30/21242421/zoom-300-million-users-incorrect-meeting-participants-statement