Centers for Spiritual Living Coffee & Conversations Presents

Hosting the Ultimate Zoom Experience:
Become a Hosting Superhero!

Chaplain Reina Pudder

Rebecca Hiraoka, RSCP

On Zoom!

Today We'll Be Talking About:

1. Preparing the Space

II. Hosting Like a Super Hero

III. What's Next?

How Comfortable Do You Feel Hosting Zoom Meetings?

What Does it Mean to be a "Zoom Host"?

Is the host the person presenting content?

• They can be, yet it's best if there is at least one host in addition the person presenting content.
• The host creates a space of welcome, fielding zoom questions, making sure that questions get asked at the right time, setting up polls/breakout rooms, ensuring flow & equitable sharing, & containing background sound.

Good Hosting:

Creates an Experience of Welcome
Fosters Space to Learn Actively
Increases Professional Presentation: Builds Credibility

How Many Hosts are Needed?


This really depends on a few factors:

1. How many people are expected to join the zoom?

II. Is there a lot of content being shared via slides?

III. Are there breakout groups/polls?

Generally if there are a larger number of participants or if there are slides or if you are doing breakout groups/polls you will ideally want two hosts in addition to the main presenter so that all these functions can happen while still tending to the chat.

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Preparing the Space

1. Get clear on who is setting up zoom room & sharing login info

II. Quiet place, good internet, brush that hair, put on your Sunday shirt.

II. Logging in Early

III. Making sure settings are correct

IV. Contingency Plan Intact

V. Verifying last minute details/needs with presenter

What Do We Mean by Contingency Planning?

I. Back Up Person

II. Securing Materials

III. Agreements if someone is going off topic/"oversharing":

a. from the beginning let people know how long they have to share & establish that if it exceeds that time the host/presenter may interrupt them.
b. "Thank you. I wish we could discuss that more, but to honor the time we'll need to move to our next item/topic/etc..."

Resources for Preparing the Space

Get Comfortable With Zoom:
https://support.zoom.us/hc/en-us/articles/206618765-Zoom-Video-Tutorials

Keeping Mtg On Track:
https://www.owllabs.com/blog/how-to-interrupt-politely

What it Takes to Run a Great Meeting
https://hbr.org/2020/03/what-it-takes-to-run-a-great-virtual-meeting

Zoom Settings & Controls:
https://support.zoom.us/hc/en-us/sections/201740116-Settings-Controls

Questions?

Hosting Like a Super Hero


I. Engaging Welcome Message: ~10 minutes before go time, start of mtg, and about 5 minutes into the mtg.
Examples: Welcome! Please share your name and (where you are from, something great that happened to you today, one word to describe yourself today, etc...)

II. Also be sure you know whether or not this is going to be recorded: are the settings set up to automatically record, do you have to start recording, where do you want it saved: cloud or computer? If it is beging recorded let participants know.

Hosting Like a Super Hero

III. Set Expectations:

will people be muted?
how to ask questions?
invite people into the chat

Hosting Like a Super Hero

IV. Connecting Throughout Webinar:

respond to people's chats
let people know when questions will be asked
capture key moments in the chat: quotes from the presenter that resonate
share resources in the chat that presenter mentions

Hosting Like a Super Hero

V. Supporting Presenters Content:

if you are responsible for sharing slides be sure they're ready and you've practiced screen sharing
setting up polls
setting up breakout rooms

RESOURCES FOR HOSTING LIKE A SUPER HERO

Breakout Rooms:
https://support.zoom.us/hc/en-us/articles/206476313-Managing-breakout-rooms

Creating Polls:
https://support.zoom.us/hc/en-us/articles/213756303-Polling-for-Meetings

Using Chat:
https://support.zoom.us/hc/en-us/articles/203650445-In-Meeting-Chat

RESOURCES FOR HOSTING LIKE A SUPER HERO

Sharing Your Screen
https://support.zoom.us/hc/en-us/articles/201362633-How-Do-I-Start-A-Screen...

Managing Participants:
https://support.zoom.us/hc/en-us/articles/115005759423-Managing-participant...

Raise Hand Function
https://support.zoom.us/hc/en-us/articles/205566129-Raise-Hand-In-Webinar

Customized Backgrounds
https://support.zoom.us/hc/en-us/articles/204674889-Zoom-Rooms-Customized-B...

https://support.zoom.us/hc/en-us/articles/204674889-Zoom-Rooms-Customized-B...

Questions?

What's Next?

As the webinar is drawing to a close be sure to thank everyone for coming on the chat
&
if the presenter has mentioned a way to reach them (email or website) be sure to share that in the chat.

What's Next?

If the zoom is recorded to be shared either you, the presenter, or additional tech support will need to find the recording and share it in whatever way works for you best depending on preference/content/etc...

When possible, following up after the mtg/webinar helps people to remain connected to the content and each other.

Resources for "What's Next?"


Local Recording:
https://support.zoom.us/hc/en-us/articles/201362473-Local-recording

Cloud Recording:
https://support.zoom.us/hc/en-us/articles/203741855-Cloud-recording

How to Share Zoom Recordings:
https://blog.zoom.us/wordpress/2015/06/04/so-youve-made-a-zoom-recordingnow...

EVERY TIME WE HOST A ZOOM,


WE HAVE THE OPPORTUNITY TO BUILD COMMUNITY

Questions?

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