One of the learning opportunities that TMI is now exploring, to help bridge the social isolation and still meet with our community, is a popular video communication service called Zoom, that can be used through your mobile phones, computers and mobile devices.
WHAT DO I NEED TO JOIN A MEETING?
You may have received an email invitation to a TMI event or registered on Eventbrite to join an event. In both cases, you will have received a link, a meeting ID, and a password. In the case of recurring meetings, this information will grant you access to all meetings in the same series. You can either click the link or copy the meeting ID and password into Zoom; both will lead you to the same meeting.
Watch this short tutorial for a guide to joining a meeting.
HOW DO I INSTALL ZOOM?
Install the app using zoom.us or click on your meeting link a few minutes prior to the meeting starts (in case you run into any delays). You will be prompted to download Zoom on your device. We recommend using your computer for Zoom, but your tablet or phone should also work, in which case you will need to open your app store to download Zoom. Once you have downloaded and opened the app, you can join the meeting. If you have trouble finding the meeting once you have downloaded Zoom, try clicking on the meeting link again from your internet application/web browser. Your browser will ask you if you want to open Zoom – clicking “Open Zoom” should bring you into the meeting. You do not have to create an account to join a meeting, but creating an account will make it easier to join Zoom meetings in the future.
I REGISTERED FOR A TMI MEETING USING EVENTBRITE. WHERE IS THE ZOOM INFORMATION?
If you registered for an event on Eventbrite, you will have received an email called “Registration Confirmation” followed by the name of the event. Open this email. Scroll down… past “Order Summary”… past “Your Registrations”… Under “Additional Information” you will see a Zoom link, a meeting ID number, and a password. That’s all you need! We recommend copying this information into your web calendar, marking the email with a star, or remembering to use your email’s search filter to find “Registration Confirmation.”
We may send the information again in reminders for some events, but for the most part you will always be able to find the information you need in the first email that you received from Eventbrite. We have done this to circumvent security risks that arise when distributing this link publicly.
Note: The Julius Grey event on 12 June does not follow this format because it is a Zoom webinar rather than a meeting; the Zoom information will be emailed to you by Zoom instead of by Eventbrite.
Keep reading to learn the must-knows for participating in a TMI meeting or event on Zoom.
This is a screenshot of a Zoom meeting on a Windows laptop from the point of view of a participant. This is how your display should look. Read below for further instructions.
RAISE YOUR HAND
Click the “Participants” button at the of your screen (1). This will open a sidebar on Zoom that displays the names of each participant and your available actions.
To raise your hand, click “Raise Hand” (2). A small blue hand will appear next to your name and the host will know that you would like to speak.
OPEN THE CHAT WINDOW
Click the “Chat” button at the bottom of your screen (3). The chat window will appear in the sidebar.
Please open the chat feature when participating in a TMI meeting. You can send messages to all participants or to individual participants that are not necessary to say aloud: web links, agenda points, and jokes!
MUTE AND UNMUTE YOURSELF
Press the microphone icon that says “Mute” in the lower left-hand corner of your screen (4). The other participants will no longer be able to hear you, but you can hear everyone who is not muted. Press the microphone icon again to “Unmute.”
SWITCH TO GALLERY VIEW
Look to the upper right-hand corner of your screen, to the immediate left of the participants window (5). If it says “Gallery View,” you are currently in Speaker View and you can click this button to switch to Gallery View. Vice versa.
TMI meetings are based on conversation just as they are when we hold them in our offices. Zoom has two display options for meetings: Gallery View, which shows a few dozen participants in small boxes with the current speaker highlighted in green, and Speaker View, which features the current speaker in a large box in the center of the screen with a few participants displayed above the speaker. We recommend using gallery view so that you can see most of the people in the meeting. The number of people displayed will vary depending on the size of your device. Android devices (phones and tablets) and iOS phones will only display up to four participants on one screen even in gallery view, but you can swipe left and right to see all of the participants.
When you want to follow up on someone’s comment with a brief addition or question and there is a long queue of participants who have raised their hands, we recommend using reactions (6) to make clear to the host that you would like to speak very briefly. You can use the Clapping Hands to indicate this, or use the Thumbs Up to voice your agreement.
WHY DO I NEED TO UPDATE ZOOM?
Please update Zoom when it prompts you to, even if you recently downloaded it. As people all over the world have turned to Zoom, they have been working tirelessly to make Zoom more secure and more accessible. Update Zoom before 30 May! After this date, Zoom will not let you join a meeting until you have updated your app. Read more here.
IS ZOOM SAFE?
When Zoom became the video conferencing platform of choice, many of its security weaknesses came to light. Zoom’s security teams, however, are working at lightning speed to keep up with privacy concerns so that they stay ahead of their competitors! Consult their website to answer your specific questions or Google search “Zoom security response” + your concern.
HOW DO I SAVE THE GROUP CHAT, AND HOW DO I FIND IT AGAIN?
Participants often share really great links and resources in the group chat! Rather than taking the time to write them all down or copy them elsewhere on your computer, you can keep a record of what everyone has written by clicking the ellipses in the lower right hand corner of the “Group Chat” window and clicking the “Save Chat” button.
Be careful when distributing this saved chat file; your private chats with other participants are also recorded! Zoom’s Support page has already wonderfully explained how to save chats, so please consult their walk-through if you are having trouble.
KNOW WHEN TO MUTE YOURSELF
Why would you choose to mute yourself? Why has the host muted you? In video calls, unlike in person, the smallest sounds or background noises play at the same volume as our speaking voices and may cut off the primary speaker. Pages flipping, eating sounds, phone calls, coughs, computer whirring, email alerts, and conversations with people off-screen are just a few of the sounds that frequently disrupt Zoom meetings.
Many Zoom participants choose to remain muted in group meetings until they have something to say. Unless your environment is definitely silent, we would appreciate it if our participants employed the mute/unmute button to limit the amount of ambient noise during meetings.
KNOW WHEN TO SPEAK
Our virtual conversations do not have to be stiff, but they are certainly different than in-person conversations. To help the conversation flow, save personal tangents and catching up with specific participants for another time. The great thing about Zoom is that you can move straight from a group event to a personal conversation by calling them back after the meeting ends. No need to censor yourself if you have only a brief interjection; use the “Raise Hand” function or “Reactions” to participate!
Being able to see each other properly makes virtual meetings feel more like real meetings. Make sure to sit somewhere in your home where your back does not face a window or a bright light, position your camera at eye level, and tilt your camera or laptop screen so that we can see your whole face.
Zoom’s Support Center is very thorough. We recommend consulting their site if you have any specific questions, but if you have questions about how TMI uses Zoom, contact us using our contact form below or email Administrative Services Coordinator Zoe Shaw (firstname.lastname@example.org).