ZoomProcedures

How To Run A Zoom Meeting

Dan calls this a "Zoom Room" because it is literally the location where we meet. It has an address just like a building address and room number.

As soon as the meeting is scheduled

1. Get the owner of the Zoom account (as of 2020, Dan) to schedule Zoom meeting.
2. Dan will reply with "The Zoom Link" that looks something like this: https://us02web.zoom.us/j/6633273298?pwd=MFpSZnROd1J5YmFvUmtsTkQ4V3RXUT09&omn=86738177019
3. Once you have this Zoom Link, you can run the meeting anywhere, on any device.
4. Think about the physical location of where the meeting will be held and consider these questions:
   1. What laptop or phone am I going to use for this meeting?
   2. How will I get network access for it?
   3. Where will I place the laptop/phone so the Zoom participants can see and hear what they need to?
5. Add the Zoom link to all meeting invitations. Reiterate the date and time and include the words, "Halifax time."

On the day of the meeting

1. Show up a half hour early because:
   1. There will be some fussing, and
   2. You want to have the Zoom Room open, say five, minutes before the event starts.
2. Open the Zoom link on the phone / laptop (Dan calls it, "Opening the Zoom Room") to make sure you have network connectivity. The room can be open long before the scheduled meeting start.
3. Get the power supply for the phone / lap top arranged
4. Place the phone / laptop in a secure place
5. Make sure the wire is not a trip hazard

During the meeting

1. Within reason, greet people as they join
2. Remind the secretary to count Zoom participants
3. Make sure the Zoom participants feel like they're being heard

After the meeting

1. Thank the Zoom participants and close Zoom
2. Pack up

Congratulations, you did it.

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