How to Prepare before you start a Zoom meeting

Monday, April 13, 2020 at 11:00 AM at 11:45 AM

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"Don't waste my time" is what people will say if you are not well prepared and organized for your Zoom meetings. In this webinar we will review the top 10 tasks you need to check off before starting your successful Zoom meeting.

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When: Apr 13, 2020 11:00 AM Pacific Time (US and Canada)
Topic: How to Prepare before you start a Zoom meeting

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photo of Michael KramerInternet Professional @Ameravant Web Design
Michael Kramer has helped over 800 local small businesses and nonprofits be successful with their website and Internet presence. He speaks to small groups throughout the year with a focus on education and success for every person attending in presentations. Michael is open to any questions you may have during and after the presentation.


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How to Prepare before you start a Zoom meeting

Main Areas to Review before you start a meeting

  1. Your Appearance
  2. Your Environment
  3. Your Equipment
  4. Your Presentation
  5. Your Interaction with your Audience (video conference vs webinar)
  6. Preparing your Audience, prior to the meeting

Your Appearance

  1. You are at work so please look professional, at least from the waist up.
  2. Since people know you are working from home it is OK to wear nice casual clothes
Dress Professionally

Your Environment

  1. No people in the background making noise or acting as a distraction.
  2. Visual background distractions can be hidden using Virtual Backgrounds.
  3. Stay as close as you can to the camera so you fill the screen and get better audio quality if you are using the microphone in your computer or webcam
Remove distractions from your background

Your Equipment

  1. Internet connection and speed
    1. Google the phrase “my internet speed” and run the Speed Test
    2. You need a minimum of 5MB download and 5MB upload

      Make sure you have good Internet Speed

  2. Your Computer
    1. To clear unwanted resource hogs, restart your computer before an important video conference.
    2. Google Chrome is a memory hog, so at the least, close all Chrome windows and reopen browser tabs as you need them.

      Restart your computer or restart your Browser

  3. Your Camera and Microphone
    1. You may have multiple cameras and audio options.  Test each one to see which gives the best quality.
    2. Camera options
      1. If you have more than one camera option, test the quality and zoom level of your camera.
      2. You may need to adjust the distance from you to your camera to get the best view of you, and not your background.
    3. Audio Devices
      1. Laptop microphone
      2. Wired Earphones
      3. Wireless Earphones
      4. Microphone in your Webcam

        Use Quality Audio Devices

  4. Original Background vs virtual background
    1. Original Background (pros and cons)
      1. Gives you the best quality (no fuzzy blur around your head)
      2. More authentic than a virtual background
      3. The background should be appropriate for business (no kitchen backgrounds)
    2. Virtual Background (pros and cons)
      1. Unlimited background options
Video Conference Background

Your Presentation

  1. If your meeting needs to be documented, make sure to turn on Recording at the start of your meeting.
  2. Have an outline of what you are going to review in your meeting
  3. Share your outline on the screen so you and the other people on the video conference know what to expect
  4. If you have time, add pictures, graphics or video your meetings to keep people’s attention 
  5. Follow up after the meeting with resources, notes or other new information discussed in the meeting.

Your Interaction with your Audience (video conference vs webinar)

  1. As a participant in a video conference, it’s so easy to get distracted from a spouse, kids, animals, phone calls, Emails or text messages.
  2. The average adult attention span has dropped from 12 seconds to 8.25 seconds since 2000. Because we are used to constantly multitasking throughout the workday, it can be difficult to stay focused on one subject. This is especially true during presentations like webinars.
  3. Keep your audience engaged is through engaging conversation
  4. Utilize polling, survey and Q&A features that are available
  5. Another tried-and-true way to engage your audience is with a captivating speaker. The right speaker cannot only draw in an audience, but can keep them engaged. Speakers don’t have to be limited to a single person either. Consider having a roundtable of panelists who are experts in your topic and have them engage with the audience with a Q&A session.
  6. Avoid boring your audience with content by limiting text-based materials. Keep things visually stimulating, and you’ll be more likely to keep your audience engaged.

Preparing your Audience, prior to the meeting

Zoom Settings for Participants

  1. Audio
  2. Video
  3. Adding a Profile Photo
  4. Adding a Virtual Background
  5. Setting up “Speaker View”
  6. Setting up “Grid View”


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