Scheduling Meetings

• For class: schedule the meeting from Canvas. (For security reasons, set a password and share it with your students)
• Check/update your meeting settings
• Add any Stanford-based alternative hosts (e.g., TAs).
• Share the meeting invitation information (including the meeting link and telephone numbers) ahead of time.
• Share the meeting agenda and relevant files ahead of time. (Make the session duration >90 mins.)
• Set aside time to practice using desired features (e.g., manage participants, chat, screen sharing) within your meeting flow.

Before Meetings

• Download the latest Zoom client/app
• If planning to discuss/screen share a file during the meeting, use a device that has access to that file. 
• Connect your device to a power source.
• For more than 15 participants, designate a co-host to monitor chats and activities.
• If possible, connect your computer directly to an internet port instead of Wi-Fi.
• To the extent possible, find a quiet and well-lit place.
• Close extraneous apps/programs.
• Use headphones with a microphone.
• Check-in 2-5 minutes early to test your audio, microphone, and video. 

During Meetings

• For class sessions: start the meeting from Canvas.
• For other meetings: log in and start the meeting from the desktop Zoom client. 
• Plan time for a tech check and tech support: Share a back-up phone number for tech support. Take a moment to check the chat as well.
• Encourage participants to share their video. If they are experiencing connection issues, then have them turn it off.
• Look at your device’s camera often to provide eye contact.
• Set/remind participants of meeting norms and expectations early on. A few suggested norms: Be mindful of your background (use a virtual background, if needed). Mute microphone when not speaking.
• Introduce Zoom features you’ll be using at the beginning such as breakout rooms, polls, etc.
• Use Zoom’s gallery view to see larger groups of participants.
• Open the Manage Participants and Chat windows to monitor participant engagement. 
• Suggest participants use the non-verbal feedback tools and chat to engage and signal.
• When sharing a screen give participants a moment to open or process what you’ve shared.
• If you experience a tech glitch, try to take it in stride while you troubleshoot. You may want to build in a break if you experience a tech glitch to give yourself some time to figure out the glitch.
• Think about different devices connecting and how presentation and menus may display differently (phone, tablets, computers, etc.).
• Build-in short breaks (5-10 mins every 50 mins). 
• Try to talk slower than usual.
• Overall, be flexible, adaptable, and understandable of different situations.

Boosting Engagement During Meetings

• Consider using Zoom’s annotation or whiteboard tools to highlight or modify key ideas.
• Consider using Zoom’s polls for group icebreakers or questions. 
• Consider using Zoom’s breakout rooms for a partner or small group activities.

After Meetings

• Share a link to meeting recording (if recorded in the cloud, the recording is under the host’s account).