ZOOM! FLORIDA DISPUTE RESOLUTION CENTER ANA CRISTINA MALDONADO, ESQ. MEDIATOR, UPCHURCH WATSON WHITE & MAX APRIL 23, 2020
APRIL 15, 2020 PALM BEACH COUNTY
WWW.ZOOM.US • Unicorn company - over $1 billion value before coronavirus. • Competitors: GoToMeeting, WebEx, Google Hangouts, and Microsoft Team. • ZOOM is the #1 video conference platform. • 600,000 people downloaded the platform on 3/29/20 alone. • Went from 10 million to 200 million users in two months. • Florida courts appear to be adopting the platform.
ZOOM MEETINGS
TWO WAYS TO USE ZOOM PARTICIPANT
TWO WAYS TO USE HOST PARTICIPANT ZOOM HOST
TWO WAYS TO LOG IN 1. THE ONLINE PORTAL (VIA BROWSER) Open www.zoom.us and log in. 2. THE APPLICATION (MOBILE APP or .EXE) This is what you download. ZOOM calls it the “Meeting Client.”
LOGGED IN VIA BROWSER (ZOOM.US)
UPLOAD A PROFESSIONAL HTTPS://PICRESIZE.COM/ PHOTO OR LOGO HERE
LOGGED IN TO APPLICATION (APP OR .EXE)
LOGGED IN TO APPLICATION EMAIL LINK SMART PHONE TABLET TOOLBAR MENU
BROWSER TAB LOGGED IN VIA BROWSER & ZOOM.US COMPLETE ACCESS TO SETTINGS AND TOOLS WHEN SCHEDULING & HOSTING
LOGGED IN TO APPLICATION HOSTING FROM EMAIL LINK MOBILE DEVICE = SMART PHONE LIMITED ACCESS TO TABLET SETTINGS AND TOOLBAR MENU TOOLS
TIME TO JOIN A VIDEOCONFERENCE! • https://www.youtube.com/watch?v=JMOOG7rWTPg • 3.5 minutes • OPEN PPT → CLICK SCREEN SHARE CHOOSE PPT THUMBNAIL → CLICK SHARE → START PPT PRESENTATION. • CLICK YOUTUBE LINK → NEW SHARE → CHOOSE YOU TUBE THUMBNAIL → CLICK SHARE • VIDEO ENDS: NEW SHARE → PPT THUMBNAIL → CLICK SHARE → NEW SLIDE.
DIFFERENT LEVELS OF FAMILIARITY • Some people are not comfortable with technology • Some people are fine with technology, but just unfamiliar or inexperienced with this program • PRACTICE & PREPARE – on your own or with a group
AVOID TECH HARDWARE ISSUES • Click on any prompts to “Join Audio” and “Join Video.” • Be prepared! Test your tech ahead of time and use the ZOOM audio and video tests.
TROUBLESHOOT HARDWARE ISSUES • Does the host have you on mute? TIP: Stay on mute and temporarily un-mute yourself with spacebar. • Did your audio or video device fail? TIP: Check your computer control panel settings to make sure headsets and web-cams are connected, active and selected. • Still having trouble? ZOOM Video FAQ & YouTube university!
BEST POSSIBLE INTERNET CONNECTION • Perfect: 1.5 Mbps internet connection & be hard-wired from your laptop to the router with an ethernet cable. • Good enough: minimum 600 Kbps internet connection & private, password protected home or office wifi network. • Avoid: Public, unsecured wifi networks & “speakerphone” audio in public places. • Check your internet speed using SpeedTest.net.
INTERNET TROUBLESHOOTING Top Five Tips: 1. Plan B: Get participant cell phones at the beginning. 2. Keep open desktop applications to a minimum. 3. Keep family members from using the microwave or streaming content to conserve bandwidth. 4. Turn off your video and proceed on voice-only. 5. If all else fails, REBOOT.
LOOK PROFESSIONAL! Top Five Tips: 1. Lighting from the front. 2. Camera at eye level. 3. Normal tone of voice. 4. Solid color tops & ties. 5. Tidy and non-distracting background.
ZOOM TOOLS • CALENDAR INTEGRATION DURING SCHEDULING • OUTLOOK, GOOGLE AND ICAL • RECORDING • POLLING • BREAKOUT ROOMS • CHAT • FILE SHARING • WHITEBOARD, ANNOTATE & REACTIONS • SCREENSHARE
CALENDAR INTEGRATION DURING SCHEDULING (APP VIEW)
YOU CAN COPY THE LANGUAGE OF THE INVITATION TO PASTE IN AN EMAIL
OPENS A CALENDAR WINDOW TO ADD THE MEETING
RECORDING • ZOOM’s default is to record your meeting.
RECORDING • ZOOM’s default is to allow recording of your meeting. • Once it’s on, the program tells you it is recording and allows you to pause and stop.
POLLING • Design open ended and multiple-choice questions. • Option for Participants to answer anonymously. • Launch the poll during the meeting.
BREAKOUT ROOMS • If you are hosting on a tablet or phone you won’t be able to use this feature. • Even on a laptop, you must first enable Breakout Rooms in advanced settings.
BREAKOUT ROOMS • Only Host can open Breakout Rooms. • Host decides how many Breakout Rooms and can re-name them. • Host assigns Participants to Breakout Rooms. Default is automatic, but manual assignment is recommended. • Host opens Breakout Rooms. Participants maybe asked to click “Join Room.” • Host chooses which Breakout Room to join and can move from room to room. • Host can also move participants from room to room. • Participants can see who else is in their room by clicking “Participants” • Host closes Breakout Rooms. All Participants receive 60 seconds notice. • When Breakout Rooms close, everyone returns to the Main Session.
CHAT • If enabled, you can chat with the people in your room. • Chat can go to “Everyone” or, if enabled, to an individual, using the dropdown box. • You can’t chat with someone who is not in your room. • Communication Backups: • If you are in a Breakout Room, click “ASK FOR HELP” to call the host. • Get cell phones at the beginning of the meeting if you will need to be able to have conversations with people in other Breakout Rooms.
FILE SHARING • File sharing must be enabled. • It can be limited to specific types of files. • In-meeting, file sharing can be accessed through the “Chat” tool • It works like an email attachment.
WHITEBOARD & ANNOTATION 1. CLICK SCREEN SHARE 2. CHOOSE WHITEBOARD 3. ANNOTATION TOOLS APPEAR
SCREENSHARE CLICK SCREEN SHARE
CHOOSE WHICH SCREEN TO SHARE THEN SHARE
USE SCREEN SHARING TOOLBAR TO STOP SHARE
WHAT ABOUT SECURITY? To report Zoombombing: FBI’s Internet Crime Complaint Center at ic3.gov. Report threats during a teleconference at tips.fbi.gov.
TOP 5 TIPS FOR MORE SECURE ZOOM MEETINGS 1. Use the “Waiting Room” function to instead of the “Join before Host” option. 2. Require registration of participants. 3. Don’t post your meeting link ID and password on social media. 4. Use the Unique ID instead of the Personal Meeting ID – AND always use a password. 5. To kick out a disruptive participant, click “Security” and choose “Remove Participant”, then in “Participants” click “Remove.” That user cannot return.
WAITING ROOM • Use the “Waiting Room” function - NOT “Join before Host” option. • Host must “Admit” participants. • Customize the Waiting Room in your Advanced Settings.
REQUIRE REGISTRATION
REQUIRE REGISTRATION
REQUIRE REGISTRATION
BE CAREFUL OF WHAT YOU POST IN PUBLIC
BE CAREFUL OF WHAT YOU POST IN PUBLIC • Great idea but… • Open meeting number • No password • Email to listserve, easily forwarded • Risky, because anyone can join • Can be done more safely
USE UNIQUE (AUTOGENERATED) MEETING ID AND NOT PERSONAL MEETING ID AND ALWAYS USE A PASSWORD
KICK OUT A DISRUPTIVE PARTICIPANT 3. In “Participants” click “Remove.” 1. Click “Security” 4. That user cannot rejoin the meeting. 2. Choose “Remove Participant”
EXPLORE DIGITAL SIGNATURE PROGRAMS • ADOBE FILL & SIGN • DOCUSIGN • Potential preference for the “Scrawled with finger” vs. the digitally generated script font signature.
SPEAKER VIEW GALLERY VIEW MINI-WINDOW:
VIRTUAL BACKGROUND
IN CONCLUSION… • EVERYONE IS LEARNING. • THE RULES ARE BEING WRITTEN AS WE SPEAK. • MONITOR THE ADMINISTRATIVE ORDERS (FLORIDA SUPREME COURT AND LOCAL CIRCUIT, AS WELL AS EACH JUDGE’S PAGES) TO SEE WHAT IS ALLOWED AND WHAT IS NOT. • EVEN AFTER COVID-19, THINGS WILL HAVE CHANGED PERMANENTLY WITH THE ADOPTION OF NEW TOOLS AND CREATION OF NEW SERVICES. • NEW CHALLENGES, NEW OPPORTUNITIES. • SAFETY IS IMPROVING – PRIVACY QUESTIONS ARE NEXT.
THANK YOU! ANY QUESTIONS? CRISTINA MALDONADO ACMALDONADO@UWW-ADR.COM (561) 301-5174
BONUS TIPS FOR MORE SECURE ZOOM MEETINGS 1. Limit ZOOM recording to “Host only” or turn it off entirely. 2. Limit screen- sharing and/or chat functions to “Host only” in settings, or disable chat in-meeting from the Security button. 3. Disable file transfers or limit types of files that can be transferred. 4. Enable “Play sound when participants join or leave.” 5. Know how disable a participant’s camera, screenshare, and chat. 6. Lock a meeting after it has already begun. Click “Security” and “Lock meeting.” 7. Use virtual backgrounds to mask your background.
LIMIT ZOOM RECORDING TO “HOST ONLY” OR TURN IT OFF ENTIRELY. • Browser view: • Admin → • Account • Management → • Account Settings → • Recordings Tab • ALL OFF.
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