PPS Meetings on Zoom

Each week’s Zoom session will open a little ahead of the scheduled time, and may either display a welcome screen, or allow conversation, until the meeting starts at 19:30. While you get familiar with the process, join the meeting in good time so you have time to orientate yourself.

Your Zoom experience depends on the sort of device you’re using (desktop, tablet, phone etc); suffice to say, you’ll get more familiar with it in time. The Zoom Help Centre is at https://support.zoom.us/hc/en-us.

Joining: 

There are several ways to join the meeting using the link, meeting ID, and Passcode, given in the members’ mailing.

  • Join by Zoom app – click on the link included in this mailing; the link includes both meeting ID and Passcode (if you’ve not installed the Zoom app before, you’ll be given a chance to do so); you will have full participant features.
  • Join in a web browser – visit https://us02web.zoom.us/join, and enter the meeting ID and Passcode; you will be able to watch and listen, but won’t have full features such as chat with other participants.
  • Join by telephone – dial the Zoom phone number, and entering the meeting ID and Passcode; you will be able to listen, but won’t be able to watch or enjoy any other participant features.
  • Each meeting will use different login credentials, and those credentials will work at any time during the duration of the meeting, so, if you get cut off, simply join back in again.

Name yourself

  • If using the Zoom app, name yourself before you join the meeting. Go to the Settings cog, choose Profile, and name yourself fully; what you set here will display in all your subsequent Zoom calls.
  • If you forget to name yourself before you join the meeting, you may be asked to do so.  Click/ tap Participant, find your own identity in the meeting, click More, and rename, and name yourself.
  • You may not be admitted until you have named yourself; this to avoid a meeting populated by multiple variations on ‘My iPad No 2’ etc.

Waiting Room

  • On joining the meeting, you will be placed initially in an electronic ‘waiting room; from there, the meeting host will admit you to the meeting.
  • If you’ve not named yourself before joining, you may be asked to do so at this stage.

Audio

  • Your audio experience will benefit from using a headphone and microphone setup. Using the external speakers and microphone on your device, particularly on desktop computers, and degrade the audio for you and for all other participants.
  • All participants (apart from the meeting hosts) will be muted automatically upon joining the meeting. This is to prevent audio problems such as background noise, feedback, echo, and so on (which can occur even when headsets are used).
  • You will be able to unmute yourself with the bottom-left button which initially says Join Audio, and thereafter toggles between Unmute and Mute.
  • Please wait to be invited to speak, and keep yourself muted unless you are speaking.

Visuals

  • You can vary what you see by switching between Speaker view (in which the speaker is speaker is prominent), and Gallery view (in which you see a grid of all participants). Speaker view is recommended during a presentation. Switch between them with the view toggle at the top right, or by swiping left and right.
  • You can vary what others see of you by turning your video on or off. You may prefer to keep your video on when there’s chat going on, but turn it off during a presentation (and doing so may improve the call experience for all, as it saves on bandwidth). Switch between on and off with the video icon at the bottom left. 

Chat

  • Zoom has a Chat feature which lets each participant chat with any other individual, or with the whole meeting. Access this from the Chat icon at the bottom. Alongside the To: selector is a dropdown that lets you choose who to chat with.
  • Chat request for help with technical issues should be sent to the meeting Host, and we’ll try to help.
  • Chat will be used as the way of raising questions of presenters, and questions should be sent to the Co-host chairing the meeting.

Breakout rooms

  • As well as providing a meeting space where we can all see and hear the same content, Zoom also allows the use of ‘breakout rooms’, in which small groups of participants can converse together, separate from other participants. We will aim to use breakout rooms from time to time, as a step up towards natural interaction, beyond the text Chat feature.