Zoom Tips and Tricks Part 2
Safety Consultant with Sheldon Primus
Zoom Tips and Tricks Part 2
November 16, 2022
In this episode, Sheldon continues giving tips on Zoom setup, Meeting tips, and Engagement methods.
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[00:00:09] spk_1: safety FM. Welcome to the safety consultant podcast. I'm your host, Sheldon Primus. This is the podcast where I teach you the business of being a safety consultant, talk about training, we talk about ocean compliance. We do a whole bunch of the show, Right? That's what I'm here for. So how you doing, if you've been a student of mine, you know, that's like the first thing we do the first half hour class, I always ask them how they're doing. We talked about, you know them. That's what's supposed to be, right? How you doing? Hopefully everything's okay. I am going to put out some good juju out there, get that good juju going for everybody you're doing well. And so I want to also mention while this good juju has gone about, I actually would need your help with just subscribing to this podcast, which will be really great for me. So what will happen is as you subscribe, that's going to be information that goes to the algorithms, if you will, the ethernet up there in the internet world. And it just shows that the show is relevant. So that's really what we're looking for here. And it also is going to be a way for us to reach out to other people who want to be consultants are acting as consultants in, uh, their safety department and for their organization. So that's what I'm looking out for. That's what I'm here for. That's my, my goal and it helps if you are a subscriber and technically speaking, I do have more listeners than I do subscribers. So I'm trying to see if there's a way I can up up up the subscribers and make it match the listeners and then that's definitely help if you have some extra time and you would love to share this with somebody please do. And if you could like literally spend a little bit time and send some sort of uh I think they just call it a review if you will a review for the show, that be awesome man, I haven't even started asking for stuff so forgive me, I'm a little needy right now. You guys got me for a few seconds. Alright, give me a break. Okay king, so let's continue our conversation with the zoom. So first session we were just going over the zoom product if you will have to set up to your environment. Uh those of you that are looking at me through safety consultant dot tv. So if you log into safety consultant dot tv, you're good to your app store whatever device you're using, just type in safety consultant tv and you're going to see the product there. So you that are on safety consultant tv I'm I'm actually literally showing you on the screen you can see a video of me doing what we're talking about on the podcast. So those you are driving in the podcast, you know, you're listening first so you can get a nice little idea of what I'm saying and then when you get home or get to a place where you could safely log into your computer, that's when you're gonna be going on to safety consultant dot tv, you're gonna watch that or you can listen to the podcast over and follow along there. So we're going to do now is actually going to schedule a meeting. I'm going to do a test meeting here so that I can remember all the things and stuff they asked for. So we're going to schedule a meeting. So what we're gonna do is when you select the new meeting, your schedule a meeting, uh definitely want to do a name. I'm going to do a nice little test for this one because I'm going to keep this up and we're going to enter this room and that's gonna be the bulk of the rest of the tips. Is what are you supposed to do when you're actually using zoom? That's really what this podcast is going to be. But um I just, my mind started going thinking yeah, I should probably show you guys, you know how to do that. At least the basics get started. So you're going to be given a name, you could name your event then underneath, you could give it a description. So um it's really good if you could give it a nice nasty description uh depending on the event. But honestly, if it's just like a regular meeting, just young clients because you could use this for that as well, then you don't really need to do a description but just do the client name or something. Uh do the date but make sure you watch am versus P. M. You'll be surprised how many times that happens. So I'm just saying make sure you watch out for a M. Versus PM when you're setting your schedule, give the duration of time and if you are doing like a 10 hour or 30 hour class and you're doing it this way because you filed for the alternative training then go ahead and make it a recurring meeting. And what you're going to do is you tell zoom what interval you're going to do your meeting in. So generally I do the daily meeting. So I have like three days in a row or at least two days for my 10 hour classes that I do in this fashion. So I do that by clicking after and then I tell the number of occurrences so I say this is happening daily. I'm going to have this thing repeat every day and then I want this to repeat for four days in a row or something similar to that. So what'll happen is they'll populate each one of these um invites if you will and they'll be the same exact invite but it's just gonna be each day you're going to see it differently and then there's a place to check for requiring password. So what you're looking for there is when you do require a password, you're asking for your um some sort of registration is happening in order for them to get this password. This is the place you could put a paywall paywall. So if you are going to do and host your own events and you're going to use zoom by doing the pass code, you can do the paywall and you're allowed to change the passcode to certain different things. But when I say paywall, that doesn't mean the paywall is coming from the zoom feature. The paywall means that you set up something or you're going to advertise your event may be on your own website or somewhere else, but the pay features coming from that other service. Uh Usually it's a landing page or something and from there now you get a person paid and you send them an email with a code and log in user information. Uh So that's going to be the way that you could monetize if you're looking to do that uh right under the passcode you'll have a waiting room. I always do a waiting room just in case I want people to know the events open but I may be doing some stuff in the background like checking my camera and checking the volumes and all that stuff so I may not want them in the zoom event. Yeah, I just want them to hang out in the waiting room and in the waiting room you could play a video, you can have your logo. There's options that you could have where the person's entertained or at least you're reaching out or marketing if you will while they're in the waiting room and then you should have your selection of video versus audio. I don't see where I could do the changes here for those of you watching it on the screen. It's a video and audio selection that says who can have their video on and that's going to be a participant and host. And then how are how is the audio going to be coming through? And generally this election is going to be both telephone and computer, audio. And then once you do that you really just want to hit save and um and then get ready to start your event. Even if it's one of these things for a client meeting that you know you got to just set up a quick meeting and you want to do it on zoom face to face. And you can set up a meeting just in a couple of minutes and then after that, what you want to do is you wanna uh you hit save and zoom is going to automatically create the event. And what you're going to be left with is ways to share the event. So you could share it through um adding it to a google calendar, adding it to outlook, adding it to a yahoo calendar. Uh then you have a way to have an invitation link that you could select and just send that link by email or you could copy a full invitation format that says that Sheldon Primus invites you to and it gives all the ways people could join the event. So that's the way that that's uh with this information you get here is what you want to put in that email after someone pays for the event to get this invitation coming directly from zoom is a copy and paste from you. Uh and you can automate that if you, you know familiar with email marketing and I've got plenty of stuff related email marketing. So, uh, I'm not going to go over that, but I am going to direct you to previous episodes and I had that. All right, so what's happening now is I hit start and I'm gonna just start the event that we just made so that I could talk you guys through there listening in the podcast as different tips that you're gonna need. And I'm gonna start with the first real, real big uh tip if you would. And that one is going to be, I use a soundboard and this one is kind of outside of the zoom environment if you will. This tip that I'm going to give you and my sound board is coming from the road company, R O. D. E. And the road company, they're just very popular with what you guys just heard is my I was logging onto my zoom so you people that are online were able to see that on safety consultant tv but those of you that are listening on the podcast, you actually you did not hear that. So I've got a video feed already going and my computer doesn't know which video to choose. So it's giving me an error on my screen about the video. So I am going to change my video feed for those of you watching on safety consultant tv those of you that are listening. I just had to like um um recording on one camera and I have another camera that I have that I could point zoom to. So my zoom is pointed to one camera and the berry caste system that used to record my uh my safety consultant tv podcast has got the other camera. So that's what's happening in the background for you listeners. So there you go. You guys are caught up with the madness of podcasting versus broadcasting at the same time. See I need a team. Alright, so when you're into zoom environment, I'm gonna show you guys and talk to you a little bit about how to make this thing real fun and you want to make this thing fun first I was telling you about the road caster board that I have R. O. D. E. S. The company and they have a product called road caster pro out there and I'm going to link this to those who have safety consultant tv I'll put a link in for it. But hair is one of my buttons I've got six buttons I could use and each button would give me a different sound and then I have different banks as well. So I've got up to four different banks of six sounds each where I could program sounds. So in class we in the zoom environment, you're only going to have people's ears and their eyes and you're going to have to try to get them to participate with their hands. And you're also going to by giving them stuff like poles and chat box and everything else. But you're going to try to make the theater of the mind if you will. So if you're telling a joke you can add your laughter, do your own room shot if you need to right there, no one answered your question. So that's the way to you know, get your audience out of their comfort zone just a little and of course this is going to be a pricey board for some of you. Uh so just look it up. I believe the kit that I got was the board, the mic and the mic stand and I was around seven something us dollars back when I got it. I don't know what it is currently but it's road caster pro and I believe there's a road caster pro two and I will put that up on the website. I am redoing Sheldon Primus dot com. And when I do finish that, it's going to be on the resource page. So that's an aside outside of the zoom room. If you don't have that, that's okay. But you are going to need to have something where your audio is solid and your internet is solid. So I am assuming that both of those things are true. That you got really nice clear audio and clear video and then you also have good strong internet because the zoom environment, no matter what you do. As far as tips and tricks, if you don't have those basics down, you're sunk. So you need that. So let's go into the zoom environment and I'm going to at least talk you through a few of the things that you're going to see, you're going to have a microphone icon where you could basically select which microphone input you have and a few other things. You're going to have a video icon. And that's going to be for a video selection, which videos you want to use and then also backgrounds. I use zoom backgrounds and also a chroma cam background as well. Uh, you have your security button which honestly, I've never really used uh, participants list where it tells you who's in the room and on the very top right, I forgot to tell you you have your choice of views. You have a speaker view and then you have a gallery view. And that's generally when you're going to be in a room with people, you're gonna be looking at that gallery view. And then there's the one called immersive you and that one's kind of goofy. But you could literally change what the environment the background looks like and in doing that, you know, you could elicit some fun. So you could do a nice little change in the zoom background. And I think for the rest of the video, I'm just going to do this because I want to so I have actually a background that looks like a classroom setup. And so basically once your zoom participants show up they'll be sitting in the seats if you will. So this is the immersive you. So when you're on tv, excuse me when you're online and you're checking it out and re listening to this podcast, top right corner of your screen is where you're going to see the option to change views. And the one that is real fun is you have your choice in immersive views which changes the background of the zoom room to match what you select. So it's a bad feature. Uh you could use polling and polling is very good. You could do instant polling and you could create your own poll and what you're doing when you're doing polling and it does take a longer time to set it up. So I do suggest that you want to set up your polling to be done prior to your zoom session. But what you're gonna end up doing is to create a poll, you're gonna end up having to go to the very bottom of your login page on the web on the web. But it's gonna be that event the page that you set up and then what you do, you're going to have a poll question that you need to set up and then you select if it's a multiple choice or a single choice multiple choice meaning you can have more than one answer, correct or single choice where it's only one question that's correct. So you set that up and as many questions as you want, you save that and then a poll is going to be set up in your zoom environment. So a poll it's really good to have and what you're doing is you're trying to get people outside of their environment in which is truly their home or their office at that point and then inside this virtual environment that you're building. So those poll questions is going to immerse them slightly and get them to actually click around in the zoom environment so that's going to make them feel like they're they're in class with you. So that's one of the ways that you could enhance your class or enhance your session but you're gonna have to do your poll questions ahead of time. Uh Some of your poll questions you want to do questions that are going to help you with some demographic stuff as well. Uh So take the opportunity to to do that. So uh for instance, let's say you're thinking about creating a course or a product for your demographic that's doing your event. Uh then you can ask a question as um would you be interested in the course related to this product or excuse me related to this topic and just put that up as one of the poll questions in this session while you're talking about the topic. And then at that point you now could uh see in real time if this is a project we're taking on or not. So it's it's a good way to to get some good information in real time from your workers, workers from your clients or your members. Uh Next one is a chat feature instead of asking rhetorical questions, Ask questions. And in some cases you're gonna have to ask open questions because you don't have context for everyone's um experience. So in order to get past that, you're gonna have to get used to asking open questions. Uh Open questions could be Something similar to has anybody worked with permit required confined space before. And if you get a zoom environment with 20 different people, you know, 20 different boxes and half of them have that experience. They're probably good five of them are gonna on mute at the same time and you're going to have chaos. So that's an open question, you are probably going to want to, since you don't know who has that experience, you're going to probably want to create more of an order. So you're going to ask that question and say put it in the chat, so that's not going to give you some order so that you're not going to get everyone on mute. And then from there you take the chat answers and you say, oh adam, I see that you have experience and permit required confined space. And then you can ask pointed question to Adam about his experience without having everybody open the mic and have chaos. So that's one of the things you have to think about is utilize your chat box to help you with your open ended questions. And then you can now engage the person specifically because now you have more context about their experience and then you can call on them individually and try to get to everybody in your group. However long your meeting is just so that you could have a personal experience with that individual. So that's why I don't like too large of the class because you're going to miss out on that 20 seems to be the sweet spot. And if it's a one day event and that's going to be harder for you to make uh to have some sort of relationship, if you would uh in the class, like you would, if you're physically in a session with someone, uh so you're gonna have to really try to get those moments in there, and that's going to be frequent touch based sessions, you know, Hey, jimmy, what do you think about this or uh in the chat box? Tell me if anyone has any experience on this issue. Oh, so you got to experience, tell us about it. So now you're expanding your class a little, you're getting people to engage and they're getting away from the goofiness of being in the in the zoom environment, uh goofiness for them, you know, it's something that there may not be used to going down the bottom of the toolbar, you're going to see something called breakout rooms, That's real good. So if you have an even number odd number of people, it doesn't matter. You actually could have separate breakout rooms. And what that is is the zoom environment will create different mini zoom environments and that's going to just put those people together in those breakout rooms. And what you could do at that point is you could have the computer automatically do it, you can have, you can assign manually yourself who goes in which room or you could let the participant choose which room they want to go to. So for instance, if you say, I'm gonna color the code the rooms and you select the color you want to go to. So in the back of your brain, you're you're looking at people trying to pick their favorite color or something that means to them. And now that's the significance. And you could ask later on, hey, why did you choose the color for this room? And you're going to get a back story? So you could do that as an ice breaking session session or something similar. So you got your breakout rooms to create the rooms and then you want to go to option and you want to say, how long is each room going to be open? And it gives you some options as to what the participants can do in the rooms. But what you're really looking for the most is time, how long you have each person in the room? So at this point you're gonna have to instruct them that they need to look at their screen and they're gonna get a notification that says uh you are going to be invited into a breakout room by the host. And then they're gonna have to select uh actual uh button that pops up on their screen to enter into this breakout room. So again, you're getting them more immersed into your event. But now in the breakout room, this is a chance for networking. So it's going to be peer to peer networking. So I always give them a little heads up saying, all right, we're going to be in a breakout room. So you guys can talk about this issue. What I'm looking for is if you got to go to the restroom, great time to do that. But I want you to talk to each other a network, make sure you do that. Yes. Talk about what they're your assignment is if you will. But then also you know, pay introduce yourselves. So now what you're doing is you're creating a little bond, a little bit of friendship inside this environment and you could have the same group in one or two sessions and then randomly select a novel group and then do that. Keep them in one or two sessions together. And I suggest do a few breakout rooms just for networking When they're all in their own rooms, you get to go in, you can check with them and get them in a small group and make sure that you are meeting their needs in a smaller group, especially if you have a group of 20. So that's going to help you in many ways and it's going to make it where your your event is going to be remembered uh reactions is also a way you could get your event going. So sometimes you might actually want to tell people to you know, hit the celebrate button or heart button or you yourself might do that as someone is talking, but you do want to tell them that the raise hand feature is in the reaction area. So just in case someone wants to reach out to you and raise their hand, then you now will have already got them used to that by telling them where to find that there are some app features in here and some of them are just like goofy type features and uh, I have not really explored those as much, I hadn't had the time. So if you have explored the apps that you can use with zoom, uh, tell me about it, send me an email Sheldon at Sheldon Primus dot com. Sheldon, Sheldon Primus dot com. I'll be very interested in seeing what you guys have used that. And then there's a white board feature, you could use a whiteboard feature for me, it seems to crash a lot, but generally what you're going to be doing there is literally going to be writing out is if you're on a chalkboard or a regular whiteboard whiteboard in a classroom, but you're going to be using your, your mouse to actually simulate your pen on the board, it's not bad to have under the more section, you could actually go live with your events. So for instance, if you want to do this zoom environment and do a little snippet of it on live stream, so people can see the first session or something similar, you could do that here, do that with youtube and a few other places where you could customize your livestream. So that is pretty much the overview that I really wanted to go over with you guys. But I want to at least give you before we go, go, go, go wake me up before we go go. So what I'm looking for, it's probably really bad. It's not what you wanted uh, is I want to make sure that you understand just some principles, uh, as you're looking at your workers or workers or your students or whoever they are in the zoom environment, they're going to have their home or their office or whatever is their key distraction right there. They're going to have familiarity. So you're going to need to keep getting them in. Sometimes I do that, bye bye by looking at the boxes and seeing the different things behind them. And I might bring that into class, especially if there's a pet that's coming by to visit. You know, you could, you point that out, hey man, that's a beautiful dog. What kind of cat is that suit? And uh, and yes, it's digressing is taking you away from your material for a little, but it's humanizing you and humanizing the event and it's going to make people feel more comfortable and cozy and you're trying to blend their environment because you can't take away the physical environment that they're in, however you're going to try to get them to incorporate the virtual environment into their physical environment as best as you can. So you're going to try to incorporate what you're seeing in the boxes. I literally tell people, bless you when they sneeze because I'm able to see that and it helps with the report. That's why I like to zoom environment because you can see your, your students and that's a big thing for us, trainers, we need that. So that is it. You guys, you're gonna kill it. You're going to do these zoom events. You guys are going to have some fun, it's going to be something that you could do and you could conquer. Let me know how they are. And if you need help hosting an event, reach out to me. I have many, many, many, many products and services. I could use to help your events go strong. And my brother and I started primates Global Media. So we could host things now. So right now we're working on the site and all that, you know how brothers go, we're getting everything together. So email me and we could, we have everything we need, we can get you service. No problem. We're just working on the infrastructure for website and all that stuff, but we got the hosting stuff down. So let us host your, your services for you. So send me email Sheldon at Sheldon Primus dot com and I am out of here. Get him this

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