University of Oregon

How to Run a Zoom Meeting

Ideal Roles for a Zoom meeting

Facilitator(s) (Host and Co-Hosts)

Review program and venue details with speaker. Obtain instructor handouts or materials beforehand (if applicable) and work with OLLI-UO staff to post behind member portal. Announce program format, introduce speaker(s), and manage Q & As. May also provide some Zoom assistance or, optionally, work with Zoom Moderator (see Zoom Moderator description below)

MC / Moderator (Co-Host)

Backs up the facilitator as follows: admits attendees from the waiting room, watches for raised hands (digital and physical), monitors and reads chat questions aloud, lowers digital hands after attendee speaks, mutes or stops video for participants when needed.

Presenter(s)

Responsible for presenting the material; like will share their screen with slide deck, online material, etc.

Participants

People with no role in the management of the meeting. They should be familiar with Zoom meeting etiquette, how to raise their hand, and the Mute/Unmute feature.

Types of meetings - Discussion Group vs Presentation Meeting

Small Discussion Groups

Meetings like a book club with a small number of attendees can be more fluid and discussion oriented. These meetings require little management once the participants become familiar with cadence and meeting format. Participants can likely stay unmuted and just be cognizant of talking over each other.

Medium Discussion Groups

Slightly larger meetings like our Earth Science and the Environment, where there can be 30+ participants in a discussion format, require a bit more management to keep the conversation orderly. These meetings require a Facilitator to call on a participant who would like to contribute to the conversation. Participants should remain Muted and use the Raised-Hand feature to be called on to speak.

Presentations with a single Presenter

Similar to the Medium Discussion Groups a presentation requires management. Here is where it takes a team of Moderator and Facilitator(s) to orchestrate the meeting. Participants should remain Muted (the Host may choose to force Mute All) and use the Raised-Hand feature to be called on to speak. The Chat room can be a useful part of the meeting where Participants may submit questions for the Presenter. Facilitators will monitor this Chat room and the Raised Hands to ensure that people are recognized. The MC/Moderator as a dedicated role is optional in this case, but would be responsible for introducing the Presenter; a Facilitator could fill this role.

Presentations with multiple Presenters

Presentations with multiple contributors is where the MC/Moderator can play a big role in ensuring a well-run meeting. All of the functions outlined in a "Single Presenter" meeting apply here. What is different is how the MC/Moderator conducts their role. They are responsible for introducing each presenter, Muting/Unmuting the Presenter(s), monitoring the time to ensure speakers don’t go long, and keeping the audience apprised of the agenda, breaks, etc. It is also great if they have a song and dance to keep the audience entertained if technical issues arise with one of the presenters. This format also works in a panelist style meeting.

Distributing the Co-Host role

The Host is responsible for setting up and starting the meeting, but they don't have to be responsible for the running of the meeting. For this we have “Co-Hosts”. As outlined in the "Roles for a Zoom Meeting" the Facilitators and Moderator will like be elevated to the Co-Host function. This gives them most of the features that are afforded the Host.

Host and co-hosts can control the following features:

  • Mute participants
  • Request that a participant unmutes
  • Stop a participant's video
  • Request that a participant starts their video
  • Prevent participants from screen sharing
  • Rename a participant
  • Put a participant on hold if enabled
  • Choose to play an enter or exit chime
  • Lock the meeting to prevent anyone new from joining
  • Place participants in waiting room or admit/remove participants from the waiting room (waiting room can only be enabled by the host)

Only hosts have access to these features:

  • Give a participant the ability to record locally
  • Make a participant host or co-host
  • Enable waiting room

Prior to the start of the meeting, individuals should be identified that will fill the various roles during the meeting. Namely, the Facilitator(s), the Moderator and the Presenter(s). The Host will then determine who needs the added capabilities of the Co-Host and assign them that role. Moderator and Facilitators will need to be co-hosts in order to Lower Hands, Mute/Unmute and enable Screen Sharing.

There are two ways that you can make a user a co-host:

  1. During a meeting:
    1. Hover over a user's video
    2. Choose the more icon Screen shot of the Manage Participants window More icon. Three dots on a blue background.
    3. Choose Make Co-Host
  2. Using the participants window:
    1. Click on Manage Participants in the meeting controls at the bottom of the Zoom window. Screen shot of the Manage Participants window in the meeting controls at the bottom of the Zoom window. Two people on a black background.
    2. Hover over the name of the participant who is going to be a co-host, and choose More
    3. Choose Make Co-Host

Enabling Screen Sharing

Presenters and participants may want to share visual information with the rest of the group. The Host needs to allow participants to share their screen content, participants can then share Videos, Slide Presentations, Web Content, Documents, etc. from your computer.

Watch a brief video of these instructions from Zoom: Sharing Your Screen

Sharing your screen or content

  1. Click the Share Screen button located in your meeting controls. Screen shot of the Share Screen button located on the meeting controls toolbar. A black arrow on a green background.
  2. Select one of these screen share options:
    • Basic: Share your entire desktop or specific application windows.

      Screen shot of the Share Screen options and how to share your entire screen or a specific application window.

  3. (Optional) Enable these features:
    • Check Share Computer Sound: If you check this option, any sound played by your computer will be shared in the meeting.
    • Check Optimize for full screen video clip: Check this if you will be sharing a video clip in full screen mode. Do not check this otherwise, as it may cause the shared screen to be blurry.
  4. Click Share.
    • Zoom will automatically switch to full screen to optimize the shared screen view. To exit full-screen, click Exit Full Screen in the top-right corner or press the Esc key.
  5. When you start sharing your screen, the meeting controls will move into this menu that you can drag around your screen.

    Screenshot of the Screen Share toolbar controls which appear at the top of the Zoom window when sharing your screen.

Muting the Participants

You can mute all participants that are already in the meeting as well as new participants joining the meeting.

  1. Select Manage Participants

    Screenshot of the Zoom toolbar controls which appear at the bottom of the Zoom window highlighting the Manage Participants icon.

  2. Select Mute All and the following window displays

    Screenshot of the Participants window showing the location of the Mute All button on the bottom left of the window.

  3. You will be prompted to Allow participants to unmute themselves. Clicking Continue will mute all current and new participants.

    Screenshot of the Mute All window highlighting the optional ability to allow the participants to unmute themselves.

  4. Once you have everyone Muted, you can unmute them individually by choosing Unmute next to their name in the participants window when you need them to speak.

Managing Hand Raising

The raise hand feature in a meeting allows attendees to raise their hand to indicate that they have a question or comment. The Facilitator(s) are responsible for recognizing those participants.

Managing Raised Hands as a Moderator or Facilitator

As the Facilitator, you will be notified when an attendee raises their hand.

Screen shot of the Zoom control bar showing what it looks like when a participant has raised their hand. A bubble pops up over the participate icon indicating who has raised their hand.

You can see who has their hands raised at any time by viewing the participants list:

  1. Click Participants in the meeting controls.

    Screen shot of the locations of a raised hand. Icon is located on the participant’s image in the top-left, and next to the participants name in the Participants window.

    Note: Participants are displayed in the following order.

    • You
    • The Host (if it is other than you)
    • Participants with their hand raised. Participants that raised their hand first are displayed at the top.
    • Participants without their hand raised.
  2. Hover over a participant with their hand raised to:
    • Lower Hand: Lower the participant's hand. Their position in the participants will move down after the participants with their hand raised.

      Screenshot of the Participants window showing the location of the Lower Hand button to the left of the participant’s name.