ZoomRoom: Meeting Best Practices for Zoom Rooms

Tags ZoomRoom

Before the Meeting

  1. Arrive Early
    • Enter the Zoom Room 5–10 minutes early to check the equipment and settings.
    • Start an instant meeting or test call to verify that everything is working.
  2. Check Equipment
    • Make sure the camera, microphone, speakers, and displays are working.
    • Confirm that cables are securely connected.
    • Test the audio and video from the Zoom Room controller.
  3. Check the Room Layout
    • Adjust seating and camera framing if needed.
    • Check the lighting and avoid strong backlighting or glare.
  4. Minimize Background Noise
    • Close doors and windows when appropriate.
    • Mute microphones that are not being used.

During the Meeting

  1. Start the Meeting from the Zoom Room Controller
    • Select the scheduled meeting or start an instant meeting.
  2. Mute When Not Speaking
    • Use the controller to mute or unmute the microphone when needed.
    • Encourage remote participants to mute when they are not speaking.
  3. Use the Camera Effectively
    • Use camera presets or manual controls to properly frame the speaker or participants.
    • Avoid unnecessary camera movement during the meeting.
  4. Share Content Effectively
    • Use an available wireless sharing option or connect through HDMI.
    • When appropriate, share only the necessary application or window rather than the entire desktop.
  5. Manage Participants
    • If you have the appropriate meeting permissions, use the controller to mute participants, admit participants from the waiting room, or remove participants when necessary.
  6. Be Aware of the Camera
    • Remember that participants in the room may be visible to remote attendees.
    • Avoid unnecessary distractions while in camera view.

After the Meeting

  1. End the Meeting
    • If you are the host, select End Meeting for All when the meeting is finished.
  2. Power Down Equipment if Needed
    • Turn off displays or other equipment if they are not managed automatically.
  3. Reset the Room for the Next User
    • Return seating and equipment to their normal positions.
  4. Report Problems
    • Contact the Service Desk if equipment did not work properly or you experienced technical problems.

Environment

  • Zoom Rooms
  • Zoom Room controller
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