ZoomRoom: Meeting Best Practices for Zoom Rooms

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