Compiled by Paula White based on feedback from recent presentations on using Zoom by Judy Oakden to ANZEA members

Strengths of Zoom – what participants said

Great for daily contacts, timely and efficient connections
Connects people who are geographically spread and saves on travel and time
I’m surprised at how connected I feel with my colleagues through using this. I thought it would be more difficult not being in person. Actually feel more connected with those not in my area than before.
“I’ve carried out quite a few interviews with kaumatua and they were delighted. Worked well because their mokopuna helped them with set up.”
“I have a strong preference for Zoom over Teams. So far, there seem to have been less issues.”

Limitations of Zoom – what participants said

“Connecting with people when face to face is our (Māori) normal. Don’t get the same mauri, whanaungatanga.”
Types of technology may pose challenges. Links are not always reliable, variable capability
Over zooming – can be tiring and is not as natural a conversation.
Managing with personal circumstances/whānau

Biggest challenge is getting the technology working appropriately – like ensuring the link is working
Be prepared with the meeting ID and password written down
Know where the settings are
Only one person talking at a time is good meeting etiquette – use your mute button!
Master sharing your documents during meeting screen (e.g. PowerPoints) is very helpful – and note what this does to the other people’s view
Check internet stability at guest end before deciding whether to add video or just sound
Upload a virtual background to remove background distraction and add aesthetic appeal – if computer’s processor is fast enough
Practice makes confident!
Co-opt helpers to run the session, there is too much to do on your own if you have more than a few people.

We had lots of discussions about security settings. How secure is it when someone calls you directly via Zoom – as opposed to via a Zoom link? 
Functionality of being able to prevent attendees from recording/scraping chat available on the free Zoom version?
Security risks when not using a generated and link and just using the direct call function?
We have been told that we should only use Zoom for conversations that we’d be happy having in a cafe.

Transfer tikanga i.e. Karakia, mihimihi into the zoom ‘space/whare’ – people have found this is working well.
Housekeeping!
- Importance of setting ground rules at beginning or etiquette e.g. disclosure of recording, muting mic’s unless speaking
- Importance of disclosure that the session is being recorded e.g. disconcerting to have people moving around a lot or eating, especially if it is a large group
“We have some Zoom etiquette at the top of each meeting agenda as a standard.”

Keep info succinct – short snippets are fine
Slow it down to give others a chance to speak, especially if need to unmute
Leave enough time between Zoom sessions, so not Zooming back to back, get zoomed out.
Be aware of other attendees’ body language, other cues… 
When presenting, include ‘pause’ slides where there is a structured place to ask questions or provide comments.
It may be more difficult to manage a meeting from home. So environment needs to be considered.
Hear from everyone – break out rooms work well
We have tried different hats to add some fun to a meeting

Managing large groups: How do you put people in break out rooms? (It is a function the call host has) Is that breakout function only for the facilitator? (Yes, the call host does this. Note: It is possible to share hosting rights with someone else)
Using polling info and response buttons is a useful way to gauge reactions.
“Do you suggest using two different screens while on zoom? I find it hard to have a split screen on one laptop i.e. listening while typing or reviewing documents.”
Benefits of using 2 screens or devices – not having to switch the windows around when you want to see the whole doc or ppt. by splitting your screen.
Cool tip to manage amount of info on screens during Zoom: Join zoom twice, use one for sharing screen, other for talking. So, participants on one screen, your docs on another.