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 

101: Getting the basics right

  • 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.

Keeping info safe

  • 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.

Good ethical and cultural practice

  • 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.”

Keeping Zoom people-friendly

  • 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

Zoom advanced features – Hot tips for more advanced users

  • 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.