Ensure that all SIG/WG leads, chairs, and any other necessary trusted owners
have access to the k-sig-<foo>-firstname.lastname@example.org account as described
in the sig creation procedure. Once done, contact one of the Zoom Admins
to obtain a Zoom licence.
Setting up your meeting and moderation
Do not share your Zoom link on social media. This will help curtail trolls
and others who would intentionally attempt to disrupt your Zoom call.
To create a meeting with moderation enabled, ensure the following:
Be logged in as the leads account associated with the meeting OR use the
host key to “claim host”.
Configure a meeting setup through the “Meeting” menu in the leads Zoom account.
NOTE: Do NOT use the “Personal Meeting ID”. This will create an
“ad-hoc” meeting that is time-bounded and without moderation capability.
After the meeting has started:
Assign a co-host to help with moderation. It should never be your note taker
unless it’s a very small group.
Turn off screen sharing for everyone and indicate only host. If you have
others that need to share their screen, the host can enable that on the fly.
(via the ^ menu next to Share Screen)
If you’re dealing with a troll or bad actor:
Put the troll or bad actor on hold. The participant will be put into a
“waiting room” and will not be able to participate in the call until the host
removes the hold.
NOTE: Depending on your client version this will be called
“Put in Waiting Room” instead of on hold.
Remove the participant. Please be cautious when testing or using this feature,
as it is permanent. They will never be able to come back into that meeting
ID on that particular device. Do not joke around with this feature; it’s
better to put the attendee on “hold” first and then remove.
After an action has been taken, use the lock meeting feature so that no
one else can come into the meeting. If that fails, end the call immediately,
and contact the Zoom Admins to report the issue.
NOTE: You can find these actions when clicking on the more or "…"
options after scrolling over the participants name/information.
Hosts must be comfortable with how to use these moderation tools and the
Zoom settings in general. Make sure whoever is running your meeting is equipped
with the right knowledge and skills. If you have any questions or concerns,
reach out to the Zoom Admins and they will be able to provide further guidance
There are some things that are just plain out of your control, but there are
some things that you can control. Here are some tips if you’re just getting into
remote meetings. Keep in mind that sometimes things just break. These are not
hard rules, more of a set of loose guidelines on how to tip the odds in your
Recommended hardware to have
A dedicated microphone - This is the number one upgrade you can do. Sound
is one of those things that can immediately change the quality of your call.
If you plan on being here for the long haul, something like a Blue Yeti will
work great due to the simplicity of using USB audio and having a hardware
mute button. Consider a pop filter as well if necessary.
A Video Camera - A bad image can be worked around if the audio is good.
Certain models have noise cancelling dual-microphones, which are a great
backup for a dedicated microphone or if you are travelling.
A decent set of headphones - Personal preference, these cut down on the
audio feedback when in larger meetings.
What about an integrated headset and microphone? This totally depends on the
type. We recommend testing it with a friend or asking around for recommendations
for which models work best.
Hardware we don’t recommend
Earbuds. Generally speaking they are not ideal, and while they might sound
fine to you when 50 people are on a call the ambient noise adds up. Some
people join with earbuds and it sounds excellent, others join and it sounds
terrible. Practicing with someone ahead of time can help you determine how
well your earbuds work.
If you don’t have anything to say at that moment, MUTE. This is a common
problem. You can help out a teammate by mentioning it on Zoom chat or asking
them to mute on the call itself. The meeting co-host can help with muting
noisly attendees before it becomes too disruptive. Don’t feel bad if this
happens to you, it’s a common occurrence.
Try to find a quiet meeting place to join from; some coworking spaces and
coffee shops have a ton of ambient noise that won’t be obvious to you but
will be to other people in the meeting. When presenting to large groups
consider delegating to another person who is in a quieter environment.
Using your computer’s built in microphone and speakers might work in a pinch,
but in general won’t work as well as a dedicated headset/microphone.
Consider using visual signals to agree to points so that you don’t have to
mute/unmute often during a call. This can be an especially useful technique
when people are asking for lazy consensus. A simple thumbs up can go a long
It is common for people to step on each other when there’s an audio delay,
and both parties are trying to communicate something. Don’t worry, just
remember to try and pause before speaking, or consider raising your hand
(if your video is on) to help the host determine who should speak first.