This training, I want to thank Kelsey for, in the midst of her relocation, being willing to take time and put this training together. It really means a lot for us. The board and the leadership and whoever makes decisions, including the practice committee, all agreed that we want to do as much as we can to support everyone in expanding their online Zoom skills. The more capacity we build, the more we We're ready to meet the challenges. So we do want to ask that people hold a lot of questions as Kelsey moves along, because we only have an hour for this training. So if there are questions, please write them down. And we'll deal with as many of them as we can in the hour that we have. And the ones that we can't deal with in this hour, we'll deal with. by contacting people individually and helping them through whatever challenges that they find.

[01:03]

Great. Thanks, Jerry. OK. So, yeah, thank you all for being here and thank you for putting together the different things that we're going to go over. I basically just kind of took that and ran with it. So this is the first time that Judy has seen sort of the message being delivered from what she sent me. And one of the hard things about Zoom is that when you want to share your screen with Zoom, you can't actually show the Zoom application. You can with some settings, but I haven't really gotten it to work for myself yet. So in order to help people have a visual cue of what I'm talking about, I took some screenshots and I have it kind of laid out in an agenda of what we're going to talk about today. But I also really want people to look on their own screens and see these things.

[02:08]

So we'll get into that. And actually, as a part of this, I was going to make people co-hosts. So I'm going to give you all some power here. So don't abuse it, please. But this is just so that you can see the same things that I'm going to see, or most of the same things, not everything. One second here. And then Throughout, I'm going to also unmake some people co-host so that you can see what participants will see as well, and so we can practice with raising hand stuff. So almost through the list here. All right. Awesome. So you guys are all co-hosts, so you will have similar controls to me.

[03:09]

Um, so let's jump right in and I'm going to share my screen. So first thing we're going to kind of talk about is just some of the controls and navigation, which many of you should be familiar with if you've been doing any zoom hosting. And this document isn't finished yet, but there are links to Zoom's actual support website. So after the fact, you guys will have this, and this will be kind of live updated as Zoom updates things. So it'll kind of be the better source of truth than something that is written now, and Zoom might change things. So the first thing I want you to look at is down here in the lower part of, and I'll stop sharing in a second here. In the lower part of your Zoom application, there's all these different controls down here that you get when you're host or co-host. There's audio and video, which isn't going to be covered in this because that has been covered in other trainings.

[04:13]

And then there's a few other things. So we have security here. And this has some in-meeting controls that I'm going to talk a little bit more about later. But in terms of security, things like locking the meeting or enabling the waiting room. Locking the meeting means that no one else can join the meeting. Enabling the waiting room puts people in a waiting room and then you admit them in. And so there may be, I don't think we have any use cases for those at this point, but this is where they are. And then there's these, which are in-meeting controls, which I'll talk about in a little bit. And then the ability to remove a participant or report a participant. So that's typically used for if someone is being disruptive, or if you guys heard or saw the articles, I'm sure many of you did, of Zoom bombing, when people would jump in the room, would take over controls, and show something kind of crude or profane.

[05:17]

Yeah, it was kind of a form of harassment. So removing participants and reporting them, that's sort of what that's for. Although I have removed participants who like their audio is just going out of control or they've accidentally joined twice. So I've done those things. One thing to note about removing participants is that if you remove someone, we have a setting where they can't get back in after that. It's kind of like they've been banned. It's something to note if you accidentally do that, or you have to do that for some reason. And we're gonna talk about each of these different icons. So we have participants, we have chat, we have share screen, record, and I just saw that we have little reactions, so people can do the claps and the thumbs up. I didn't know that we had those, so I X'd it out just in case it was confusing. So I'm gonna stop sharing. And I'm going to ask, and if you want, you can put your view in gallery view, and we'll cover that as well.

[06:25]

But if you can just mouse over the bottom of your Zoom screen, and then if you can give me a reaction for a thumbs up when you've seen all the different icons that I just talked about. So security, participants, chat, share screen, record. Great. Awesome. Okay. Looking good, guys. Yeah, and just so you know, this little reactions thing down here, you can do a virtual thumbs up or a physical one is fine. We're small enough that I can see most people's physical thumbs. Great. So that's kind of, that's, you know, navigating the Zoom bar down here. The next thing that I'm sure many of you have already done, but I just want to review is opening up the participants menu. So I'm looking at my screen.

[07:28]

So to do this, you click on the participants icon and then the participants menu, everyone will show up. My Zoom that I use, I did this on my own account, has some like other feedback that people can give. So this won't show up in yours. And you can also open chat by doing the same thing. So you'll click on either participants or chat or both, and they'll show up in this right sidebar. And if you do both at the same time, it'll split your sidebar to having participants on the top and chat on the bottom. So let's I'm going to stop sharing and let's have people open up participants and chat. And then if you want to chat in here when you've done that too, you can chat to one person or you can chat to everyone. Just to kind of note that you've done that.

[08:31]

And if you chatted to one person that isn't me, I don't know if you've done it. So it's fine. Oh, interesting. So Andrea said that her chat and participant lists don't stack. So that happens when you're in full screen mode. So it can happen. It could also be the device that you're in on. So if you are in full screen mode, let me see if I can, I don't know if I have a good visual of that. I can actually probably take a screenshot right now though. Oh, okay. So did it come up as a little box floating over? Yeah. Heiko, did it come up as a little box sort of floating over for you? Yes, and they overlapped each other, they hid each other. Yeah, so you can move those boxes around. Right.

[09:38]

And what to get. Sometimes I find it easier to be in full screen mode, but sometimes it's just it's nicer to have that on the sidebar. So where you address full screen mode is in this top right corner. There's a little thing and it says exit full screen. And if you click on that, it'll shrink it back down to having that sidebar. So depending on the size of the meeting that you're in or the kind of content of the meeting, you may or may not want to be in full screen mode. All right. And OK, and then Stan, yours are in the middle. So are they floating over as well? That must have happened for a few people. OK. All right. So that's how we open those. And then to close them, I started screen sharing again, so you guys won't be able to do this, but you just click on the icons again. So you just click on the participants icon and it'll go away or come back.

[10:43]

And then you just click on the chat icon and it should fold back in after you're done using it. And then there's One other thing that I think most of you figured out that I was just going to show and that is on the chatting that you can chat, you can choose who you're chatting to. So I've used this in meetings where maybe someone's audio is kind of loud and I don't want to like say it out loud in the meeting and I'll just message them and say like, Hey, your audio is a little loud. Can you mute? Or, um, I've had people kind of join into a meeting kind of really late, and I wasn't sure if they were in the right place, because we were in the online Zendo. And so I chat like, hey, you know, this is this meeting, and I do it privately so that it doesn't really distract everyone who's in the meeting. So that's a good use case for it. And yeah, so I think that's pretty good on those pieces.

[11:45]

There is this little section here, if you've run out of space, real estate for all the icons that you have, which has more. And that'll vary based on how big your computer screen is, how many things you have open. So it'll say record on this computer, record to the cloud, or whatever else is extended there. Mine right now has chat in that section. So it might push a lot of things over. And Stan just chatted a question. So we'll get to that question a little later about what you can restrict in terms of chatting. OK, so the next one is making others host or co-host. And this is pretty simple to do. This is where you kind of control any participants' permissions. And there's two ways to do this.

[12:46]

You can do it in the Participants menu, where you click on the participant that you want to make the host or co-host. And you click on More. And then you select Make Host or Make Co-host. And I don't believe co-hosts can make other people co-hosts. I think that only the host can do that. But that might be. Oh, and here's the other way before I move on. The other way you could do it is you could do it on their video. My cat. helped me with this presentation. So you can, there's these three dots that are at the top right corner of people's videos and you can click on those and then a menu to make someone host or co-host will appear. And the use case for that is maybe you're in a big meeting, maybe you're doing like a session and there's various roles. And having someone be a co-host means that they can help with some of the controls. They can just sort of have your back.

[13:51]

And so there's definitely a lot of places where you could do that and it would be helpful. The other place is in screen sharing. Our BCC's global screen sharing settings are such that only the host can share the screen, but I think it applies to co-hosts as well. So rather than messing around with the screen sharing settings, if you're setting up for like a board meeting and you need to have multiple people share documents, then you can make them co-host to do that. That's kind of like a workaround. So next is spotlighting videos. And this is very similar to making, it's actually exactly the same as making a host and co-host. If you didn't see in here, there's, the option to spotlight video. So the same thing on this more and then spotlight video. And same thing down here, you would select those three dots and spotlight video.

[14:56]

So I'm gonna stop sharing and we're gonna do some video spotlighting. Um, so this might be a little challenging, but, um, if you want to close your, well, if you want to get into not full screen mode and so you'd be in the minimized screen. If you can, um, and then minimize your chat by clicking on it. So all you have is the participants list on your right and your zoom in the middle. Um, I'm going to ask each of you to pass the spotlight. So I'm going to spotlight the person whose name is below me, which is Andrea Thatch on this participants list. And then, Andrea, if you can then spotlight Carol, and Carol, spotlight Dean, and then go down that way. We'll just have people practice spotlighting video. So I'm going to spotlight Andrea.

[15:57]

All right, Carol, you're spotlighted. Say hi. All right, so Carol, you're going to spotlight Dean, which might be hard because Dean doesn't have her camera on. Oh, you're right. We can't spotlight Dean. I'm sorry, Dean, because your camera isn't on. So go ahead and spotlight Ed, Carol. There we go. All right, Ed, can you spotlight Ellen? Great.

[17:12]

Ellen, you've got Jerry. Jerry, you've got Heiko. Heiko, you've got Judy. Hi, Judy. Hi, Judy. Judy, you've got Lori. Go, and Lori, you've got Leslie. Leslie, you've got Marybeth. Great, Marybeth, you've got Mary Duryea.

[18:14]

Mary, you've got Rob. Oh, wow. All right. Rob, you have Stan. And you're muted, so I can't hear you if you're grumbling. All right. And then, Stan, if you want to try and spotlight me, BCC host, it's at the very top of the participants list. Yay. Hey, that was awesome. Great job, everyone. Yeah, so that's spotlighting videos. And we use that for Saturday program when we're spotlighting Sojin who's speaking. And sometimes if you're... What happens is when we're just talking and no one's spotlighted is the video will highlight whoever is speaking at the time. So it'll jump from person to person to person. And so that's helpful if you're in a smaller setting where you want someone to show up.

[19:25]

You also don't have to spotlight a video in smaller meetings. You can typically do a gallery view. But definitely Saturday program type things, when the speaker is talking, we want to put the spotlight on them. I'm going to cancel the spotlight here on me. So if anyone else speaks, they'll pop up. Oh, and then I think you guys have already seen this, so this isn't that exciting, but when you spotlight someone, then the person who's spotlighted, oh, someone just joined or chatted. Blake joined. Hey, Blake. No worries, we were recording. You just missed out on the fun part. So yeah, when you spotlight a video, then the person who's spotlighted will be highlighted in green, their little box will, and then they'll show up in the middle here. So this part is a little, this part is challenging and even, so I use Zoom for my consulting and I'm trying to teach people how to use a database and

[20:40]

Even this is really difficult for me and I've been using Zoom for like five years. So explaining to people where things are when you can't see their screen, it's really just a, it's a challenging thing. So this is the, what participants will see. And you've probably seen this if you've been a participant in any Zoom meeting. They don't have the security controls. Um, they don't have, uh, they don't have like options with sharing screen. Um, They can hit record, but we don't have it turned on so that individuals can record, although that's maybe something we could implement. But it's pretty minimal here. So when describing things to people, I think that, like I'm glad you're here, the Saturday Program Directors have it down pretty good of, you know, you click on the participants icon, which is like the people, or you click on the little chat box, And those are kind of the two main ones that you're going to ever really explain to people.

[21:43]

But let's say you are in a meeting where others need to share documents, then you'll want to describe the little green share screen icon. And then another big one is up here. These ones which are so tiny and hidden is the gallery view and the full screen mode here. And explaining where those are and how to toggle between them. Here's it with the speaker view. There's also a list of shortcuts, which you can find on Zoom's website. So if you're someone who likes those hotkey shortcuts, where you can hit Alt F1 and flip between the two, I think Gary sent out a list of those. So that's an option as well. Great. So I'm going to talk about in-meeting settings. So these are kind of exciting. because we have some global settings in the BCC account, but you know, that isn't always going to be the, what you need for your specific situation.

[22:49]

So for a good example is for Saturday program, we want people to be able to chat both at the Saturday director and maybe like as a global chat. Um, but in session, it doesn't really make sense to have people being able to chat with everyone because that's not really how our session form, um, works. So, and definitely not privately, although we do post a lot of notes at BCC sessions. So, but, so you may want to have the default be, you know, people can chat with each other, but for session, you want to set it to something else. So that's one of those kind of in-meeting examples. And I'm gonna cover screen sharing, chatting, and I believe there's a few like security settings or participant settings. Okay, so the screen sharing settings, and I'll stop sharing so you guys can look at this and then give me a thumbs up that you did.

[23:55]

Down here in the bottom of your menu, it says Share Screen, and there's a little uptick arrow that you can click on, and it'll give you this initial menu. This menu isn't really exciting. It doesn't do much, so one participant can share at a time, or multiple participants can share simultaneously. That really only makes sense for if you are like maybe collaborating on a document and you both have dual monitors. So I wouldn't really concern yourself with this multiple participants setting. But what you want to do is click on this advanced sharing options. And then you'll see how many participants can share at the same time, that same question. And then down here, who can share. And BSUSC is set to only host as a default. But you could set it to being all participants for a specific meeting for screen sharing.

[24:58]

So again, it's going to the share screen, little uptick, and then advanced sharing options. And then you'll see how many, and then you'll see this menu. So let's see, and I'm not actually 100% sure that co-hosts can do this part. Oh, and Blake, you're not a co-host, so. I'm gonna make you a co-host. Everyone's a co-host in this meeting. So if you guys wanna try and then use the reactions or your physical thumb to give me a thumbs up, going to the share screen and let me know if you get those advanced sharing options. Okay, great. See some physical and virtual thumbs ups. Great, so co-hosts can change it. Yeah, so that's your sharing in Meeting Sharing Control. And that will, the next meeting, it's not necessarily going to carry over.

[26:02]

And so we will have these global default settings, but as what we were calling tech hosts or online Zoom hosts, it may be that you've we get the needs of whoever's hosting or who's facilitating the meeting. They're like, oh, I need like so-and-so to be able to share the screen. And then as the tech host, you'll need to know to go and make that possible for this meeting specifically. The other thing is participant settings. Let me share my screen again. Sometimes I forget I'm not sharing my screen. Is participant settings. This is not something that we'll probably use much. But we have mute participants upon entry, which this is, again, my personal account, so that's not set. But in our BCC account, it is set. Playing a sound when someone joins or leaves, enabling the waiting room, and locking the meeting.

[27:07]

Oh, and then allowing participants to unmute themselves. So if we wanted to get really heavy handed, we could uncheck that and make sure no one can unmute themselves for this particular talk or something like that. Allowing participants to rename themselves. I think that's for if you were worried about security or maybe if you're a middle school teacher, you might wanna be aware of how people might rename themselves. So that one, probably in our BCC community, we don't have too much of an issue with, but that's also something you can control. And Stan, to your question, what about chat settings? So I kind of tried to highlight this because it's very faint, but there's this little ellipses or three dots, and that means more. And that is how you control chat settings for the meetings.

[28:11]

So you'd open the chat menu by clicking on the icon. And then you'd see down in the bottom right the chat settings. This one's mine. And so BCC does not allow people to chat privately. So that won't be an option when you look at yours. But you can set it so that no one can chat with anyone. They can chat with the host only, or they can chat with everyone publicly. So I'm gonna stop sharing again and have people check out the chat. And also give me a thumbs up if, again, I'm not totally sure with everyone being a co-host, if people can see the chat change settings. Thumbs up, either digital or, Thumbs down, Ellen, okay. So in the chat, it might be easier if you close participants menu.

[29:14]

And you just have the chat open. And then there's those three little dots. Okay, great. Looks like Ellen found it. So that's again that kind of session example I started with where maybe in like in most of our settings we want everyone to be able to chat with everyone or with people privately. Oh yeah the save chat that's a good question. Save chat is enabled on ours by default and that will just save whatever chat happened and so it'll download it actually downloads to your computer it doesn't go to the cloud So if you host anything and there was any chat that happened, you'll get a little downloaded text file. Yeah. Great. So that's the in-meeting settings for chat. Now we're gonna talk about screen sharing. So screen sharing, I didn't write any text for this yet.

[30:23]

And I'm gonna share my screen. Gonna do a little inception here. Me sharing my screen about screen sharing. So screen sharing is the little green button here. And I think screen sharing is one of the, I just feel like it's a little bit of a jarring experience because all of a sudden, like, everything disappears. The video goes somewhere. The chat or whatever goes somewhere else. When you click screen share, just everything gets moved around. So just be patient with yourselves as you practice this. But when you click Screen Share, then a window to select a window or application that you want to share will show up. I have two screens, so that's why it says Screen 1 or Screen 2. And you can select one of your monitors or one of your screens. You can also select just the application.

[31:28]

So if I was just showing you guys a document and I didn't want you to see anything else on my desktop, then I'd select that. One thing to note is if I select this, if I click anywhere else on my computer, you're not going to see it. It's only going to show you the application that I shared with you. And so that confuses people sometimes. So if you're comfortable with sharing your whole desktop, then I recommend just doing your full screen and not choosing an application because you might forget and then you'll go on and you'll start talking about some Excel spreadsheet that you're showing everyone and everyone's still going to see, you know, the document that you shared. One other thing that people often, I don't know if we do much video sharing at BCC, but if you want to share the video sound, there's a little checkbox here for sharing the computer sound. Um, so you can do that and actually like stream videos, um, and other things have dance parties, um, could be good for skit night, especially if people are doing any video content.

[32:36]

So, um, yeah, making sure that you check share computer sound and then you'd go down to share here. So then when you share your screen, this is what I'm talking about with where it gets kind of jarring. So. This little green outline means that this is what you're sharing. And then the whole Zoom menu goes up into a tiny little kind of bracket. Usually it'll go up to the top, but sometimes it'll be right in the middle. And then my videos are off to the side here. My chat would probably go somewhere. And if you guys are looking at my screen, you're not gonna see the videos. That's something that Zoom will hide. So you'll just see the screen. You won't even see the Zoom bar. You'll just see whatever is on my screen, and you won't see any of this. Hold on, I saw someone chatted. Now I'm looking. Okay, Mary, on how not to show one's whole screen.

[33:38]

So you can share just an application. So it'll give you options to either share, like, this is my Google Chrome, This is a thing that I use for screenshots called Snagit. Yeah, this is Excel. So I could choose to share that individual thing or application or share my entire desktop, which will let me pull those applications up and everyone can see them. Oops, and someone stopped my screen sharing. Which co-host did that? Um, no worries. So then, um, yeah. And then Stan made a really good point that, uh, he just messaged me saying that the, we have it on, I have it on host only. I'll put it everyone. Um, but once like he shared, um, a,

[34:42]

a confidential letter to a client on accident. I have a funny situation because I am sort of a sex educator. And so, and I do that as well as do Salesforce consulting. And so I have to be really careful when I'm sharing my screen to make sure that none of the content gets mixed up. So be wary. And that's another reason that maybe you'll stop someone else's screen sharing. which I don't know if he keeps doing that. Whoever keeps trying to share their screen, just wait for right now. That was me chatting. I think maybe that's what happened. Oh, that's weird. It must be something else. But just hold off on the screen sharing. We'll do that. I promise you'll get a chance to do that if you want to. The other thing that can happen is that if you want to see the full menu, you'll need to bring your mouse to the very bottom of this little green and red tab. And that'll open up the menu here.

[35:46]

And what we talked about before with that more section that right now you see on this example, chat isn't showing up. And if you click on more, then it'll show up. So here's my example of showing you that if you click on more, you'll see all the different settings that you have there. You can actually also share computer sound here if you forgot to do it ahead of time. To end the share, you go to this little red tab and just click stop sharing. So we'll stop for a second, I'm gonna pause. And I'm gonna look at what, Oh, one of the advanced options is for portion of screen. I actually don't know if I saw that. Is that when you actually share it?

[36:46]

Oh, it's in advanced. I imagine that, I see it. I imagine that what you can do with that is you can make a selection of something. So I could, I'm gonna try it right now. We're gonna just do it live. So do you guys just see a little tiny square? OK, yeah, so you could do that, where you could have a little square and then share just that portion of it. That's more advanced, so we probably don't need that right now. But maybe if you are hosting something, I invite you to maybe play around with the in-meeting settings just to figure out what works for you. Great. Let me see what else we have planned here. Oh, we're just going to talk about hand raising. So this is a good place to have people practice that. And I'm going to need to make, I'm going to have to take away your privileges or some of your privileges.

[37:46]

So let me see here. I'm going to close my chat. And I'm going to take away like the second half of people starting from HACO. You're gonna, I'm gonna withdraw my co-host. And we're gonna have, because if you're co-host, this is the reason why, you actually can't raise your hand, your virtual hand, which I found out. And so that's another thing to keep in mind if you have a really big meeting and you're like, you're only looking for virtual hands, that might be hard. Those of you who I took permission away from, could you please raise your virtual hand by clicking on the participants menu? And then in the bottom right, there should be those three dots, and then you should be able to raise your hand there. And so we've got Leslie, Mary Beth, and Mary Duryea.

[38:50]

Great. Oh, and Leslie will wait. And Heiko. And Heiko. I know you already did it, though. Oh, and you guys can keep them up if you want. But what I want people to see is you can see there's a little blue hand on people's videos if you look around. You might need to switch to gallery view. If you look around, you'll see that people have little blue hands up. Leslie, are you finding it? Oh, there it is. I went to the large screen, and now I can do... Now you've got it in the participants menu. I'll raise it. Okay. Got it. There we go. Great. So you can see it on the videos, and then if you're in... There we go.

[39:58]

And then if you're in the, if you're looking at the participants menu, then you'll see people raising their hand. And it will put the first person who raised their hand at the top of the queue. And then it'll go down based on like the timing with which you raised your hand. And so you can use that to kind of call people out based on when they raised their hand. The ordering in the participants menu can be confusing. The other thing is you can lower someone's hand. So those of you who are not, who are co-hosts, if you wanna try and go and lower someone's hand, virtual hand, you can do so. And you can either do that by on their video, clicking on it, or up in the participants menu. I don't think you can forcibly raise someone's hand though, which makes sense. So I'm gonna flip-flop these and just give other people a quick chance to practice that.

[41:04]

And then I think we'll be at a good place for questions. And then if people wanted to practice sharing their screen, I think we will have covered most everything on that list. So one second, let me make everyone co-host again. All right, so you guys are all co-hosts and now Oh, it's all out of order because people raised their hands. Oh, actually, it's because you guys unmuted. So I'm going to mute you again just for a second. So that's another thing that'll happen is when people unmute, they'll be pushed to the top of the participants list. And so that will kind of mess up if you're using alphabetical order or trying to go through a list. That's something I really hope that in future updates they figure out because it's like really confusing when you're trying to call on someone in a list or have everyone introduce themselves and then everyone's just jumping around all over the place. Or it does the same thing with the videos.

[42:06]

Okay, so I'm gonna make everyone up to Jerry. I'm withdrawing your host positions. And you guys get to raise your hands. Oops. I almost made Carol the host. And you can actually make people the host. And so if you have to leave a meeting, you can do that. It actually will default to someone being the host if you leave. But yeah. So, okay, if you are no longer a host or co-host, Blake, Carol, Dean, Ed, Ellen, and Jerry, if you guys could raise your virtual hands so that someone can lower your hand. It's like playing whack-a-mole. Great.

[43:13]

All right. So I think that's a good place to stop. We've kind of gone through all the different settings in my thing here. So let's feel free to raise your hand. I failed at that last exercise. Sorry. Being able to lower someone's hand? Yeah. Does someone wanna raise their hand who's not a co-host anymore? Okay, I'm gonna get Andrea. All right, you have to do the volume. Thank you, everyone. I'm gonna be busy, so I, oh, all right, let me try one. It's not working. Oh, it goes just the next person, I see, okay. And they changed the order in the list and that's, okay, nevermind, thank you. Okay. I got it. Great. Now we're just gonna be, Yeah, playing whack-a-mole, trying to lower hands. Kelsey, before we go to open questions, I'm noticing we have 10 minutes left, and I just wanna make sure we cover a few things that we said we would cover, which is the issue of dealing with considerations.

[44:26]

So for instance, the consideration of when someone is leading an event, but they might choose to have a different person as the tech host and maybe they would be the co-host because they're having to field a number of things. For instance, if they're facilitating dialogue and there are multiple screens of people who are participating, say more than 40 people or something like that, and how to do a mix of what they do physical hands or digital hands, how will they integrate people maybe chiming in through the chat box, how to toggle between and encourage people to toggle between speaker and gallery view and navigating multiple screens, that kind of nuancing. Yeah. Um, so I think that's a really good point. Um, and I see this a lot in working with my clients is that a lot of times like technical terms, when you think of the host, you're like, Oh, I want this person who's, you know, the head of this meeting to be the host.

[45:37]

But actually in technical terms, you want the person who's going to be doing all the technical sides to be the host, not necessarily the like leader of the meeting. Um, so, Like that happens with permissions in Salesforce all the time. They'll want to give their executive director the full system admin privileges, and that executive director shouldn't have that. It's more for the person who's the technical side of things. So yeah. Is there anything else, Judy? Because I know there were a few other nuances that maybe I didn't get to, but we could also talk about them here. Yeah. If you could talk about if there are more than say 40 people or more than, you know, the number that are fitting on a screen and people don't have two screens and that kind of a thing, people are coming in on different devices. Um, uh, how, how you would navigate say partnership like a cohost and so on, um, in terms of the, tracking the digital hands, when would you stop, say, using physical hands because the numbers too great?

[46:45]

How would you incorporate, like we do say on Saturday program, both bringing in questions from the chat box and those hands? Because one of the conversations we've had is that rather than thinking of the raising these hands as first come first serve in the queue. Rather, it's like in the physical Zendo, we see all the hands that are raised and then the speaker, the facilitator would choose who to call on. So how, and Blake might chime in too, because this is a partnership that's happened in, for instance, Saturday program. But just from your technical considerations, if you have any pointers on that. Yeah, and I then invite, anyone who's led one of those larger meetings or gatherings to chime in, I find that as soon as you get past one screen's worth of people fitting on, that it's pretty hard to scroll through and then be able to scroll back to look for cues in people's videos.

[47:55]

And so that's unfortunate because it does mean that it leads to this like, you know, who clicks fastest. I have noticed that you can, you know, you can wait for people to raise their hands and then you could call from the bottom of the list up. There's other techniques that you could do for that. But I would say from my perspective, it's really hard to like filter through and keep all the other things going if you're trying to find physical hands raised. And you brought up a good point. In partnership, maybe you could have a co-host or you could have someone say like, you know, I really want to do this without virtual hands, or we have a group of people who really, really are not finding our virtual hand. So maybe you have a co host who partners with you and that's their role is that they scroll through and they find the physical hands raised and then they may be chatted at the person who's calling on people saying okay this person next this person next. I think that's a good option.

[49:00]

And yeah, it's a lot of spinning plates. You know, if you're looking for the hands, the virtual hands, if you're looking in the chat, if you're browsing through who's got their hand up and who's trying to talk, it can be really, it can be a lot. So in larger meetings, partnership is key. Yeah. Great. Yeah, so go ahead, Mary Beth. Let's open it up for some questions. And I'm okay going a little bit over if we need to. Well, just piggyback on that. So like last week, Carol Paul seemed to call on the people herself as the speaker. But like if Sojin is the speaker, he's not going through all of this stuff. And so when we did the sashin, I had to pick the people and just ask him. I'm just making sure that's okay. I think that's great. You know, when you're adapting to whoever is sort of the speaker or what the needs are for that event.

[50:04]

And, you know, like people like Carol and like Hozan and Jerry and others in here, because you have that sort of technical background in learning this application, you know, you're going to see a little virtual hand. You're like, oh, okay, I'm going to call on that person. Or you're going to see it in the chat. And so that makes sense, but definitely for helping others, I think that's important to adapt to that need. And there is, sorry, one last thing, Carol, and then. There is a form. I don't know if it's in its final phase yet, but it's our form to basically get an idea of what people need for certain meetings. You know, we're going to need you to be able to do this. We're going to need you to be able to share the screen. We're going to be able to, you know, we need someone to chat. And so hopefully with those kinds of needs assessments, you'll have a good idea of what if you're being the tech host for that, what your role will entail.

[51:11]

Okay, Carol, I'm sorry. Go ahead. I was just going to add for Mary Beth. I did partner with Tom as a co-host. So I agreed, I watched the people with the hands, the virtual hands. He was watching the chat. We didn't actually, I don't know that he was scrolling back and forth through her hands, because there were plenty of hands raised anyway. So that was really helpful, because then he would sort of step in, oh, there's a chat, or there's a question here. So good to have a co-host. And I have one more thing to add, and then Heiko and then Blake. And that is that we also have talked about having just a basic Zoom user side training for people, similar to what we did today, where we'll work with people who come to BCC meetings who aren't going to host or anything, but just need a little more help in finding all the little controls and buttons that you push, so that hopefully we can get people up to speed with the virtual hands. Heiko, did you have a question?

[52:15]

Well, I had a question I wanted to ask before, but right now I can't raise my hand. It's because you're a host. Oh, it's because I'm a host. Yeah, with great power comes great responsibility. And certain limitations. Yes. All right, Blake, go ahead. Well, I have a question, though, if I would. Oh, you do? Okay. Which I chatted to you earlier, but when we do the chanting on Tuesday, we put in the chat box a message for people who come, but people who come late don't seem to see that message. I wonder if we can set up a marquee or something that will be live for everyone as they pass through. That would probably be some pretty hefty technical code. So I would just say like maybe post it multiple times or like, you know, you could post it right after you've made announcements or something when everyone's in there. But yeah, that's one of the limitations of Zoom. And maybe again, You know, they've got a lot of new customers, so maybe there'll be some new improvements coming up.

[53:21]

Blake, go ahead. Yes. So the, I just want maybe to go backwards for the people that are hosting. The raised hands and the people that are unmuted, they rise naturally to the top of the participants thing. So that should ease or calm you a little bit. You don't have to hunt for them there. the physical hand raising, that's an equity issue. So if you're interested in equity, maybe partner up, that's a totally wise thing to do. And I think that's it. And starting from, I usually go, I just switch back, raised hand, chat, raised hand, chat. Starting from the bottom up, that's a wonderful idea. Wonderful. And good job, Carol. You scared me with calling on people. I was a nerd. Thank God Tom was running things.

[54:23]

Sorry. Sorry. I was late. I just needed a break. So I thought I'd just jump in here. No worries. Um, Mary Beth, I have two questions about screen-sharing. So I'm going to be tech hosts for Sunday night for Lori and There's this optimized screen sharing for video. What does that mean? So if you're gonna share a video clip, like a... She has a lot of videos that she'll share. Oh, she does. So you'll definitely wanna check that box. Is it a... It's inside of a PowerPoint. All right. I think that if you check that box, it'll help with the delay that can come with video and audio. if you're sharing both of those things. So you'll wanna make sure that you check the box that says share computer sound and optimize for video, because there are two different things. One is sound and one is sight. Oh, Andrea.

[55:27]

Where are those things that you're talking about? Well, let's see. I'm gonna stop. They were in the share screen when you hit that. I'm gonna stop it really quick. Don't worry, Andrea. So if you want to try, Stan, sharing your screen, then you'll, when you click share screen. I see it. I see it. Okay. You see it? Okay. Yes. Thank you. Sorry. Yeah. No worries. And Andrea, do you want to try that again? And then to, does anyone want to practice? Okay. Now. Okay. No worries. Yeah, go ahead, Mary Beth. One other question. So like when I did the sashim director, there was somebody on the audience who shared their screen. So yeah, that's no longer a possibility because we're not making because I'm I didn't know, did I have the capability of stopping that share? I can speak to that just for a moment.

[56:28]

That was just a mistake. We were supposed to have the settings set up in advance so that only the host could share screen. That is our default setting. That's why it's really important that we'll work together on what's needed for any given event. If it's not clear, how to change it within the meeting or for some things where it has to be changed in global settings in advance and then changed back to our default settings. But is there a place like during the meeting if somebody does that instead of I had to, is there a way for me to stop the sharing? Yeah. So what it'll do is, um, let's see here. Are you, I think you're a co-host. I don't know if you can stop me from sharing, but if I share my screen. Oh, am I still sharing? I'm just sharing a portion of it, I guess. So if I do that, do you see the little Zoom bar that's up there and can you see a little icon that says more and stop participant sharing?

[57:39]

It might be because I'm host that you can't do that. So we might need someone else. No. Let's have someone else share, and let's see if you can do that. Under security. I think it's a little different than that. Allow participants to share screen under security? It's different. So it's when you're in the middle of sharing. So if someone else wanted to share, thank you, Heiko. What a beautiful background. Okay, so Mary, if you want to go up, it says you are viewing Heiko John Lake's screen. And then it says view options and there's a little down menu. If people want to click on that. Side by side. Yeah. Great. So you can stop sharing that way. That happened to me during Zazen too. I just looked up and there was like a whole tunnel of someone sharing like their screen, sharing their screen, sharing their screen. It was kind of like solitaire when the little cards bounce away. I think actually, Mary Beth, I might be misremembering, but I have a memory that I did that and stopped their screen share, but I might be misremembering and that's exactly how I did it, if I did it.

[58:51]

So you can't change it by going to the advanced sharing options and going only host. Yes, so that's our default setting is only host. So that should be set for most. once they're sharing you can't use that you have to go to the yeah if someone is sharing then I don't know if you switch it to then only host if that would take care of it in the moment I think the better way is to just go to stop the participant from sharing their screen um and one thing I want to add to this is that it's a little startling when someone shares their screen or when you share your screen and that our practice is really great for this because just take a breath and look around on your screen, see what you see. Here's Rob sharing his screen. I don't know if he's taking a breath and you know, you just take a breath and then you go in and resolve the issue. But sometimes you'll get in panic mode and you'll be like, oh no, someone's sharing their screen, oh no. And you'll try and click around and it just kind of, yeah, you don't have to go there.

[59:56]

This is also a good time to remind everybody that when you change a setting that's going to be different than our default global setting, it'll be important protocol at the end of your meeting to change it back, because some things don't revert to the default setting and some do. I think that most of them do revert, but I am not 100% on that. So we probably want to double check that. But I did see Leslie's hand was up. And then, go ahead. Okay, I have a very basic question that I may be the only one here. Anyway, so to share a Word document text so that people can read, say, a piece of text that you're in a group and you want to share, you click share screen, and then what happens? What are the steps? Because I tried it once and I was not successful. Yeah, so if you just, do you have a Word document that you could pull up or something on your screen that you just want to share one thing, and then we could have you practice?

[61:03]

I might, but I mean, let's say it's in a folder that's in another folder, and you know, what's the sequence of all that? Oh, I see. That's a good question. Or should I try to put it to the desktop first? I think what Carol was giving me some advice, she said put it on the desktop. I would say either have it pulled up. So whenever I do these trainings, I have whatever I'm going to be sharing on my screen in the screen and that's what's pulled up. my Zoom will be over it. And then when I click share screen, I just share whatever's behind my Zoom application. So that document's already open. And then what Carol said, it's also a great idea of if you don't have that open, if you have it somewhere that's really easy to find, like your desktop, then you can share the entire screen instead of just that application. And then you open it from your desktop. but otherwise just have it open. Have it open before you start share screen.

[62:06]

Yep. Okay. I'll try that. Rob, go ahead. How would you recommend we practice something like that? It's a good question. So, I don't know if you have access to, so one thing you can do is that Zoom basic accounts are free. And so if you log in just with your own email, not BCC's email, you might be able to practice some of these things. I bet we could get a group of people together who would be willing to practice this stuff together too. But you could do that on your own. And then I, you know, another thing that you could do is you could, I'm going to take this away. Oh, there we go. We got our departing refuges. Another thing that you could do is you could actually just, hold on, I lost my train of thought. Oh yeah, you could log in earlier before whatever it is that you're gonna be hosting if the Zendo isn't in use at that point.

[63:17]

You could log in a little earlier and then just practice and make sure you've got everything set up. Rob, I'll practice with you. And just as a reminder to everybody, it's great to have a personal account for stuff like this. If you wanted to reserve time in BCC's account, that would actually be a scheduling form request, and that's in the Zoom admin page on the website. If you don't know what I'm talking about, then you can contact me or Jerry, and we can give you more info about that. Okay, we have, let's do just, A few more questions because we're a little bit over 10 minutes. So go ahead, Stan. Where is the all the stuff about the default setting, the universal settings that you're talking about? How do we get to those? That's a secret. So those are that's just Judy and I, who are basically we're working with a committee to make sure that those are going to meet the most needs possible.

[64:23]

And then we're gonna maintain those. We don't really want more than two people really messing with them. Even if those people have, you know, other people have really good tech skills, it's just a matter of kind of what the protocol is and yeah. So it stays, you know, each, that's one of the temporary ones are for that particular session, but the other ones stay all the time. Okay. Exactly. And Stan, we're working obviously within the capacity of all our people. So while we would love to have in writing documents that are easy for people to look up and see, these are all our global settings. We're not there yet. So part of that scheduling request form includes, would you need a tech host? And one of the options is not sure. And when you click yes or not sure, you're going to get a follow up from one of us on the tech team to find out what your needs are.

[65:26]

so that we can see if that's settings that you can change yourself in a given meeting, or if that has something to do with a change in global settings. And that's the way we're working with it right now. Nicely organized. Great. Well, I think that that will wrap up. And as we mentioned, if there's further questions, you can bring those to Judy or Jerry, or you can bring them to me in about a week. If you bring them to me before then, I cannot guarantee that I'll get back to you in a while. So yeah, thank you all so much. It's always lovely to see you. And yeah, I'm going to stop recording and then end the meeting.

[66:15]

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