Improve your Virtual Learning Experience

Step 1

Download the Zoom Meetings software (check with IT support if required). You do not need to download the software, but you will have more interaction options, and control over settings/preferences if you do.You can download the Zoom software on their website. Note: If you are unable to download the software you can still participate on the course through any web browser, but your interaction will be limited as the following are some of the functions that will not be available to you:

• No view of other delegates – you will be able to hear them but not see them.
• No ability to participate in, or view results from, delegate polls.
• No annotation on shared whiteboards – you will be able to see the whiteboards and other delegates annotations, but you will not be able to add your own annotations.
• No ability to resize the trainer view panel, which will be a little smaller than normal.
• Limited use of emoticons.

Step 2

Create a Zoom account. Again, this this is optional, but it will improve your experience, and a basic account is free (and you can use the software to stay incontact with friends and family too!).

Step 3

Choose what hardware you are going to use. While Zoom will work on modern smart phones and small tablets, we do not consider these suitable for participating in training courses. The courses use a mixture of slides, videos and interaction which will be difficult to view on smaller screens over longer periods of time, aside from battery life considerations. We would recommend the use of a laptop or desktop computer.

Step 4

Test your camera and microphone setup. You can do this within the Zoom application, which will give you a chance to familiarise yourself with the software. Your laptop (Mac or PC) or Tablet will likely have a built-in camera and audio, but it makes a big difference in the experience for you and others in the meeting if you use headphones with a microphone (such as those supplied with most modern mobile phones). Those in your office/house will also appreciate your consideration.

Step 5

Think about where you are going to sit for your training session, the following tips will help:

• Make sure you are comfortable. You have doubtless been on training courses where the seats were uncomfortable! You are the venue manager this time around. We suggest sitting at a desk or table (no need to rest a hot laptop on your knees).
• Face the light. Cameras do not work well when pointing into the light. Sit with the dominant source of light in front of you or to the side, but NOT with the windows/light behind you (again you can test the camera and your lighting in advance for best results).
• Think about what is behind you. If you would be embarrassed to show it to your friends and family perhaps you should not be showing it to you fellow delegates and potentially colleagues and employers.
• Make sure you have the power lead for your device close by and that it can reach a nearby working plug socket.
• Eliminate distractions. Where possible, try to manage the circumstances that will distract you, your fellow delegates or both. Try to find a quiet area to work from and make those around you aware that you are in a meeting.
• Make sure you have got somewhere to place your tea/coffee and biscuits. Again, this point is not essential, but it makes the course more enjoyable.
• Make sure you have Tea/Coffee and biscuits (see above).

Step 6

Treat it as you would a day at work. It is vital when working from home that you have a routine, much the same as you would have at work:

• Get up properly: Shower, get dressed and have breakfast before the meeting starts. This will help you embrace the day and stay focused
• Dress for work. If you would not wear it to work, don’t appear on camera wearing it.

Step 7

Observe the following in meeting tips: Stay on mute unless you are contributing – the initial set up for the meeting will mean that you are automatically on mute. When you want to contribute press the ‘space bar’ to temporarily un-mute yourself. This will avoid everyone hearing the rustle of the biscuit packet(s), the dog barking at the postman and so on.

And remember — you are not the only person working from home. We will all make mistakes from time to time when using Video Conferencing. It is very easy to forget that people can see you, what is behind you etc. and can hear what you are saying, and what other people are saying to you. It’s not a problem for you or anyone else, we are all in this together.

Step 1

• A “https” secure hyperlink straight to the virtual training environment. This link has the password access to the training session embedded within, and if you have downloaded a copy of the Zoom software you will not need to enter a password.
• A “Meeting ID”. This 11-digit number provides an alternative way of joining a zoom meeting from within the zoom application, and must be used in conjunction with the password
• A “password” to the meeting. This 6-digit number will be required if you are using a meeting ID code to join the zoom meeting If you are not downloading the zoom software, you will need to take a note of the meeting password.

Step 2

• If you have downloaded the software it may ask if you want to allow the page to open “zoom.us” – CLICK “Yes”
• SOFTWARE DOWNLOADED – If you have downloaded the software (and depending on your setting preferences if you have created an account), a video preview window may appear. Once you are happy with your hairstyle, the angle of the camera, the pictures on the wall behind you etc. CLICK “Join with video”
• NO SOFTWARE – If you haven’t loaded the software or cannot load the software don’t panic. Click the “https” link, and you will be taken to a page prompting you to “download and run the Zoom”, IGNORE THIS and click on the “join from your browser” option. You will need to agree to the “Terms of Service and Privacy Policy” CLICK “I Agree”. Type in the 6-digit password, and enter your name, then CLICK “Join”

Step 3

Waiting Room – when you join the meeting for security, you are automatically placed in a virtual waiting room. When ready the trainer will admit delegates into the Virtual Training Environment. While waiting you can check the settings of your microphone and speaker/headphone setup.

Step 4

Virtual Training Environment – upon being admitted to the virtual training area your microphone will be automatically in the “mute” setting. PRESS and HOLD the microphone to speak and say hello to your trainer and fellow delegates.

Step 5

Participants – If you click on the “participants” button at the bottom of the screen you will see a list of your fellow attendees and host(s) and have access to the following functions:

• If you have downloaded the software it may ask if you want to allow the page to open “zoom.us” – CLICK “Yes”
• Rename yourself by clicking the “more” tab that appears when you place the cursor on your name.
• Send hints and confirmations to your trainer, including raising your hand to ask questions, respond nonverbally to questions raised by the trainer, and are useful interaction tool. These hints and confirmation will only be seen by trainer.