COMM 3050 – Online Project Update

Project Roles  Organizer Responsible for creating Zoom account technical aspects and posting recorded meeting to S: Drive folder. Does not present.  Liaison Will work with the communication faculty to send attendees an invitation and executive summary before the OPU. Liaisons will also work with organizers to develop a back-up communication plan (a prepared ) in case technology fails, and write audience members after the OPU to thank them for attending.

Project Roles  Moderator Welcomes meeting attendees. Establishes the purpose and agenda of the meeting. Manages the flow of the meeting and Q&A.  Presenters Deliver a Project Update PowerPoint presentation of 8-9 minutes in length and participate in Q&A session of minutes.

Zoom  Online collaboration & meeting service  Create an account at:  Single sign on, use your McIntire credentials (same as lab login)  Only one account is needed per team  Windows, Mac, IOS, Android compatible

Zoom Roles  Organizer Creates the Zoom account Creates the meeting Launches Zoom to start the meeting Can present / share screen Records meeting Has audio controls

Zoom Roles  Attendee Anyone who participates in a meeting Can be made Presenter  Presenter Attendee who is actively presenting

Install Zoom Software  Software can be downloaded from after an account has been created  Click Login and click link to download software

Schedule a Meeting  Windows or Mac Launch the Zoom Application and click Schedule

Subject, Date, and Audio  Subject – The subject of the meeting must be “McIntire Online Project Update: [project name]”  Date – Set the date and time to match the time of your meeting  Audio – Leave the default “Both” option selected

Invitation  If Google Calendar is selected, Zoom will create an invitation in your gmail account  Add guest s in the right hand panel

Meeting Details  If you need to access meeting details for a scheduled meeting, including the invitation information, click the Meetings option in the lower icon bar

Prior To Final Meeting Delivery Liaison must send his or her communication faculty the following before the meeting (check with the faculty for a date):  Block Number  Group / Team Number  SAS Title of Meeting  Name and of organizer and moderator  Meeting ID

Starting the Meeting  When delivering the meeting, all group members should be in the same room  There should be two computers online in the room The Organizer will be logged into Zoom on one computer The Presenters will be logged into the other  The Organizer should mute (speakers and microphone) his/her laptop

Organizer - Start the Meeting  Start the meeting by opening the Meetings window and clicking Start  Attendees, including other team members join the session using links in the messages previously sent

Recording Meetings  Once in a meeting Click the Record button in the bottom taskbar

Recording Preferences  Recordings are stored in the Documents\Zoom directory

Presenters’ Computer  Join the meeting using the meeting invitation  When prompted for your first and last name, it is recommended that you use the name of the group (e.g. “Block # Team #”) so that the presenters are identified as a group

Presenter’s Computer  Have slideshow or exhibits ready and running  Exit all other running applications such as web browsers and anything that would cause notifications or sounds  This is the only microphone that should be unmuted in your room! Ensure that you see the green mic icon in the control panel

Organizer - Recording  Windows / Mac – Click the Record button to begin recording  Recording is not automatic  Recordings are saved locally on your machine

Presenting  Organizer controls technical aspects of meeting Muting of all attendees except presenter Recording the meeting  Moderator welcomes attendees and sets agenda Explain that attendees will be muted during the presentation  Presenters deliver presentation

Q&A Session  After presentation, group will handle Q&A  Explain to audience that during Q&A that they will be unmuted  The Organizer should click the Unmute All button to allow participants to be heard  Ensure that the Organizer computer remains muted

Ending the Meeting & Recording  Windows Click the Stop Recording button to end the recording To end the meeting, click End Meeting

Recording Reminders  Remember, only the organizer should record  You must start recording manually  Keep the default Zoom recording setting  Copy the completed recording folder to the student shared drive for your Block S:\Online Project Updates\BlockX  Student VPN automatically Maps the S drive wto/Pages/McIntire-VPN.aspx wto/Pages/McIntire-VPN.aspx

Best Practices  PRACTICE – Create another meeting to test  Use at least two computers Organizer Presenter(s) – Have a clean desktop Possible third computer as Attendee  Enable microphone for only the presenting computer – all students speaking will speak into that computer  Be sure to start Recording before presenting  Consider bringing a set of headphones to connect to another computer to allow you to hear what the audience is hearing

Best Practices  Display an Intro slide telling when the meeting will start before the presentation  Start sharing your screen before speaking  Allows you to: Provide agenda Any necessary instructions