zoom call, zoom meeting basics

Intro

💻The Zoom platform has grown in popularity over the last few years and for good reason.

It provides individuals and businesses with the tools that they need to conduct meetings over the Internet for collaboration, lead generation and customer acquisition, webinars and more.

If you want to use Zoom to grow your business, and you should, then it is essential that all of your Zoom meetings and webinars are engaging for your audiences. A lot of people get this wrong and end up losing their audience on Zoom calls.

The methods, tips and tricks in this powerful guide will show you how you can significantly improve your engagement levels when you are using Zoom. So be sure to read all of this short report and put these ideas into action.

What Is Zoom?

The best Zoom events are always planned. Just turning up and “winging it” is not a good idea. You need to think about what you want to achieve from your Zoom event first. Do you want a higher level of commitment from your team? Do you want to sell potential customers on your latest product offering?

How To Get Started

This is where it all starts. The best Zoom events are always planned. Just turning up and “winging it” is not a good idea. You need to think about what you want to achieve from your Zoom event first. Do you want a higher level of commitment from your team? Do you want to sell potential customers on your latest product offering?

Your preparation for the Zoom event will go a lot more smoothly the more you understand your audience. If you are going to use the event to pitch your offer to potential customers then understand what problems they have and how your offer will solve these problems for them.

If you want to use your Zoom event to provide details of a new project to your team then think about the issues that they are likely to have and any roadblocks that they might identify. The more that you predict these things beforehand the better your Zoom event will go.

Have all of your resources set up before the event. If you are going to share your screen and use websites and applications for demonstrations etc then have all of these open before the meeting. Your audience does not want to see websites and applications loading up.

If you intend to share files then have these ready too in one place so that you can easily access them during the meeting. Nobody wants to see you fumbling around trying to find the relevant files on your computer.

When you are preparing slides for your Zoom event always think about interaction. Nobody wants to sit through a one-hour Zoom event just listening to you reading from slides. Test for understanding and allow your audience to answer questions. Use examples and case studies to demonstrate concepts.

Why Zoom

If you have not used Zoom before or not used it that much then we recommend that you set up and run a test event before you go for the real meeting. You may think that you are a great presenter and host but there is nothing like a recording of your performance to provide you with a reality check.

The other advantage of running test sessions is that you can familiarize yourself with the Zoom features and controls. Practice sharing your screen, using the whiteboard facility, using the annotation tools, adding a virtual background and so on. If you don’t do this it is unlikely to be “alright on the night”.

Tips

You will impress nobody if you have a poor quality webcam or microphone. If you are appearing grainy and blurry on video then your audience is going to switch off. The same goes for poor quality audio. If it is not clear what you are saying then you are going to lose people.

A lot of laptops have inferior built-in webcams and microphones. As tempting as it may be to use these to save money, just don’t do it. You can get a high-quality webcam for less than $100 and a good USB microphone for even less.

Then there is the subject of lighting. You need to ensure that your face is lit from the front. If you look like a shadow of yourself on camera then this will put a lot of people off. You can get fairly inexpensive ring lights from Amazon and elsewhere that will enhance your lighting.

Finally, on the subject of equipment, use the fastest Internet connection that you can. If you have to contend with fairly low Internet bandwidth where you are then using an Ethernet connection rather than WiFi. There are losses associated with wireless connections that you don’t get with a wired connection.

Webinars

Zoom calls are a powerful tool to create sales online, and they are often considered a key component in many “sales funnels.”

A Zoom webinar is essentially a presentation that teaches your audience something. This can be a presentation in which you directly communicate with your audience and explain a topic or show them how to do something.

Common topics for your Zoom calls include discussions on how to grow sales online, discussions on how to use specific tools, or tips on how to build confidence.

The real power of the Zoom webinar is that it increases engagement. People who like your content might read your blog posts, but this is a very passive activity that doesn’t require any commitment on their part.

However, a Zoom webinar requires your audience to arrive at a certain time and to then listen to a presentation that is ostensibly live. This makes them feel like they’re discussing directly with you as a creator, and it requires them to invest their time and effort into hearing what you have to say.

In short, it helps to take them from being a cold or warm lead to a very hot one. And it gives you the opportunity to push your product or service in a more convincing and powerful manner than you otherwise could.

So that’s the why, what about the how?

The first step is to choose your Zoom webinar topic. Ideally, this should be something with a very clear value proposition and a very clear goal.

That is to say that you should be quite specific in what you teach (a single skill or concept) and that said lesson should have direct applicability to the audience’s lives.

You want something that will demonstrably make their lives better, and that will give people a good reason to show up!

Next, you need to identify the right platform. This is what you will use to stream live, and there are pros and cons to each option.

While you can use tools like Zoom that are not explicitly intended for this use, they don’t have as many features that are as directly relevant to what we’re trying to do.

Also important is to have slides prepared and a script. This way, you can ensure that your webinar runs smoothly and that you can provide genuine information.

Think of this as a tester: people are going to use this experience to judge the products or services you are trying to sell. If they don’t learn anything or it isn’t useful, then they will assume that your products or services won’t be good either.

Don’t let that happen!

Of course, there is the option to simply play a prepared presentation. This isn’t recommended, however, as it can look cheap if you get discovered.

Ultimately, the best business models are the ones that involve genuinely new and exciting information, amazing value, and transparent honesty. This builds long term customers and trust, and it is by far the best way to build your business.

Schedule

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Engagement 1

You need to be respectful of the time that your event is taking. There have been a number of studies in the area of human attention spans and they have concluded that people respond best to new information in 7-minute chunks. So you need to prepare your Zoom events with this in mind.

When you are passionate about your subject it is very easy to ramble on far too long. You need to be disciplined about the timing of your event. Keep everything as short and to the point as you can.

Your Zoom event needs to be interactive and it is a good idea to check regularly with your audience that what you are saying is making sense to them. Let them ask questions if they are not sure about anything. This is a good way to break up long sessions as well.

Tell your audience at the start of your Zoom event that you want them to participate as much as possible. Explain to them that they will get a lot more from the event if they ask and answer questions. Make it clear when they can ask questions and when they need to just pay attention to the presentation.

Should you have a question and answer session for your Zoom events? In most cases, we recommend that you should. It is particularly important for webinar events and large meetings where you are explaining the details of a new project for example.

Interactivity is very important for your Zoom events. It is a good idea to plan your question and answer strategy for each event. Do you want participants to be able to ask their questions out loud? Or do you want all of the questions typed into the chat?

As the host of the event, you can ask your audience questions throughout your event. You can ask them questions to check that they understand what you have presented so far. You can run a competition by asking a question and rewarding the person that provides the first correct answer and so on.

If you have a small number of participants on your Zoom event you can allow them to ask questions at the end of specific sessions. When people ask you questions you need to answer all of them that you can. You are going to get duplicate questions at times so make sure that you make this clear when you are providing the answers.

With large numbers of participants on a webinar for example it may not be practical to allow people to ask questions at any time. Managing loads of questions at once is not an easy thing to do. You may want to get some help with the management of questions in webinars.

Tell your webinar attendees that you will hold a question and answer session at the end and that you will do all that you can to answer all of the questions raised. With large audiences, it is best to use the chat facility as the questions are stored there and you can go through them later on.

Sometimes you are going to receive an irrelevant question or something that doesn’t make sense. You need to handle these carefully so that the person asking the question does not feel embarrassed or left out.

You can include other interactive elements to your Zoom events such as surveys and polls. Do everything that you can to keep your participants focused on your event. Get them interacting with you as much as you can.

Engagement 2

Zoom whiteboard is another great tool that you should use to increase engagement. It is particularly useful if you want to explain a complex concept. You can also use it to jot down ideas that your audience has. Just use it in the same way that you would if you were in a face to face meeting.

If you are teaching a group of people on your Zoom event then you can let them use the whiteboard as well to confirm their understanding of the points that you want them to learn. Using the whiteboard is a great interactive way to drive up your engagement levels.

SCREEN SHARE

Sharing your screen is a great thing to do but it can be a disaster if you are not careful. If you have prepared some presentation slides then you will need to share your screen to show these to your audience. A good tip with slides is not to show all of the points at once. Introduce them one at a time to keep the attention of your audience.

Over the shoulder type of training is a good thing to do with Zoom. You can demonstrate things or teach people how to achieve something by sharing a web page or an application. Make sure that you have the relevant pages and applications open prior to your event. Waiting for web pages to load and applications to open is as dull as it gets for your audience.

If something has gone wrong then pause your screen so that your audience cannot see you frantically trying to rectify the situation. Try not to leave long pauses while you are fixing things. Keep talking and apologize that something has gone wrong.

USE ANNOTATIONS

The annotation tools in Zoom are great for making points and clarifying things for your audience so you need to learn how to use them properly and use them liberally in your Zoom events. A presentation slide is a pretty boring thing on its own, but once you start to make annotations it
becomes a lot more interesting.

BREAKOUT ROOMS

If you have a large group of people on your Zoom event then you can get them to put into practice what you have taught them by breaking them up into smaller groups and assigning them to “breakout” rooms so that they can brainstorm ideas, work on mini assignments and so on.

You will need to enable breakout rooms in your host settings to do this. Also, it is a good idea to set up the breakout rooms prior to running your live Zoom event. If you don’t do this beforehand you can end up with a logistical nightmare to deal with during the event.

Create different breakout rooms and assign them different names if you want. As the administrator, you can hover around between the rooms and check to see what is happening. You can answer questions while you are in specific rooms as well. It is a good idea to post a time limit on the breakout rooms otherwise things can get out of control.

When you are visiting the breakout rooms you can post announcements in them. You are in control of when your audience finishes up in the breakout rooms and rejoin the main event. Once you make this announcement the groups will have a minute to finish their sessions and rejoin the main event.

Best Pratice

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Conclusion

You can use the Zoom platform in a number of ways to grow your business and reach a larger audience. Preparation is essential for a good Zoom event. Pay close attention to your image, camera setup, lighting, and keep distractions out of your Zoom events. Use interactivity as much as possible to keep engagement levels high.

Zoom calls are a powerful tool to create sales online, and they are often considered a key component in many “sales funnels.”

A webinar is essentially a presentation that teaches your audience something. This can be a presentation in which you directly communicate with your audience and explain a topic or show them how to do something.

Common topics for webinars include discussions on how to make money online, discussions on how to use specific tools, or tips on how to build confidence.

The real power of the webinar is that it increases engagement. People who like your content might read your blog posts, but this is a very passive activity that doesn’t require any commitment on their part.

However, a webinar requires your audience to arrive at a certain time, and to then listen to a presentation that is ostensibly live. This makes them feel like they’re discussing directly with you as a creator, and it requires them to invest their time and effort into hearing what you have to say.

So that’s the why, what about the how?

The first step is to choose your webinar topic. Ideally, this should be something with a very clear value proposition and a very clear goal.

That is to say that you should be quite specific in what you teach (a single skill or concept) and that said lesson should have direct applicability to the audience’s lives.

You want something that will demonstrably make their lives better, and that will give people a good reason to show up!

Next you need to identify the right platform. This is what you will use to stream live, and there are pros and cons to each option. The two we recommend are GotoWebinar and EasyWebinar.

While you can use tools like Zoom that are not explicitly intended for this use, they don’t have as many features that are as directly relevant to what we’re trying to do.

Also important is to have slides prepared and a script. This way, you can ensure that your webinar runs smoothly, and that you can provide genuine information.

Think of this like a tester: people are going to use this experience to judge the products or services you are trying to sell. If they don’t learn anything or it isn’t useful, then they will assume that your products or services won’t be good either.

Don’t let that happen!

Of course, there is the option to simply play a pre-pared presentation. This isn’t recommended however, as it can look cheap if you get discovered.