ZOOM!FLORIDA DISPUTE RESOLUTION CENTERANA CRISTINA MALDONADO, ESQ.

MEDIATOR, UPCHURCH WATSON WHITE & MAX

APRIL 23, 2020

APRIL 15, 2020PALM BEACH COUNTY

WWW.ZOOM.US

• Unicorn company - over $1 billion value before coronavirus.

• Competitors: GoToMeeting, WebEx, Google Hangouts, and Microsoft

Team.

• ZOOM is the #1 video conference platform.

• 600,000 people downloaded the platform on 3/29/20 alone.

• Went from 10 million to 200 million users in two months.

• Florida courts appear to be adopting the platform.

ZOOM MEETINGS

PARTICIPANT

TWO WAYS TO USE ZOOM

HOST

HOSTPARTICIPANT

TWO WAYS TO USE ZOOM

TWO WAYS TO LOG IN

1. THE ONLINE PORTAL (VIA BROWSER)

Open www.zoom.us and log in.

2. THE APPLICATION (MOBILE APP or .EXE)

This is what you download.

ZOOM calls it the “Meeting Client.”

LOGGED IN VIA BROWSER(ZOOM.US)

HTTPS://PICRESIZE.COM/

UPLOAD A PROFESSIONAL PHOTO OR LOGO HERE

LOGGED IN TO APPLICATION(APP OR .EXE)

EMAIL LINK

SMART PHONE

TABLET

TOOLBAR MENU

LOGGED IN TO APPLICATION

COMPLETE ACCESS

TO SETTINGS AND

TOOLS WHEN

SCHEDULING &

HOSTING

LOGGED IN VIA BROWSER& ZOOM.US

BROWSER TAB

HOSTING FROM

MOBILE DEVICE =

LIMITED ACCESS TO

SETTINGS AND

TOOLS

LOGGED IN TO APPLICATION

EMAIL LINK

SMART PHONE

TABLET

TOOLBAR MENU

TIME TO JOIN A VIDEOCONFERENCE!

• https://www.youtube.com/watch?v=JMOOG7rWTPg

• 3.5 minutes

• OPEN PPT → CLICK SCREEN SHARE CHOOSE PPT THUMBNAIL → CLICK SHARE →

START PPT PRESENTATION.

• CLICK YOUTUBE LINK → NEW SHARE → CHOOSE YOU TUBE THUMBNAIL → CLICK

SHARE

• VIDEO ENDS: NEW SHARE → PPT THUMBNAIL → CLICK SHARE → NEW SLIDE.

DIFFERENT LEVELS OF FAMILIARITY

•Some people are not comfortable with technology

•Some people are fine with technology, but just

unfamiliar or inexperienced with this program

•PRACTICE & PREPARE – on your own or with a group

AVOID TECH HARDWARE ISSUES

•Click on any prompts to

“Join Audio” and “Join

Video.”

•Be prepared! Test your

tech ahead of time and

use the ZOOM audio

and video tests.

TROUBLESHOOT HARDWARE ISSUES

• Does the host have you on mute?

TIP: Stay on mute and temporarily un-mute yourself with spacebar.

• Did your audio or video device fail?

TIP: Check your computer control panel settings to make sure

headsets and web-cams are connected, active and selected.

• Still having trouble?

ZOOM Video FAQ & YouTube university!

BEST POSSIBLE INTERNET CONNECTION

•Perfect: 1.5 Mbps internet connection & be hard-wired

from your laptop to the router with an ethernet cable.

•Good enough: minimum 600 Kbps internet connection &

private, password protected home or office wifi network.

•Avoid: Public, unsecured wifi networks & “speakerphone”

audio in public places.

•Check your internet speed using SpeedTest.net.

INTERNET TROUBLESHOOTING

Top Five Tips:

1. Plan B: Get participant cell phones at the beginning.

2. Keep open desktop applications to a minimum.

3. Keep family members from using the microwave or

streaming content to conserve bandwidth.

4. Turn off your video and proceed on voice-only.

5. If all else fails, REBOOT.

LOOK PROFESSIONAL!

Top Five Tips:

1. Lighting from the front.

2. Camera at eye level.

3. Normal tone of voice.

4. Solid color tops & ties.

5. Tidy and non-distracting

background.

ZOOM TOOLS

• CALENDAR INTEGRATION DURING SCHEDULING

• OUTLOOK, GOOGLE AND ICAL

• RECORDING

• POLLING

• BREAKOUT ROOMS

• CHAT

• FILE SHARING

• WHITEBOARD, ANNOTATE & REACTIONS

• SCREENSHARE

CALENDAR INTEGRATIONDURING SCHEDULING(APP VIEW)

YOU CAN COPY THE

LANGUAGE OF THE

INVITATION TO

PASTE IN AN EMAIL

OPENS A

CALENDAR

WINDOW TO

ADD THE

MEETING

RECORDING

• ZOOM’s default is to record

your meeting.

RECORDING

• ZOOM’s default is to allow

recording of your meeting.

• Once it’s on, the program tells

you it is recording and allows

you to pause and stop.

POLLING

•Design open ended and multiple-choice questions.

•Option for Participants to answer anonymously.

• Launch the poll during the meeting.

BREAKOUT ROOMS

• If you are hosting on a

tablet or phone you won’t

be able to use this feature.

• Even on a laptop, you must

first enable Breakout Rooms

in advanced settings.

BREAKOUT ROOMS

• Only Host can open Breakout Rooms.

• Host decides how many Breakout Rooms and can re-name them.

• Host assigns Participants to Breakout Rooms. Default is automatic, but manual

assignment is recommended.

• Host opens Breakout Rooms. Participants maybe asked to click “Join Room.”

• Host chooses which Breakout Room to join and can move from room to room.

• Host can also move participants from room to room.

• Participants can see who else is in their room by clicking “Participants”

• Host closes Breakout Rooms. All Participants receive 60 seconds notice.

• When Breakout Rooms close, everyone returns to the Main Session.

CHAT

• If enabled, you can chat with the people in your room.

• Chat can go to “Everyone” or, if enabled, to an individual, using

the dropdown box.

• You can’t chat with someone who is not in your room.

• Communication Backups:

• If you are in a Breakout Room, click “ASK FOR HELP” to call the host.

• Get cell phones at the beginning of the meeting if you will need to

be able to have conversations with people in other Breakout Rooms.

FILE SHARING

• File sharing must be enabled.

• It can be limited to specific

types of files.

• In-meeting, file sharing can be

accessed through the “Chat”

tool

• It works like an email

attachment.

WHITEBOARD & ANNOTATION

1. CLICK SCREEN SHARE

2. CHOOSE WHITEBOARD

3. ANNOTATION TOOLS APPEAR

SCREENSHARE

CLICK SCREEN SHARE

CHOOSE WHICH SCREEN TO SHARE THEN SHARE

USE SCREEN SHARING TOOLBAR TO STOP SHARE

WHAT ABOUT SECURITY?

To report Zoombombing: FBI’s Internet Crime Complaint Center at ic3.gov. Report threats during a teleconference at tips.fbi.gov.

TOP 5 TIPS FOR MORE SECURE ZOOM MEETINGS

1. Use the “Waiting Room” function to instead of the “Join before

Host” option.

2. Require registration of participants.

3. Don’t post your meeting link ID and password on social media.

4. Use the Unique ID instead of the Personal Meeting ID – AND

always use a password.

5. To kick out a disruptive participant, click “Security” and choose

“Remove Participant”, then in “Participants” click “Remove.” That

user cannot return.

WAITING ROOM

• Use the “Waiting Room”

function - NOT “Join

before Host” option.

• Host must “Admit”

participants.

• Customize the Waiting

Room in your Advanced

Settings.

REQUIRE REGISTRATION

REQUIRE REGISTRATION

REQUIRE REGISTRATION

BE CAREFUL OF WHAT YOU POST IN PUBLIC

BE CAREFUL OF WHAT YOU POST IN PUBLIC

• Great idea but…

• Open meeting number

• No password

• Email to listserve,

easily forwarded

• Risky, because anyone

can join

• Can be done more

safely

USE UNIQUE (AUTOGENERATED) MEETING ID AND NOT PERSONAL MEETING ID

AND

ALWAYS USE A PASSWORD

KICK OUT A DISRUPTIVE PARTICIPANT

1. Click “Security”

2. Choose “Remove

Participant”

3. In “Participants” click “Remove.”

4. That user cannot rejoin the meeting.

EXPLORE DIGITAL SIGNATURE PROGRAMS

• ADOBE FILL & SIGN

• DOCUSIGN

• Potential preference for the “Scrawled with finger” vs. the digitally generated

script font signature.

MINI-WINDOW:

GALLERY VIEW SPEAKER VIEW

VIRTUAL BACKGROUND

IN CONCLUSION…

• EVERYONE IS LEARNING.

• THE RULES ARE BEING WRITTEN AS WE SPEAK.

• MONITOR THE ADMINISTRATIVE ORDERS (FLORIDA SUPREME COURT AND LOCAL

CIRCUIT, AS WELL AS EACH JUDGE’S PAGES) TO SEE WHAT IS ALLOWED AND

WHAT IS NOT.

• EVEN AFTER COVID-19, THINGS WILL HAVE CHANGED PERMANENTLY WITH THE

ADOPTION OF NEW TOOLS AND CREATION OF NEW SERVICES.

• NEW CHALLENGES, NEW OPPORTUNITIES.

• SAFETY IS IMPROVING – PRIVACY QUESTIONS ARE NEXT.

THANK YOU! ANY QUESTIONS? CRISTINA MALDONADO

ACMALDONADO@UWW-ADR.COM

(561) 301-5174

BONUS TIPS FOR MORE SECURE ZOOM MEETINGS

1. Limit ZOOM recording to “Host only” or turn it off entirely.

2. Limit screen-sharing and/or chat functions to “Host only” in settings, or

disable chat in-meeting from the Security button.

3. Disable file transfers or limit types of files that can be transferred.

4. Enable “Play sound when participants join or leave.”

5. Know how disable a participant’s camera, screenshare, and chat.

6. Lock a meeting after it has already begun. Click “Security” and “Lock

meeting.”

7. Use virtual backgrounds to mask your background.

LIMIT ZOOM RECORDING TO “HOST ONLY” OR TURN IT OFF ENTIRELY.

• Browser view:

• Admin →

• Account

• Management →

• Account Settings →

• Recordings Tab

• ALL OFF.

LIMIT SCREEN-SHARING AND/OR CHAT FUNCTIONS TO “HOST ONLY.”

• Browser view:

• Admin →

• Account

• Management →

• Account Settings →

• Meetings Tab

• ALL OFF.

DISABLE FILE TRANSFERS.

• Browser view: Admin → Account Management →

• Account Settings → Meetings Tab

• TURN THE OPTION OFF.

ENABLE “PLAY SOUND WHEN PARTICIPANTS JOIN OR LEAVE.”

• Browser view:

• Admin →

• Account

• Management →

• Account Settings →

• Meetings Tab

• ALL OFF.

HOW DISABLE A PARTICIPANT’S VIDEO / CAMERA #1

Click on the

person’s

camera feed

and “Stop

Video.”

HOW DISABLE A PARTICIPANT’S VIDEO / CAMERA #2

Host clicks

“Manage

Participants,”

then clicks on

videocamera

icon next to

person’s name

and “Stop

Video”

KNOW HOW DISABLE A PARTICIPANT’S SCREENSHARE

DISABLE OR LIMIT PARTICIPANT CHAT

DISABLE OR LIMIT PARTICIPANT CHAT

• In Advanced Settings, you can

limit chat so participants can

only chat with you.

• You can also control whether

chat is public or private.

LOCK A MEETING AFTER IT HAS ALREADY BEGUN.