I'm going to show you quickly how to schedule a meeting in Zoom. If you want to schedule a meeting
then you can send a calendar invitation as well. So, first you log in to
Zoom and Schedule the meeting. So it's a good idea to give the meeting a really clear topic because
this is what people are going to see in their calendar if they add the Zoom meeting to their
calendar. You can add a description; give it an agenda a few bullet points and that, once again,
that will give the meeting much more focus. You can specify your local time zone and when people
get the calendar entry it will just translate for their time zone. I'm going to keep this
at uh I'm going to make this meeting at 9 a.m. my time in Sydney. You can specify how long the
meeting is going to go for and if you want to make it a recurring meeting you can certainly do that.
So we might be meeting every week at a particular time and we will meet only for the six occurrences
or for seven occurrences or finish on a particular date. That's just a one-off meeting.
We're going to generate your meeting id automatically or use your own personal meeting ID
and there'll be a security code as well. And people- that's the passcode and users who have
the invite link or the passcode can then join the meeting. You'll have a waiting room as well which
means that as people join the meeting give them permission to join the meeting as they're in that
waiting room. You can also limit it even more. Make sure that they are actually signed into Zoom
before they join the meeting it. Set your video to be on automatically as you join the meeting
and you might set your participants meeting - their videos - to be off automatically as
they join the meeting, and then that gives them a little bit of a chance to prepare themselves
before they turn their video on. Or maybe you'll just keep all video off altogether.
And for dial-in options you can specify which countries you're going to
have listed with the local dial-in number for those dialing in over the phone. And
you can just select some countries there and add them in for the selected regions and save that.
Now there are some other options you may be interested in knowing about. One is
that you can allow participants to join any time. So if they're running late but if you,
if you're making a special announcement or a legal disclaimer or something at the
beginning of the meeting, you may not you may want to say “well, hey, if you're not there
then you can't join later.” You can mute participants upon entry. You can do that by
default. You can pre-assign breakout rooms if you know that you've got a group of people. You can
pre-assign them to certain rooms. That can especially work if you're
having regular group calls of the same group of people. Now you can automatically record the
meeting on the local computer and by default that means that when people join the meeting
they will get a message saying “This meeting is being recorded.” They need to give their consent
and just click OK or else they've got the other option of leaving the meeting so that they're
not part of that recording. I think it's always a good professional courtesy to explain to people
that you are recording the meeting and why you are recording it;
how you plan to use the recording. Now you can also, if you want to
get some additional data centered regions they've got special data requirements you can select that.
Similarly, you can approve entry for people only from certain regions or you can block users from
certain regions as well if you want to do that. So you click Save there and at this point you've
got the option to add the meeting to your calendar in Google or Outlook and so too anybody that you
invite will also be given that option to add it to their calendar. Now doing that means that when the
meeting time comes up, you can start the meeting with the link straight from your calendar. You
don't have to come logging into Zoom to start the meeting, although you can do that as well just
when the time comes around and click “Start this meeting.” Now if you want to copy the invitation
just copy it like that and then that is going to be in your clipboard and as you can see
the meeting has got some dial-up locations as well for those countries that I specified. So,
using the Zoom scheduling means that you are making it much easier for people
to know when the meeting is, to have it booked in their calendar and to have the link as well.
And that's easy for you, too. So, that should improve the show up rates or reduce the no shows.