Tips for Using Zoom Effectively

In today's digital age, remote communication and working have become an indispensable part of our daily lives. Zoom, with its outstanding features, has become a popular tool for online meetings, classes, and social interactions. However, not everyone knows how to optimize the experience on this platform. In this article, Sadesign will provide useful tips to help you improve the efficiency of using Zoom, from setting up an ideal workspace to effective communication and better time management.

1. Automatically schedule meetings

One of the first and most important tips you should know is the ability to automatically schedule meetings. If you manage multiple meetings without an assistant, this can become a huge challenge. To help simplify this process, you can use a third-party app called Zapier. When connected to your calendar app, Zapier will automatically create new Zoom meetings every time someone schedules an appointment. This not only saves time, but also helps you stay more organized.

In addition to creating meetings, you can also share meeting details with your team via chat apps like Slack. When a new Zoom meeting is set up, the join link is automatically sent to the appropriate Slack channel, so you and your team members stay informed without having to check every email or message.

Not only does this save you time, it also increases engagement and connection within your team. You won't have to worry about forgetting to send meeting information or missing important deadlines. Try it today and see the difference!

2. Create recurring meetings with saved settings and a URL

The next tip is the ability to create recurring meetings with saved settings and a unique URL. Zoom allows you to set up recurring meetings, which has a number of significant benefits. First, you can save all of your meeting settings, which saves you time by not having to set everything up again for each meeting. Just set it up once, and you’re ready to go.

Second, using the same join URL for recurring meetings saves you the trouble of sending new links to attendees. They only need to remember one link, which reduces confusion and ensures that everyone can join easily. This feature is especially important if you host classes or training sessions.

If you don't want your meetings to have a fixed schedule, Zoom also offers an "Unscheduled" option. This feature allows you to use the same meeting settings and IDs with the same group without having to schedule them specifically. This is useful for meetings that are irregular but still need to maintain continuity.

3. View attendees

The final tip is the ability to view a list of attendees in Zoom, a useful feature for anyone hosting an online event. When you host a meeting or event, knowing who has joined can help you manage it better and have quality conversations. To get this information, you can go to your Zoom Account Management and look for usage reports.

In this report section, you'll see a list of all the meetings that have taken place. Select the meeting you want to view information about and generate a report to get the list of attendees. Note that you need to be the meeting host or have a role that has usage reporting enabled to do this. This feature requires a Pro, API Partner, Enterprise, or Education plan to use.

Tracking who attended a meeting not only helps you evaluate the effectiveness of the event, but it can also help you develop plans for the future. You can learn who is a regular attendee and who needs to be encouraged to attend more. This will help you create better experiences for everyone in future meetings.

4. Collect information from attendees

In a meeting, knowing who your attendees are can make a big difference in how you organize and run the conversation. To do this, you can ask attendees to provide information such as their name, affiliation, or industry. This way, you can not only create better connections, but also tailor the meeting content to each individual’s needs.

To collect this information, you first need to enable the Registration feature in the Meetings tab of the Zoom web app. Once you have a registration form, attendees will be required to fill out the necessary information before joining the meeting. This helps you get valuable data, while also creating a professional look for the way you conduct your meetings.

Zoom provides standard fields to make it easy to create a registration form. However, if you need more specific information, you can switch to the Custom Questions tab to add new questions or fields. This helps you collect more detailed information from attendees, which you can then apply to your email marketing or CRM tools to create more effective campaigns in the future.

5. Record calls as video

One of Zoom’s most powerful features is the ability to record meetings as video. This is an indispensable tool, especially when you need to share content with people who couldn’t attend the meeting in person or want to review what was discussed. Recording your call ensures that all important information is saved and easily accessible later.

When recording a call, you have the option of storing the video in the cloud or on your personal computer. However, cloud storage is only available for paid accounts, so make sure you choose the method that best suits your needs. Recording your call not only gives you a reference, but it’s also a great way to improve future meetings.

To use the recording feature, you need to make sure Zoom is installed on macOS, Windows, or Linux. If you don't see the recording option, check your settings in the web app or ask your account administrator to enable it. Recording your calls is a simple but essential step to ensure that no important information is missed.

6. Screen Sharing

Screen sharing is one of the key features that enhances the quality of Zoom conversations. This feature allows the host to display the content of their screen to all participants. Screen sharing not only makes it easier for meeting members to follow the content, but also facilitates deeper and more visual discussions.

When sharing your screen, Zoom also offers annotation tools that allow meeting participants to draw and mark up directly on the screen. This is especially useful when discussing visual materials such as models, graphic designs, or charts. These live notes can help clarify important points and create interaction between meeting participants.

With screen sharing, you don’t just present information, you create a more dynamic space for communication. Remember, it’s important to prepare what you’re going to share, so make sure you’re organized and have everything checked before you start your meeting. This will help you appear more confident and make a good impression on your attendees.

7. Co-host

In large or important meetings, having multiple moderators can create a more productive atmosphere. Zoom allows you to assign co-hosts to meetings, which helps to divide responsibilities and create flexibility in meeting management. To do this, simply go to the Meetings tab and select the Co-host option.

Once you’ve started the meeting, wait for your co-host to join and add them to the list. If you forgot to do this, don’t worry! You can select Manage Participants, hover over your co-host’s name, and select Add to find the Set Co-host option. This not only makes it easier to manage your meeting, but it also creates a more collaborative environment.

Note that to use this feature, you need a Pro, Business, Education, or API account with Zoom. Also, this feature is only available on macOS, Windows, Android, or iOS, not Linux or the web version.

8. Breakout Room

Another cool feature of Zoom is the ability to create Breakout Rooms. This feature allows the host to break up a large meeting into smaller groups to discuss or work together. Before starting, you can set up the waiting rooms and approve attendees to join them.

When the meeting starts, attendees are moved to a waiting room and remain there until you approve them. This helps you control the entry process and ensure that everyone is included in group discussions. Creating waiting rooms not only increases engagement, but also creates a safe space for new ideas.

Once the waiting room discussions are over, you can easily bring everyone back to the main room to share what was discussed. This feature is great for classes, workshops, and strategy meetings, helping you make the most of each attendee's time.

9. Customize the meeting interface

Zoom allows you to customize the meeting interface to suit your style and needs. You can change the background, choose the viewing mode (gallery view or speaker view), and even adjust the video size of each participant. This not only makes you feel more comfortable, but also creates a more professional atmosphere for the meeting.

To change your background, simply go to Settings and select Virtual Background. You can choose from one of the available backgrounds or upload your own. This is especially useful if you want to make a good impression on attendees or avoid distractions from your workspace.

Additionally, the view can also be adjusted to ensure you can keep track of the participants in the most effective way. Gallery view makes it easy to see everyone in the meeting, while speaker view focuses on just the person speaking. Experiment with these options to find what works best for you!

10. Note feature

Zoom also offers a note-taking feature during meetings, allowing you to jot down important points without leaving the meeting. This feature is extremely useful for maintaining focus and remembering important information. You can take notes in real time and share them with attendees immediately after the meeting ends.

To use this feature, simply open the Notes tab in the meeting window. You can add notes, highlight important points, and even export them as a document to share with attendees. This helps create a clear record of what was discussed and decided during the meeting.

11. Integration with other applications

Zoom integrates with a variety of applications, allowing you to expand your capabilities and optimize your workflow. You can connect Zoom with applications like Google Calendar, Microsoft Teams, and many other project management tools. This makes it easy to schedule, manage meetings, and share information with team members.

This integration not only saves you time, but also ensures that everything is in sync. You can receive notifications, reminders, and updates directly on the apps you use every day, helping you stay organized and productive.

12. Share documents

Sharing documents in Zoom is easier than ever. You can share files, documents, or presentations right in the meeting without having to send them via email. This not only saves time, but also makes it easy for everyone to access the information they need in real time.

To share a document, simply select the Share Screen option and select the file or document you want to present. Participants will see the content on your screen, and you can discuss it directly. Make sure you have your documents ready before the meeting starts to ensure everything runs smoothly.

13. Conclusion

If you are looking for an effective solution to enhance your online meeting experience, upgrading to a Zoom Pro account at Sadesign is the perfect choice. With the Zoom Pro package, you will have access to many superior features such as organizing meetings with no time limit, the ability to create waiting rooms and co-host, along with other useful tools to optimize your workflow.

At Sadesign, we offer Zoom Pro account upgrade services at reasonable prices and dedicated support from our team of experts. This not only helps you save costs but also gives you the flexibility and convenience of using Zoom for online meetings, classes or seminars. Come to Sadesign to experience quality services and improve your work efficiency today!