Zoom is a popular tool for video conferencing, and it’s great for hosting online meetings. You can learn more about Zoom at zoom.us.
Here’s a step-by-step guide to help you set up, join, and share documents in Zoom for your GovernorHub meetings!
Setting Up the Meeting
Go to GovernorHub:
Start by opening the relevant meeting folder in the Documents section on GovernorHub.
Open Zoom:
Switch to Zoom in a new tab on your browser.
Note: Only one person in the meeting needs to have a Zoom account.
You can schedule meetings ahead of time if needed, but for now, click the New Meeting button.
Create the Meeting:
After clicking New Meeting, a Zoom meeting window will open.
Click on the up arrow in the Participants button and then the Copy Invite Link option in the menu bar.
Add the Link to GovernorHub:
Go back to the GovernorHub tab, go to the Documents area, and click Add a web link.
Paste the Zoom meeting link (use CTRL+V) into the field.
You can also pin the link to the top of the folder to make it more visible.
Share the Link:
You can also share the Zoom meeting link on your board's Noticeboard, which will send an email to all board members with the meeting details.
Joining a Meeting
Click the Zoom Link:
When it’s time for the meeting, click on the Zoom meeting link in the Documents area of GovernorHub - or Noticeboard.
Open the Meeting:
If you already have Zoom installed, a prompt will appear asking if you’d like to open the meeting in Zoom.
If you don’t have Zoom installed, simply click join from your browser at the bottom of the prompt (you don’t need to install Zoom).
Agree to Privacy Policy:
You’ll be asked to agree to Zoom’s privacy policy and enter your name.
Choose Your Audio:
Select your preferred audio option (either phone call or computer audio).
If using computer audio, make sure to allow Zoom to access your microphone.
Start Video:
You may also need to grant permission for Zoom to use your camera.
Joining the Meeting:
After agreeing to privacy terms and selecting audio/video options, click Join to enter the meeting.
For the Host:
Sharing Documents:
You can share documents as you would in a normal meeting, just as if you were in person.
When sharing documents, remember to keep the content on your screen visible for participants.
Ending the Meeting:
Once the meeting is finished, members should select 'Leave Meeting' at the bottom right of the Zoom window to exit the meeting.
Sharing Meeting Papers
Open the Share Menu:
In the Zoom meeting window, click the Share Screen button (green icon) in the menu bar at the bottom of the window.
Select the Correct Window:
You’ll see multiple options for what to share. Select the window where GovernorHub is open. This will allow other members to view the documents you’re presenting.
Share the Right Window:
Tip: It’s recommended to share a specific window (not your desktop), especially for smaller screens, as it ensures everyone can see the documents clearly.
Closing the Meeting
After the meeting is over, ensure everyone clicks 'Leave Meeting' to properly exit, ensuring cameras are turned off.
By following these steps, you can successfully set up, join, and share meeting materials during your Zoom meetings on GovernorHub!