Managing Zoom “Rooms” Can be a Fright: 4 Ways to Get it Right
One of the great assets of the Zoom conference platform is the ability to put participants into virtual breakout “rooms” for simultaneous, small-group discussions. While the technology is quite a treat for the online event-goer, the behind-the-scenes choreographing of Zoom room transitions can seem scary!
Fear not! With these tips and some pre-planning, everyone can have a seamless experience, whether it’s for discussion groups after a conference keynote; working groups during a corporate meeting; workshops during a conference; speed networking, or even for fun events like trivia, team-building exercises, happy hour, or even...speed dating (sorry to scare you again!)
Use your skull: Assign Zoom rooms ahead of time and plan transitions in a timestamped “run-of-show”
Use your final participant roster to assign Zoom breakout rooms ahead of time and plot out, in a run-of-show document, the exact timestamps when those transitions will occur. If appropriate, randomly assign Zoom rooms or you may have a strategy for it. If it’s participants’ choice (ie: workshop, discussion topic, etc.) use an online survey like a Google Form or SurveyMonkey to collect their selections in advance. Have a plan in place on how you’ll assist any ghouls who don’t sign up ahead of time or lurk in the main Zoom room.
No ghosting! Encourage participants to add pronouns + titles to their Zoom name
You can allow participants to change the name that is shown in their Zoom window. As with an in-person conference, this acts as a name tag and opportunity for folks to network and make connections during the whole event. In your introductory remarks, opening slides, and “guides” to your event, advise participants to change their name if desired, add pronouns, titles, etc.
Practice Zoom room sorcery: Use music and info slides during Zoom breakout room transitions
Work your witchcraft while “putting” folks into Zoom breakout rooms to make it seem... seamless. Screen share a “We’ll be with you shortly” slide or a slide with the day’s agenda, a fun fact, or shout out during the transition. Play some music from the event’s playlist or whatever will resonate with your audience by sharing your computer audio and pressing play - it will keep the energy going too. (To go even further - while promoting the event on social or email, ask registrants to nominate their “best Zoom-transition song” and play the winners!)
Don’t go it alone! Solicit Zoom-operator help from a tech-savvy colleague, intern, Volunteer (or ELE Consultant!)!
During Zoom breakout room transitions, ask a tech-savvy staff member, intern, trusted volunteer, event partner, (or perhaps an ELE consultant?!) to help manage the backend tasks while you are dealing with Zoom breakout room transitions. Having them monitor the chats, mind the waiting room, or watch the “help” inbox for technical questions, giving you time to work your magic.