083: 5 Ways to Make Zoom Work for Your Business

083: 5 Ways to Make Zoom Work for Your Business

I want to start by saying “Thank you” to everyone who sent me public and private feedback on last week’s episode, all about Thrivecart. If you haven’t listened to that episode yet, I encourage you to do so. There are so many little nuggets in there that can be relevant to just about every single business based on the feedback I received. Today, I have for you another episode where I am going completely off the cuff, completely unscripted, and this time we’re talking about Zoom. Zoom is a cloud recording, video conferencing webinar platform.Today I’m going to give you 5 ways to make Zoom work well for your business.

The first way to make Zoom work really well for your business is to integrate it.

I have Zoom integrated with both Acuity scheduling and with my G suite calendar. What that allows me to do is create a one-to-one relationship between the Zoom meetings that I have on my calendar and Zoom activity that is sitting inside the Zoom application. This will do the same thing for you and/or an assistant who is scheduling things for you All I need to do when I’m on my Google calendar is to click “Make this a Zoom Meeting” and then I just hit the schedule. I get to send out an invitation to the person that I’m making the meeting with, which makes it really easy to create appointments on the fly.

I like to pair that with the fact that I have Zoom integrated with Acuity scheduling. So when I send someone an Acuity scheduling link, dynamically on the back end of acuity scheduling, I have it set up so that it creates a Zoom event as well. Again, this makes it so that there is a one-to-one relationship. It makes it so that when you go into Zoom to start a session, you know exactly what you’re scheduling.

Essentially what this means is that instead of it saying “Jamie’s Personal Meeting Room” for every appointment when it’s recorded, it’ll say, for example, “Jamie and Elizabeth”. With this integration it will say whatever you set it up as in Acuity or in your G Suite Calendar. So it makes it much, much easier. So again, the first way to make Zoom work for your business is to integrate Zoom with your calendaring systems so that there is a nice tie in between them.

The second thing that I think will make Zoom work so much better in your business is to have Zoom set to auto record.

The last thing you want is to get into a really amazing conversation with a client or a lead and start wrapping things up or figuring out you forgot to hit record. It doesn’t take a lot of extra space to record and then delete. Rather than not having it, it’s a security blanket. There’s no reason not to set Zoom to auto record again. If it’s something that you know you do not want to record, as soon as you jump on, just hit stop recording and you don’t record that session.

And with that, part two of section two is when to use local recording and when to use cloud recording.

For me personally, I set up all of my recording to be local recording cause it’s easier for me to manage and maintain. However, cloud recording is so, so practical and so functional. Why? Because you can share those sessions easily with the attendees without having to wait and upload to Dropbox or Google Drive.. I like to use the Zoom Cloud Recording feature when I know I want to share that content that I have recorded temporarily inside of Zoom so that someone else can download it and use it, but I don’t plan on keeping it long term. That’s how I differentiate it.

I have my local storage for things that I want to keep or that I want to produce or I want to use in some way, shape or form. I record this podcast locally. There’s no need for someone else to have access to that recording. So there’s no reason for it to be sitting on the cloud. Whereas, if I am having a meeting with a client and we’re doing a wrap up call, I would love to have that recorded in the cloud so that all I have to do is provide them with the linkso they can download it. This is a way I can keep the transfer of knowledge easy and I have less manual work to do.

The third way that I believe you can make Zoom works super well for your business is to take advantage of the ability to add and remove the Zoom Webinar feature.

Zoom is a cloud meeting platform, which means that when everybody comes onto a cloud meeting, they all kind of show up in that Brady bunch style, so you’re going to have all the little windows. I’m seeing all the pretty faces of everybody who is there. Zoom also has a webinar feature which looks different.

You’re going to be on as a host. That means there’s going to be a chat module and you can bring on a co host, someone else on video, but everybody who is attending is only a viewer. They are only watching. They’re only able to type in comments and things like that. This means they’re not actually on camera. So they can’t interrupt the flow.

Zoom Webinar is a very effective tool to disseminate information in a webinar style.

You can simulcast it into your Facebook group, onto your Facebook page, over onto YouTube or wherever it might be that you can do with Zoom Webinar. You cannot do that with Zoom Meeting. But the purpose of Zoom Webinar versus Zoom Meeting is different. I like the fact that if you are in launch mode, webinar mode, or teaching to the masses mode you can use a webinar feature. It just polishes things up that much more. And if you’re not using it, turn it off. It is a month-to-month subscription. You can turn it on for one month and have it off for three. Then when you’re ready, you can launch it again.

So we’ve covered the difference between Zoom meeting versus Zoom webinar. We have covered when to do use local recording versus cloud recording. And we have talked about how to integrate Zoom with your calendar and scheduling apps. Now I am going to jump straight over to the Zoom website. I am going to call out a few things that I see here. And this is the fourth thing that we’re going to talk about.

Let’s talk about what needs to be set and then forgotten about through the Zoom.us website interface.

I am on the Zoom website. I am under admin and I might be under account settings. What I like to think of as this section is “The set it and forget it section.” You’re going to set this information once and probably never have to go back in. If you have someone setting up your tech for you (which I highly recommend), they will probably set this up for you and you’ll never even know about it. It is where you can set how people enter your meetings. The type of things you will set up here is:

  • Whether participants video is on or off
  • If the microphone is muted or not.
  • Whether sessions require passwords and who can join
  • If participants can join before the host
These are just a few of the things that you can set up here. And on this screen, you’re also going to set up your basic and advanced in meeting elements. So if you’re going to use encryption, turn it on. You will set up if you’re going to allow chat, and private chats and auto saving of chats. And if what people are allowed to send. Are people allowed to send files or not?

You can even set it up to allow as a host to have a co host, which can be very beneficial if you really are both going to be hosting the event. If you’ve got that on a regular basis, set it up so that you have that opportunity when you are inside the app.  The idea here is to set up the functionality of the app once and never have to really go back in there. Inside this page you also have the ability to create breakout rooms, do remote support, and do HD video. You also have the ability to set up far end video control and a number of other things that you just have to think about once.

This is the kind of thing that we do in a Tech Breakthrough Session. If you want to set up Zoom, let’s set it up right and then you don’t have to worry about it again.

So then there’s two last sections here. There’s the email notifications in the admin options and these are basically, I just say if Zoom is going to send you emails, let them send you emails. If they get annoying, we can turn them off and the admin options basically just leave them as default. I wouldn’t even worry about them.

Before we leave this account settings page, there is a second tab and a third tab.

The second one is on the recording elements and the third one is on the telephone. I am going to ignore telephone because you’re going to want to take advantage of using Zoom Meetings through the computer. The basic settings under recording are to enable almost everything for recording because you want to be able to go back to whatever you need. It just makes it easier. Generally, I have almost all of my check boxes, checked and enabled. I would recommend that for you as well.

Now for the fifth and final way to make Zoom work really well for you, it’s a matter of us understanding of you, understanding what exists inside the app itself.

There are four buttons on the home screen which are pretty self explanatory. There is also a “gears” button. This is kind of where I wanted to hang out with you for a couple of minutes. The “gears” inside the app are not 100% the same as what we just set through the website. We still have general options. And we still have video options, audio options, chat options, all sorts of things like that. The idea here is again to set it and forget it. But you have to set both the website and the application settings.

As I said already, I am more than happy to do this with you. If Zoom is something that you want to use effectively and not say, “Oh, I wish I had done it better”, let’s set up a time to talk about it.

We’ll be able to get it so that your Zoom is optimal for your business. This means it will be optimal for the type of business that you have for how you do your calendaring, your scheduling, your automations. And in that regard, for determining what to record locally versus in the cloud. Of course, we will make sure it’s optimal for making sure that you are using Zoom Webinar when you should be using Zoom Webinar.

It’s only $40 a month to do it and again it’s on a month to month basis. So there’s no reason to say, “Oh, I’ll just make the Zoom Meeting work and I’ll just mute people and you know, turn off their cameras or whatever”. Don’t stress yourself out with trying to make something that might be a little bit less expensive, work in your business. Use the best, right tool for your business in the exact right time. This is why I encourage you to consider getting it set up properly from the start.

I really hope that this overview of Zoom has been helpful, has been functional, and has been enjoyable for you.

I know it has been for me! And I look forward to helping you tackle more with your technology as we move into, believe it or not, Q four of 2019! I am also super, super excited that the next three weeks of the podcast are going to be another series! Make sure you come back on Monday! Or if you’re listening in the future you’ll see that there are six episodes all dedicated to this series.

I cannot wait to share the series with you and before we go, do yourself a favor, reach out to me on Instagram and ask me a tech question. You never know. I might do an entire podcast episode about it just for you. I would love to hear what you are working on, working with, and working through when it comes to tech.

If you enjoyed the show, please subscribe, share, rate, and review on Apple podcast, Stitcher Radio, Overcast, or wherever you download your favorite shows. You can also check out the show notes and learn more about me techofbusiness.com.

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