VIRTUAL GROUP FACILITATION Zoom Training and Facilitation Tips

VIRTUAL GROUP FACILITATION Zoom Training and Facilitation Tips for Just Faith Ministries Led by: Alexandra Barrett

A G E N D A Norms Warm up question Chat window feature What is Zoom? How to use Zoom Seeing it in action! Breakout rooms feature Keeping Zoom Secure Q&A: Putting it in Practice 2

NORMS FOR TODAY’S TRAINING • God has given each of us gifts that are given in the hope and expectation that these gifts will be shared. I will participate fully and share in the responsibility for the group’s process and experience. • In order to more fully participate in authentic dialogue, I will do my best to find a quiet place where I can turn on my video. • If I am having a hard time getting a word in, I will use the chat function to let the group know I’d like to contribute to the conversation. • Please say your name when you speak up. • Be open and ask questions. We are all learning together. • Please interrupt with questions/clarification needs. • Perfection is not the goal. Note: you can find Just Faith Ministry’s Group Guidelines for Virtual Communication in your facilitator account (and at the end of these slides) 3

Warm Up Questio n What fictional world/universe would you most like to live in? I’ll want a few people to share out loud; and others can put in the chat window. 4

ZOOM TOUR This is what a host’s Zoom screen looks like (on a computer). The meeting “host” is typically the person who schedules the meeting. Zoom is a cloud-based video conferencing 5 platform

SCRE EN SHAR ING Tip! It is most seamless to share the full screen, rather than an individual application. 6

SCREE N SHARI NG, CONTI NUED While you are screen sharing, you are still able to access: - Mute - Manage participants - Chat - Recording To access the below tool bar, hover your mouse at the top of your screen to reveal it. If you are playing a video, be sure to click on “more” and turn on your computer sound. 7

BREAKOUT ROOMS Only a “host” can create & launch breakout groups. 1 2 3 4 As a host, you can “join” a room, or “broadcast” to all rooms 8

LET’S TRY IT OUT! I am now going to send you into breakout rooms. A window will pop up – click on “accept” In your small group – please • Introduce yourself • Share where you are from This will be quick! Only 2 minutes in the breakout rooms. Click on the “return to meeting” button when it shows up on your screen. 9

ZOOM SETTINGS 1. Go to the Zoom webpage and sign in 2. Select the Settings Tab 10

SETTING S THAT MATTER FOR FACILITA TORS (“HOSTS ”) q Don’t forget to turn off “Join before host” & turn on the Waiting Room q Turn on: “Mute participants upon entry” q Chat settings – based on the type of session, you may want to consider the following: ü Chat with everyone (recommend: ON) ü Private chat (recommend: OFF) ü Transfer files (recommend: OFF) ü Record the session (recommend: OFF) q Turn on: Co-host [and add co/alternative hosts when scheduling a meeting!] q Turn on: Breakout room q Turn on: Show a “Join from your browser” link q Turn on: Mask phone number in the participant list (under “telephone”) 11

In order to schedule a meeting: 1. Go to the Zoom webpage and sign in 2. Select the Meetings Tab 3. Click on “Schedule a New Meeting” 4. Fill out the fields (time, date, name, settings) and save 5. To send to meeting attendees you can send to them via Gmail or Outlook, or message them the URL link that has been created (click on “copy the invitation” and paste into a message) SCHEDULING A MEETING 12

KEEPING ZOOM SECURE The best way to protect yourself, and those of the JFM community, is to be diligent with meeting links and passwords. Most attempts to access meetings uninvited are thwarted by using these, as well as implementing waiting rooms. There are universal settings on the parent account that can be set for all users – by doing this, you can ensure all of your JFM accounts are set up for the highest security. NOTE: When you share your meeting link on social media or other public forums, that makes your event … extremely public. ANYONE with the link Recommended default settings to turn “on”: ü Passwords on meeting invites and instant meetings ü Passwords for those joining by phone ü Host-only sharing of screens unless a participant is approved ü Waiting rooms Turn off: ü Private Chat ü File transfer ü Annotation ü Allowing removed participants from rejoining 13

ADAPTING SESSIONS TO VIRTUAL Activity Virtual Adaptation Options / Considerations Welcome & Opening Prayer In order to do a shared reading, the host can: Option 1: share the reading on their screen Option 2: send as a file in the chat window Option 3: send as a file in email prior to the meeting Tip: preassign readers and/or ask participants to name who they pass it to next Video & Discussion In order to watch a video, the host can: Option 1: show the video by sharing their screen Back-up: send the video link to participants to watch on their individual devices (instruct everyone to mute their mics while watching) Option 2: ask participants to watch the video prior to the session (send email) Break Don’t forget a break – just as important in a virtual meeting! Announcements No changes needed Reading Discussion No changes needed As you plan to shift your sessions from an inperson format to an online one, here’s an example of how you might adjust the agenda. MATERIALS TIP: Send an email to prep participants to find materials they need for the session in advance 14

TEMPLATES & RESOURCES Use these slides with your groups!

TIPS FOR GROUP FACILITATION ü Share relevant info prior to the meeting (i. e. agenda, objectives) ü Set clear norms & expectations for virtual engagement AND share them every time you start a call even if it feels repetitive ü Make trainings/meetings interactive! Share docs, polls, use the chat, nonverbal feedback icons ü Do a virtual icebreaker, “log in question, ” or check-in at the start of the meeting ü Preparation is key! Test your technology and have a back-up plan ü Assign admin roles: timekeeper, notetaker ü Break into breakout groups for smaller group conversations ü Have the facilitator call on people to share their thoughts 16

GROUP GUIDELINES FOR VIRTUAL COMMUNICATION • God has created each of us uniquely, and I recognize that everyone comes to this experience with very different backgrounds, experiences and views. I commit to honoring differences , knowing they add to the richness of the group’s experience. • God frequently speaks through the unfamiliar and different. I will listen intently in order to fully understand different points of view, realizing these other views will help with my own evolving journey. • • Listening is an act of love and care. I will always listen respectfully and constructively. • Because focus is crucial to intentional listening, I will not multitask while on a call. How I treat another person is much more important than my opinions and perspectives. I recognize that we are looking • for truthful insights within potentially different views. I will respectfully seek clarification of other perspectives to add to my understanding. If I choose to disagree with a perspective that is different from mine, I will do this respectfully and lovingly. Because God made us, all persons are of equal importance and value, and all voices are important. I commit to • assuring that everyone has an opportunity to speak , and I will encourage others to speak before I speak again. God has given each of us gifts that are given in the hope and expectation that these gifts will be shared. I will participate fully and share in the responsibility for the group’s process and experience. • In order to more fully participate in authentic dialogue, I will do my best to find a quiet place where I can turn on my video and stay off mute. • If I am having a hard time getting a word in, I will use the chat function to let the group know I’d like to contribute to the conversation.