Technology Settings.

We’re thrilled to have you join our online training! Whether this is your first online training or you’re a Zoom professional, below please find some useful information designed to help you prepare in advance.

Please take time ahead of your class to download and test your software to make sure you have the setup needed to engage in a productive training experience. It is important that you are comfortable and capably connected to ensure that your attention rests solely on learning the class objective.

Getting Started

A. What to do before class begins?

  1. Welcome to Zoom – Download (or update) the Zoom desktop client for Meetings. We recommend using the latest version (check Zoom for details). Download the desktop client (rather than the web plugins) so you have full access to the Zoom features (breakout rooms, polls, etc.).
  2. Organize your training space – try to give yourself enough time prior to the start of class to ensure your learning space is favorable for a constructive learning experience. Check your environment - being mindful of what is noticeable in your background, and avoid too many items on your desk (other than what you need, like a pen and paper/notebook). Turn off all mobile devices or place on airplane mode. Try to create a learning space that is productive and focused oriented.
  3. Make an effort to have a quiet area – close windows and doors to avoid noisy distractions. Inform others in your home (or office) that you’ll be in a virtual online class for the day.
  4. Test your technology – be sure to test your internet connection, make sure your laptop is plugged in, and close all but essential apps that are needed. Also, set away messages for those apps to let everyone know you’ll be in class, so you may not respond right away. Depending on the class/module, there will be a few breaks throughout the training, to include a 30 - 45 min lunch break (depending on time allotted), you can utilize that time to answer emails and texts.
  5. Ready for your “close-up?” – When using your camera, avoid any direct lighting into the camera. Move or switch off light sources as needed.

B. How Do I Join?

*Please note – a short tech evaluation/screening (15 min.) will be given the day before class to help make sure all tech issues are taken care of. It is not required that you meet the day before but highly recommended.

  1. You will receive the Zoom link prior to the meeting.
  2. Identify yourself by the name as listed on your registration.
  3. To ensure that the technology is in good working order (for both the trainer and trainee), we suggest to please try to join Zoom 30 minutes prior to the training. It is not required, but I do highly recommend it.

C. Training Day Agenda

  1. Each training day starts at variable times – please note - we operate EASTERN STANDARD TIME. We ask that whatever the time of the class, that you try to log in a half an hour before the designated time. This will allow you to get comfortable, test your technology, and you can even chat with the trainer about any questions you may have prior to the start of training.
  2. Once you’ve established that all is well, you can go and get a cup of tea, juice, water or java and rejoin at the class start time.
  3. The Zoom room will be staffed by 1 host (one trainer), unless otherwise noted. When you join, your camera and microphone will be muted. Please be sure to turn your camera on – having a face to a name is helpful and makes the class more personable 😉.

D. The trainer will:

  1. Give a notice that class is beginning (around 5 min before).
  2. Introduce the trainer that will be conducting the training.
  3. Announce breaks throughout the training as well as the lunch break. Take this time to stretch your legs, get a bite to eat for lunch during the lunch break or catch up on any important messages you may have missed.
  4. Once training ends, the trainer will stay on afterward to answer questions. One week after training, a follow-up email will be sent to those who request one. You will have to let the trainer know if you’d like to schedule a 20 minute “Office Hours Follow-up Call.” You will be requested to send your questions ahead of time.

Other matters of concern…

How can I ask questions?

There are two (2) ways – (1) you can ask questions live if the trainer asks or (2) you can write in the Zoom chat box. The in-meeting chat box allows you to send chat messages to other users within a meeting. You can send a private message to an individual user, or you can send a message to an entire group.

What happens if I lose my connection?

Re-join the Zoom meeting by clicking on the link sent to your registration email address.

Will I hear the other participants?

Participants will be initially muted. Most conversations will happen through the chat box in the meeting window.

The host (trainer) controls whether trainees can unmute themselves. You will be able to speak to the other trainees and the host both during the question and answer times as well as during the “breakout rooms”. Breakout rooms separate people in a meeting into smaller groups, where they can have their own private conversations, answer questions, etc., and then come back to the larger meeting afterwards.

It is requested that you use a headset or earbuds. Using your computer speakers or mobile speaker phone will cause feedback when others are speaking.

Do I need a webcam?

A webcam is encouraged, but not required, although we’d love to see those in the classroom with us. You can show your face in the beginning for introductory purposes, but do not feel you need to keep it on for the entire class. Our pre-training survey includes the opportunity to send a headshot so the trainer can introduce everyone at the beginning of class.

Zoom has an interesting feature that allows a Virtual Background option. This Virtual Background feature allows you to display an image as your background during a Zoom Meeting. However, please note that your hardware may or may not support this feature.

Will I hear the trainers?

It is important to test your audio before the class to ensure you’re getting optimal audio and visual function.