HANDBOOK FOR

VIRTUAL MEETING
ETIQUETTE
Tips & Guide for Virtual Meeting
Etiquette
For Maybank Group-wide

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Any unauthorised sharing will be subject to appropriate disciplinary action.
TABLE OF
CONTENTS
3 Purpose

4 Why Virtual?

5 Virtual Meeting Etiquette

6 Quick Tips for Virtual Meeting
7 Hybrid Meetings
8 Virtual Meeting Etiquette

10 Hosting Virtual Meetings & Engagements

11 Which Virtual Engagement is Right for You?
12 Virtual Event Timeline
13 Quick Tips for Hosting Virtual Meeting
14 The Basics - How to Host a Virtual Event
18 Host View on a Meeting
19 Attendees View on a Meeting
20 Host/Panellists View on a Webinar
21 Attendees View on a Webinar
22 Discover Top Zoom Features
24 Live Troubleshooting
 PURPOSE

PURPOSE
Maybank has always been at the forefront of innovation, in the way we do business,
the way we look for opportunities to effect fundamental positive change, creating
value for our employees, customers and communities. In 2020, with intense
facilitation, we reached 82% of our Malaysia workforce working from home from the
initial 80% on-site, unprecedentedly setting examples to many of our peers and
competitors to emulate.
Additionally, as part of our strategy and efforts in embracing workplace futurisation
for the Bank, Maybank has introduced the Mobile Work Arrangement which
formalizes our remote working policy. We continue to recognize diversity and
inclusivity in all our people practices as we recognize that there are employees who
thrive with the flexibility of working from home. The ‘Maybank Office’ will now see a
blended arrangement with employees working in the office, at split locations, and
working from home.

As we transition to working in a hybrid environment, Maybankers are now

shifting from in-person meetings and discussion to virtual meetings and
events. More and more teams are facing a new reality: connecting remotely
with their colleagues. Enabling a remote workforce is not “business as usual”
whereby there are critical differences in communicating in-office and
remotely. The Bank is committed in ensuring that Maybankers consistently
experience increased productivity, efficiency, and employee morale.

‘Working Together in the New Maybank Office’ aims to answer one simple question:
“How do we communicate and conduct events remotely?” Whether it’s working from
home as a team or going on hybrid, the question of “how do we do this?” is worth
tackling for. From this user guide, we hope to provide guidance as well as tips and
tricks on working together virtually especially as we work towards building a hybrid
workforce.

03

Convenience
Virtual events bring a lot of
natural convenience to the
users and audience. More
than saving the hassle of
using real-time devices
such as projectors and
paper presentations, virtual
meetings also allow for ‘all
hands on deck’ meeting,
even when others are not
physically present and
working from home.
Global Aim
To strengthen our position as
WHY VIRTUAL? a global organisation with
global mindset and practices.
We continue to explore new ways of
engagement and communication to ensure Flexibility
Maybankers can continue to engage and Virtual events make it
experience increased productivity and possible to have a multi-use
efficiency while working remotely. This is part of event space that is
our efforts in building a hybrid workforce as we accessible at any time
continue to achieve milestones and accelerate across the globe. Because
our M25 aspirations as we truly digitise virtual events take place
ourselves with new ways of working. online, we have the flexibility
in how we broadcast the
events.
WHY VIRTUAL?
Expand audience
and inclusivity
Virtual events allow people
with personal or logistical
challenges to be included,
adding elements of
diversity, equity, and
inclusivity in our strategy.
Time & Money Savings
Although virtual events do
require some setup time
and equipment, it supports
less expenditure on
transportation and time
saved for other simple
pleasures such as spending
time with loved ones and
catching up with online
courses.
Greater Efficiency
Opportunity for us to be
even more productive and
innovative with greater
flexibility and nimbleness by
reducing bureaucracy.
04
VIRTUAL MEETING
ETIQUETTE
 VIRTUAL MEETING ETIQUETTE

QUICK TIPS FOR VIRTUAL MEETING Refer to pages 8 and 9 for more tips

Always ensure you have the latest version Find a quiet area
and test your settings • Set up your own private space to
minimise interruptions.
• Ensure that you have the latest version via zoom.us/support/download.
For your smartphone, check the App Store or Play Store for Zoom app • For security reasons, do not have your
downloads work Zoom discussions in an open area
• where external parties can listen in
Do your tech checks before you start, so you can be sure your video and
audio are working the way you want it to. Go to zoom.us/test to test your • Use a headset, earphones or audio
• earbuds to further secure your
settings beforehand
conversations
If you need help, obtain the necessary assistance from the Maybank IT
Helpdesk via the 1-800-88-1008 hotline, email
maybankhelpdesk@maybank.com.my, or via the virtual Maybank IT
Helpdesk
(Zoom Meeting ID: 680 088 1008, Meeting Password: MBB@vmc8).
Switch on your webcam
• Keeping your webcam on during Zoom
meetings enables you to be more
Be punctual and pay Mute your mic if you’re not Dress appropriately engaged as well as accountable for your
attention talking
• Connecting with others with the
presence during the meeting. It also
helps reduce the feelings of isolation as
videocam on is encouraged for a more
• Like any meeting, be respectful of other most are unable to see each other
• Background noise can be really engaging touch but do remember to
attendees’ time, and don’t be late. face-to-face due to the ongoing
distracting. Hit mute if you’re not sharing dress appropriately
COVID-19 situation.
Pay attention and don’t multitask during anything. • For formal zoom meetings, such as board
• Zoom discussions as it’s easy to lose • If for some reason you are unable to
meetings, do ensure to wear formal attire
track and be disengaged when not switch the webcam on, or need to go out
meeting face-to-face. of frame, do inform the host

06

HYBRID MEETINGS
If you are at the once while others log in virtually, further guidance on
virtual etiquette to observe during hybrid meetings:
1 - Make sure you can be seen
Unless the room is a Zoom-enabled conference room, log in with your video on just
like everyone else. You may need to mute your microphone and turn your volume
down to eliminate audio feedback.
If there is only one camera, try to maintain your position within the frame and don’t
lean out of the picture. The video is there to provide employees with the best chance
to simulate being together. If you can’t be seen, move yourself or consider setting up
another camera.
2 - Be inclusive
Include virtual attendees in pre-meeting chit-chat. As a host, you may open up the
virtual room earlier to enable pre-meeting conversations for physical and virtual
attendees.
3 - No whispers
Don’t start a side conversation with another person in the room where no virtual team
members can hear it. As a reminder to be inclusive in our meetings with all
conversations heard by all attendees.
4 - Post-meeting conversation
Some of the best conversations happen after the meeting is over. Instead of chatting
with people in the room, allow the opportunity for a post-meeting catch-up in the
virtual meeting too. You may debrief the call and catch up for a few minutes with all
attendees.
The rules have changed.
As with most things, digital has changed the face of meetings. Proper virtual meeting etiquette for
attendees is new and changing every day. Let’s all embrace this new way of working by being
respectful and inclusive starting with ourselves and others around us.
VIRTUAL MEETING ETIQUETTE
Some tips to help you with your Zoom
Presentations
Some tips for employees who are required to present on Zoom:
Use engagement tools
This comes in handy when you are running a workshop or an engagement session. Make
full use of everything Zoom has to offer. Screen share, annotate shared content, send out
a quick poll, solicit feedback in chat, split your attendees up into video breakout rooms,
send attendees to a website and have them fill out a Google Doc. Do whatever it takes
to keep your audience actively engaged.
If feasible, stand up!
This keeps you dynamic and energetic. You can do this during your virtual meeting by
using a standing desk or any space that allows you to stand just like a presentation in
person.
Don’t get too close
Position yourself so the camera is seeing you from the chest or waist up, instead of just
seeing your face. This is more natural for the viewer (after all, in an in-person meeting
you’re usually seeing more of a person than just their face). This is especially beneficial for
your audience to be able to see your body language more than just your facial
expressions.
Your best teacher is yourself
Record yourself and watch the playback with a critical eye. Did you talk too quickly? Too
many ums and ers? Even send the recording to a friend who you know will give you
candid feedback.
07

MEETING ETIQUETTE
Virtual Meetings
1 - Be early and test out your tech
beforehand
Dealing with technical difficulties is a common
challenge with videoconferencing. To help avoid it as
much as possible conduct a test of your technology —
computer, applications, camera and microphone – to
ensure everything’s functioning properly before the
virtual meeting begins. You don’t want to delay the
start of a gathering because no one can see or hear
you.
Check: Do you have a stable internet connection from
that corner of the room? Is your laptop well charged (or
do you at least have a charger at the ready?.
2 - Mute when you’re not speaking,
unmute when you are
Get into the habit of turning on mute whenever you’re
not speaking or finished speaking. This will save the
group from hearing weird audio feedback, any side
comments you might accidentally make, construction
going on behind your house, your kid’s TV show playing
the background, and so on. And then every time you
plan to say something, make a conscious habit of
checking your mute settings and unmuting yourself.
VIRTUAL MEETING ETIQUETTE
As our ways of working has now evolved to include online interactions
through virtual platforms, be reminded to observe following guidance when
connecting your colleagues via Zoom:
3 - Turn on your video
Video is a powerful way to maintain a human connection in
a virtual meeting. Starting a call with a bunch of blank
screens is pretty cold and impersonal.
If you are uncomfortable sharing your background, apply a
filter or a blur. “I didn’t brush my hair” is not a valid excuse
to keep your video off during a planned business meeting.
If connectivity or bandwidth is a problem, let everyone
know you are going to turn your video off after saying hello.
4 - Turn off or silence loud notifications
This might be tricky for employees who are constantly on video
meetings for the day, but still like to have an audio cue for new
messages. This tends to be quite distracting when new
emails/messages that keep chiming especially when you are
speaking.
5 - Don’t multitask VIRTUAL MEETING ETIQUETTES
Other attendees can tell pretty easily if you’re reading an
article or answering emails on a video call, or if you’re texting
and multitasking. Do your best to curb distractions when you’re
supposed to be engaged in a meaningful virtual meeting.
Think of it this way: Don’t do anything it wouldn’t be polite or
appropriate to do during an in-person meeting or conversation.
08

6 - Present a clean, calm background
Clean up the space around you as well as you can and make sure
the background is pleasant enough to look at. It doesn’t need to be
perfect, but it’s worth some effort. You may consider using Maybank
virtual backgrounds if your device enables that.
7 - Get dressed. Be screen ready.
How you present yourself matters. Dressing appropriately is a sign of
respect and consideration for other colleagues and attendees. Be
ready regardless of on or off screen.
8 - Make “lens” contact
There’s a lot to see on your screen during virtual meetings: images of
yourself and your colleagues, the main presentation or an ongoing
transcript of the text-based chat between participants. But don’t
get distracted. Make “eye contact” with others in the meeting by
looking at the camera when you’re talking and listening.
9 - Embrace the pauses
Interruptions are challenging in in-person interactions, but they’re
even more frustrating during virtual ones. Plan your pauses in
between conversations and presentations to allow comments or
feedback. You may also use the “raise hand” feature should there be
any comments or feedback. This mitigates interruptions and
confusion on a multi-person call like a large meeting or seminar.
10 - Don’t assume you’re off camera
When a meeting is over, be extra-careful not to say or do anything
you would not want others to see until you are completely sure your
camera and audio are off and the meeting has ended. Always
double check your audio and camera functions.
VIRTUAL MEETING ETIQUETTE
11 - Pay attention when sharing your screen
If you’re sharing your screen during a virtual, minimize the number of
windows and tabs you have open so it’s easy for participants to see
what you’re talking about.
12 - Stay put
If you are joining the meeting on a mobile device, avoid walking
around or shifting too much, which can make more sound than you
realize and be disorienting to others. Place your device on
something stationary, if at all possible, and try not to fidget.
13 - Don’t talk over people
In a virtual meeting, it’s hard to know exactly who spoke first. Be
ready to let the other person speak ahead of you. If you need to
complete a statement, you may consider using statements like,
“Ally, allow me to finish this thought, and then I’d like to hear what
you have to say.”
14 - Signal to others
Also signal to others when you are in a meeting: If you share space
with others, let them know you are getting on a meeting to avoid
disruptions during the call.
15 - Have an agenda
If you’re leading a meeting, stick to the agenda. It’s especially easy
to go off topic in a virtual meeting. For better productivity and focus,
try to limit your agenda items and send them out to participants
beforehand.
Or make a decision if a meeting is needed. Understand the need
and purpose for the virtual meeting.
09
HOSTING VIRTUAL
MEETINGS &
ENGAGEMENTS
 HOSTING VIRTUAL MEETINGS & ENGAGEMENTS

WHICH VIRTUAL
Virtual events, like in-person events, can cover anything, but typically there are three
types of virtual events: webinars, meetings, and hybrid. When you want to plan a virtual
event, ask yourself some self-check questions to keep you on track:

ENGAGEMENT IS • Why are you hosting this virtual event?

• Who are you inviting to this virtual event?

RIGHT FOR YOU? • Does your event involve 2-way communication?

Here are some comparisons for virtual events to guide you in choosing your perfect event.

WEBINAR MEETING HYBRID EVENT

Objective/Purpose Resembles virtual lecture hall/auditorium where Ideal for hosting more interactive sessions where you’ll Ideal for co-located teams who wish to have both
panellists and host present a topic that is relevant, want to break your session into smaller groups. in-person and virtual experiences.
and informative to others.

Audience Type Maybankers or public (group townhalls, product Maybankers or public (team syncs, sales demos, Maybankers or public (group townhalls, board
announcement, seminars etc.) customer-facing meetings etc.) meetings etc.)

Audience Size Large audience & public broadcasts (up to 30,000 Small to large groups (up to 1,000 attendees) Small to large groups (depending on which event
attendees) settings you choose)

Two-way communication X / Subject to which event settings chosen

with panellists/hosts

Features Attendees can view, listen, do polls & use Q&A Attendees can listen, interact, screen share N/A
function & use reactions

Content Type Live & Pre-recorded Live & Pre-recorded Live & Pre-recorded

Sight Attendees are not visible to panellists/hosts Attendees are visible to hosts and others Subject to which event settings chosen

For more info on these virtual events, please refer to https://support.zoom.us/hc/en-us/articles/115005474943-Meeting-and-webinar-comparison

11

VIRTUAL EVENT
TIMELINE
BEFORE
at least 2
months before
Establish virtual event
1 goals and objectives
Define target audience &
2 virtual event format
Create a virtual event
3 budget (if you need any)
HOSTING VIRTUAL MEETINGS & ENGAGEMENTS
6 Promote virtual event
LIVE!
Identify your technical During
5 support within your team
AFTER
the virtual event
Build an event content
4 plan:
Engage virtual event
a. Be aware of session 7 attendees
length. If the content
format doesn’t vary and
isn’t engaging, then keep
sessions shorter than you Apply key learnings to
might at an in-person Capture attendee data 11 future virtual events
event (using Zoom, you can
b. Train speakers before the 8 capture attendance,
event and ensure their how long attendees
equipment is working engage and more).
c. Integrate engagement Analyze the data from
opportunities, such as
live Q&A and polling, into
10 the virtual event
Perform a feedback
the sessions
d. Test your technology and
9 survey at the end of the
event
record the sessions that
will be on-demand
ahead of time
12

QUICK TIPS FOR HOSTING VIRTUAL MEETING
Use headsets or earphones
This will give better sound quality. Speak
directly into the mic and remember to mute it
when not speaking to limit background noise.
Use names and give
context
When responding to chat comments, repeat
the relevant remarks and make clear who
you’re responding to.
Speak clearly and steadily
This will help ensure everyone can
understand you. And try to modulate your
voice, to keep people interested and
engaged.
Keep slides simple
Keep to a single thought per slide to help
participants understand and focus on what’s
being discussed. It’s better to have more
slides with fewer things on them.
Establish etiquette
guidelines
Agree to a system to give everyone a voice.
Use the ‘hands up’ functionality to give
opportunities for the audience to ask
questions and use chat functions to allow
everyone to contribute.
Engage participants
regularly
It’s hard to simply listen online for a long time.
Invite participants to give comments or ask
questions and use tools like chat or polls.
HOSTING VIRTUAL MEETINGS & ENGAGEMENTS
Repeat the question
The meeting chair or presenter should repeat
questions they ask or before answering them,
to ensure all participants are aware of the
original question.
Be clear about actions and
summarise
Spell out clearly any actions that need to be
taken and by whom. Summarise meeting
takeaways and circulate notes promptly.
13

THE BASICS
How to Host A Virtual Event
Questions to ask when planning a virtual
event/meeting:
• Will the content be live, recorded, or a
mix?
• How many attendees are we expecting?
Is there a limit to the number of
attendees based on our Zoom license?
• What are the KPIs for your event? You
may build on goals around session
registration and feedback surveys
• What happens if you have connectivity
issues?
• How will the recorded
presentation/meeting be shared with
attendees after the event?
• How long will the sessions be?
• Do you have enough manpower to be
part of the technical team for the event
(i.e., assigning people to breakout
rooms)?
Conducting a Virtual Event
Zoom collaboration platform allows users to create webinars and virtual meetings either using the
Zoom app or Zoom desktop client. Here are some basic ways you can create and host your virtual
events:
Webinars
Scheduling a webinar with registration
1. Sign in to the Zoom web portal at
https://us02web.zoom.us/ and click My Account
2. In the left navigation menu, click Webinars. You
will see a list of scheduled webinars. Select
Schedule a Webinar.
HOSTING VIRTUAL MEETINGS & ENGAGEMENTS
3. Select the Registration option to require
registration. If registration is required and the
webinar is a reoccurring event, specify one of
the following options then click Schedule:
• Attendees register once and can attend
any of the occurrences
• Attendees need to register for each
occurrence to attend
• Attendees register once and can choose
one or more occurrences to attend
Note: If you schedule a recurring webinar with
registration, editing the recurring webinar will
cause you to lose registration data, meaning
registrants will have to register again.
14
 HOSTING VIRTUAL MEETINGS & ENGAGEMENTS

Note Setting registration approval

• If you want to convert your webinar to a meeting, click
Convert this Webinar to a Meeting below the Webinar
Options section after you schedule the webinar. Options like
Q&A, multiple-answer questions, webinar-related email
settings, surveys, and registration report will be deleted.
Before you send out the link for your registration page, you will want to ensure you have your registration approval settings
configured to your needs. Below details how to set manual or automatic approval
Note: There are plenty of other options to configure registration, such as additional questions, registration caps, email
settings, and others.

1. Automatic Approval 2. Manual Approval

• If you also require authentication to join your webinar, your • With your webinar now scheduled.
registrants will need to register with an email that is Scroll down to the bottom of the
associated with an active Zoom account. This must be done webinar details page to view the
before registration can be completed. If you select Sign in to registration options under Invite
Zoom with specified domain, you can't add any domains that Attendees.
are included on the domain block list.
• Next to Approval, it will list
Automatically Approve or Manually
Approve.
• If it lists Manually Approve, click
Edit on the right side.
• In the Registration tab, select
Automatically Approve.
• Click Save All.
• Copy the registration URL or the
invitation to share with your
attendees.
• With your webinar now scheduled. Scroll down to the bottom of the
webinar details page to view the registration options under Invite
Attendees.
• Next to Approval, it will list Automatically Approve or Manually
Approve. If it lists Manually Approve, click Edit on the right side.
• In the Registration tab, select Manually Approve.
• Click Save All.
• You can copy the registration URL or the invitation to share with your
attendees.
• After an attendee has registered, return to your Webinars page.
• Click on the name of the webinar to view the details.
• Select Edit to the right of Manage Attendees.
• Select the user(s) you want to approve and/or deny. You can select
multiple registrants to approve or deny at the same time. If
approved, they will receive an email with information on how to join
the webinar.

15
 HOSTING VIRTUAL MEETINGS & ENGAGEMENTS

View from Panelists/Meeting Chairs Virtual Events

Scheduling meetings
Zoom offers multiple methods to schedule a meeting. A host has control over the options for their scheduled meetings,
except for settings that an administrator has locked for all users in the account or for all members of a specific group.
• Schedule from the Zoom desktop client • Schedule from the Zoom web portal
or mobile app

View from Attendees

Scheduling a meeting from Zoom desktop

1. Click on the Schedule icon. 2. Select your meeting
settings. Note that some
of these options might not
be available if they were
disabled and locked to
the off position at the
account or group level.
3. Click Save to finish, and
open the selected
calendar service to add
the meeting.

16
 HOSTING VIRTUAL MEETINGS & ENGAGEMENTS

Scheduling a meeting from Zoom web portal

1. Sign in to the Zoom web portal at https://us02web.zoom.us/ Once finished, you can either select a calendar option to
and click My Account add the scheduled meeting to your calendar or select Copy
The Invitation to send out the invitation to your Zoom View from Panelists/Meeting Chairs
meeting.

Copy the Invitation will open up a window where you can

copy the full invitation to send out via email.
Note: Using the Outlook Calendar option, will also launch
the .ics in iCal if Outlook is not the default email programme
2. In the left navigation menu, click Meetings. Select Schedule
in macOS.
a Meeting.
View from Attendees
Select the meeting options. Note that some of these options
might not be available if they were disabled and locked to
the off position at the account or group level.
Click Save to finish, and open the selected calendar service
to add the meeting.

17
 HOSTING VIRTUAL MEETINGS & ENGAGEMENTS

HOST VIEW ON Polling

A MEETING
Hosts and co-hosts
can launch polls, but
only the host is able to
create new polls. Polls
can be conducted
anonymously if you do
not wish to collect
• Speak clearly. Speak into your mic, slow down, attendees’ data.
take breaks and check in with other panellists.
• Be aware of your surroundings. Make sure your
background is tidy, professional, and work
appropriately. You can opt for a virtual Breakout Rooms
Host/co-hosts can create breakout rooms
background (hyperlink to zoom features page) prior to the meeting or during the meeting.
to cover your background. Host/co-hosts can launch polls during the
meeting.
• Join early, make sure your microphone &
camera are working properly.
• Limit distractions. Find a quiet place, check Share Screen
your surroundings. To share contents from
host/co-hosts screen.
• Ensure you are in a well-lit room with good
lighting and ensure your camera is at eye
level.
• You can mute/unmute yourself using this
button. Mute yourself when you are not Chat
speaking. Participants
Hosts, co-hosts, and
Overview of attendees can send
• You can turn on/off your video using this participants. chats to everyone in
button. Keep your camera on to connect with the call.
co-hosts and attendees and make them feel
welcomed!

18
 HOSTING VIRTUAL MEETINGS & ENGAGEMENTS

ATTENDEES VIEW
ON A MEETING
• Speak clearly. Speak into your mic, slow down, take
breaks and check in with other panellists.
• Be aware of your surroundings. Make sure your
background is tidy, professional, and work
appropriately. You can opt for a virtual background Chat
(hyperlink to zoom features page) to cover your Hosts, co-hosts, and attendees can
background. send chats to everyone in the call.

• Join early, make sure your microphone & camera

are working properly.
• Limit distractions. Find a quiet place, check your
surroundings.
• Ensure you are in a well-lit room with good lighting
and ensure your camera is at eye level.
• You can mute/unmute yourself using this button.
Mute yourself when you are not speaking.
• You can turn on/off your video using this button. Share Screen
Participants
Keep your camera on to connect with the host and To share contents from host/co-hosts
Overview of screen.
attendees other and make them feel welcomed! participants.

19
 HOSTING VIRTUAL MEETINGS & ENGAGEMENTS

HOST/PANELLISTS Views
Panellists/host can
decide what

VIEW ON A WEBINAR
attendees view
during the webinar.

• Speak clearly. Speak into your mic,

slow down, take breaks and check
in with other panellists. Polling
• Limit distractions. Find a quiet Hosts and co-hosts
place, check your surroundings. can launch polls, but
only the host is able to
• Ensure you are in a well-lit room create new polls. You
can have 25 polls
with good lighting and ensure your added per scheduled
camera is at eye level. webinar.
• You can mute/unmute yourself
using this button. Mute yourself
when you are not speaking.
• You can turn on/off your video
using this button. Keep your
camera on to connect with other Q&A
panellists and make attendees feel Allow panellists,
co-hosts, and host to
welcomed! manage questions
Participants Chat from attendees. Only
Overview of Attendees can send you can view all the
panellists & chats to Panellists & ‘Open’ questions.
attendees. You Attendees using this
can have up to feature. You may contact
1,000 panellists. our IT team for further
info on the enablement
of this feature.

20
 HOSTING VIRTUAL MEETINGS & ENGAGEMENTS

ATTENDEES VIEW
ON A WEBINAR
Raise Hand
Attendees can raise their hands and let host/panellists
know what they need. As a host, it may be helpful to let
participants know how you want to use this feature at the
start of the webinar.

• Be present. Although you are not visible For example: many webinar hosts use this feature to know
if the participants have questions or if they wish to
to the host/panellists, listen attentively unmute to speak.
to what is being presented to ensure
you catch the important information.
• Show up on time. You may not disrupt
the webinar by logging in late, but you
may miss important information.
• Chat to amplify, not distract. Think of
the Chat box like a classroom, your
input should amplify or enquire on
what the presenter is saying.
Q&A
Allow attendees to ask questions
to the host/panellists. Only you
can view all the ‘Open’ questions.

Chat
Attendees can interact with
Panellists & Attendees through
this Chat box. You may contact
our IT team for further info on the
enablement of this feature.

21
 HOSTING VIRTUAL MEETINGS & ENGAGEMENTS

DISCOVER TOP ZOOM

FEATURES
Zoom Virtual Backgrounds
Used enhance and add specific pictures or videos to your background. To set up one, go to desktop app, “Settings”, and
choose “Virtual Background”. You will be prompted to download a virtual background package (just once) and then you can
try out different screens or add your own image/video instead. Please refer to https://www.youtube.com/watch?v=3Zq-b51A3dA

Speaker or Gallery View

At the top of your Zoom screen, you can pick one of two view options (but this only impacts how you
view a meeting, not the others). By default, Active Speaker is the default video layout – in which the
person talking is ramped up to a larger screen, but there is also a gallery layout that brings in every
participant on one screen through a grid. Please refer to https://www.youtube.com/watch?v=ee62LMNUyjI

Share Screen
This tab has several interesting features. When selected, under “Basic”, you can choose to share your PC screen with others,
including your full desktop, browser, or open applications. Under “Advanced”, you can share a screen portion, music, or sound
only, or content from a second, connected camera. Please refer to https://www.youtube.com/watch?v=YA6SGQlVmcA

Whiteboards
Useful for canvassing ideas or soliciting feedback and it comes with different annotation options, including text boxes, arrows
and more. The “spotlight” is a form of highlighter which can be used to bring user attention to a particular area. Please refer
to https://www.youtube.com/watch?v=jQ4-wrwHAxk

Appearance Touchups
Hidden in the video settings menu is a field where you can toggle Touch Up My Appearance, which enhances your facial
feature by eliminating blemishes, smooths lines and so much more. Please refer to https://www.youtube.com/watch?v=EYYcO5TFAeY

Security Tab
Zoom has a “Security” icon for meeting hosts to more easily access settings including lock,
waiting room, and remove participants.

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Zoom Breakout Room

Breakout rooms allow you to split your Zoom meeting in up to 50 separate sessions. The meeting host can choose to split the
participants into these separate sessions automatically or manually, or they can allow participants to select and enter
breakout sessions as they please. Please refer to https://www.youtube.com/watch?v=jbPpdyn16sY

Sharing slides as Virtual Background

You can also share your PowerPoint presentation as a Virtual Background for an immersive sharing experience. Sharing your
slides as a Virtual Background allows your participants to view your video imposed directly on the screen share. To do this:
• Click the Share Screen button located in your meeting controls.
• Click Advanced
• Click Slides as Virtual Background.
• Browse, and select the PowerPoint presentation file.
• Click Open

Polls
The polling feature for meetings and webinars allow you to create single choice or multiple-choice polling questions for your
virtual event. You will be able to launch the poll during your virtual event and gather the responses from your attendees.
Please refer to https://www.youtube.com/watch?v=erz4xtQHoVs

Closed Captioning & Live Transcription

You can create closed captioning in your meetings and webinars which provides subtitles of the spoken in-meeting
communications. This may be used for participants to easily follow the conversations or to meet accessibility requirements.
Please refer to https://support.zoom.us/hc/en-us/articles/207279736

Green Screen
A physical green screen enhances your virtual background and allows Zoom to detect the difference between you and your
background. To enable green screen, go to ‘Settings’ > ‘Virtual Background’ > tick ‘I have a green screen’.

Zoom Dual Monitor

Allows the video layout and screen share content to be placed on two separate monitors/screens. Gallery/speaker view can
be displayed on one monitor while the other monitor displays a content to share. Please refer to
https://www.youtube.com/watch?v=qvoXMStoNcw&t=214s

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LIVE TROUBLESHOOTING
No matter how prepared you are for your virtual events, like in-person
events, the chance of technical and general errors is possible. Since
everything is done online, for virtual events, the chances of technical
errors are much higher than at in-person events (e.g., your presenter’s
microphone input stops working). Here are some things to note and
anticipate for your virtual events:
1. Do you have your technical team to offer live troubleshooting in the
virtual/hybrid event?
2. Do you have a back-up plan if the connection is unstable? Potential
back-up host?
3. Do you offer dry runs prior to the virtual events to ensure the event
flow is smooth?

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