Zoom guidance for facilitators

This guidance is for any Best Practice Network employee or Associate who facilitates or co-facilitates an online event. You must access the CCMS system to find and launch the Zoom event.

Get access to CCMS

To use Zoom functionality with Best Practice Network, you must first have access to the CCMS system.

If you are unsure whether you have access or have forgotten your password, call 0117 920 9200 and select option 4 for the helpdesk. You can also use the Best Practice Network support form. 

Find the event you are facilitating

1. Sign in to the CCMS system.
2. Find your session using the calendar or the Your events tab on the right-hand side.
3. Select the event you want to start or join. This opens the event page.

Start the meeting as the registered host

1. Open the relevant event page in the CCMS system.
2. Select Start meeting.
3. When the webpage opens, select Open.
4. When the Zoom app opens, select Start. You should never attempt to sign in.

If you are a co-host and the registered host cannot attend, you can also use the Start meeting button.

Join the meeting as a co-host

1. Open the relevant event page in the CCMS system.
2. Select Join meeting.
3. Complete the registration form with your details.
4. Join the session.
5. The registered host will give you the relevant permissions within the meeting.

Record attendance for the event

You can mark the event register on the event page. Below the event information, find the Attendance & Feedback heading and tick the box for each person who attended.

You can also select Mark all as attended to record everyone as present.

Use Zoom features during the session

These videos provide guidance on specific Zoom features:

• Basic in-meeting navigation. 
• Share your screen, video or audio. 
• Use waiting rooms. 
• Use breakout rooms during a meeting. 
• Record to the cloud. 

Practise before your event

You can access your meetings in the CCMS system at any time. If you have not used Zoom before, open a meeting and practise with your co-facilitators.

If you use a school device or network, test your connection before your first meeting by joining a mock live Zoom session at https://zoom.us/test.

Prepare your equipment and environment

• Familiarise yourself with Zoom and practise before the event.
• Deliver the event from a quiet environment to reduce background noise.
• Use headphones, ideally with a built-in microphone, to improve audio quality.

Run a high-quality Zoom meeting

• Encourage attendees to use their web cameras to make the session more engaging.
• Welcome attendees from the waiting list individually. Ask each person for a verbal response to confirm that you can hear them.
• Direct questions to individual attendees by name.
• Ask attendees to mute themselves when they are not actively contributing to the discussion.
• Finish the session on time.