19 Zoom Tips for Better Virtual Meetings (2024)

You found our guide to Zoom tips.

Zoom tips are best practices that can help you use Zoom more effectively. For example, tips can cover getting started, correct setup, and optimizing audio. The purpose of these guidelines is to optimize productivity during Zoom meetings. These guidelines are also known as “advanced Zoom tips” and “Zoom productivity tips.”

These Zoom tips are similar to team meeting tips, Zoom breakout room tips, Zoom meeting ideas, and virtual meeting platforms.

This list includes:

• advanced Zoom tips
• Zoom productivity tips
• essential Zoom tips
• ways to maximize Zoom features
• professional tips for Zoom

Let’s get started!

List of Zoom tips

From getting started to virtual backgrounds, this guide to Zoom can improve your remote meetings.

1. Getting Started

When getting started with Zoom, a few Zoom productivity tips can help you navigate the platform. First, install the latest version of the Zoom app on your device. This step ensures you have access to all the latest features and improvements. Next, create a Zoom account if you have not already done so. Having an account will allow you to host and join meetings.

Once your account is set up, familiarize yourself with the different features of Zoom. You can explore options like scheduling meetings, joining webinars, and using breakout rooms. Understanding how the program works will make meetings go much more smoothly. It may also be helpful to do a practice Zoom call with a friend or family member. That way, you can work out any issues before a real meeting.

Learn more about getting started on Zoom.

2. Correct Setup

A correct setup is crucial for a smooth and efficient Zoom experience in a work setting. Arranging your equipment and environment properly can improve your calls. For instance, putting your camera at eye level creates a more engaging and professional appearance. Adequate lighting ensures clear visibility. Also, headphones or a headset to minimize background noise and improve sound quality.

In addition, consider how your background looks on camera. For example, having your back to a window causes overexposure. Consider having decorations behind you, such as art and plants. This step adds to a more professional appearance. Overall, taking the time to set up your Zoom environment will enhance your experience.

Learn more about thecorrect setup.

3. Optimizing Audio

Optimizing audio is one of the most essential Zoom tips. To ensure clear and crisp sound during meetings, there are a few steps you can take. First, use a high-quality microphone or headset. This equipment reduces background noise and captures your voice more accurately. Be sure to position the microphone close to your mouth for better clarity.

Second, choose a quiet environment for your meetings to reduce external distractions. Be sure to close windows and doors and turn off any noisy appliances or electronics nearby.

Last, adjust the audio settings in Zoom to optimize volume levels and reduce echo or feedback. Remember that communication is key in virtual meetings! Ensuring the whole team can hear each other enhances productivity and collaboration.

Learn more about optimizing audio.

4. Ensuring Video Quality

Ensuring video quality is essential when having video conferences at work. High-quality video ensures participants can see each other and any presented materials. To optimize video quality, there are a few tips to follow.

First, make sure you have a stable internet connection to prevent lag or pixelation. Next, position yourself in a well-lit area facing the camera, avoiding backlighting. Last, close unnecessary applications and background processes on your device. This step allows your computer to use more resources for your video call. By taking these steps, you can ensure a smooth video conferencing experience.

Learn more about video quality.

5. Virtual Backgrounds

Virtual backgrounds offer a fun and professional way to enhance your Zoom meetings. With virtual backgrounds, you can transform your surroundings instantly. You can add a beautiful beach scene, a professional office setting, or even a galaxy far, far away.

To enable virtual backgrounds on Zoom:

1. Open the Zoom app and go to Settings.
2. In the settings menu, click on the “Virtual Background” tab.
3. Choose from the preloaded backgrounds or upload your own custom image.

Virtual backgrounds both personalize your calls and conceal distracting background elements. Plus, you can use this feature to start conversations or as part of team building games!

Here are some examples of unique Zoom backgrounds.

6. Screen Sharing

Screen sharing allows you to show your computer screen to others during Zoom calls. You can share presentations, slideshows, documents, or spreadsheets. To screen share, simply click the “Share Screen” button at the bottom of the window. Then, choose which screen or application you want to broadcast.

This tool comes in handy often during meetings. The whole team can see and interact with the same content, ensuring contributors are on the same page. Be sure to turn off the feature when you do not need it any longer to avoid sharing personal information.

Learn more about screen sharing.

7. Using Annotations

Annotations are a valuable tool that can enhance your Zoom experience. Annotations help you highlight important information. This feature spotlights specific sections of a document and makes collaboration easier.

To use annotations in Zoom, simply click on the “Annotate” button in the toolbar. Then, select the desired tool, such as drawing, highlighting, or text. Annotating can greatly improve communication. Plus, this tool makes virtual meetings more engaging and productive for the whole team.

Learn more about using annotations.

8. Recording Meetings

Recording meetings can be among the most valuable professional tips for Zoom. Participants will get to review important information, presentations, or discussions after the call. This resource can be helpful for those who missed the meeting or need to refer back to information. In addition, meetings can document decisions to ensure clear accountability.

To record a meeting on Zoom, you can click on the “Record” button located at the bottom of the Zoom window. Then, choose whether you want to record locally on your device or in the cloud provided by Zoom.

By default, only the host has permission to record a Zoom call. Before recording, it is important to consider privacy and legal implications. For instance, in some states, all parties need to be aware a recording is taking place. Be sure to talk to your team before taping the meeting.

Pro tip: You can also create and record solo meetings as an easy way to make tutorials for remote employees.

Learn more about recording meetings.

9. Adding Polls

Adding polls to your Zoom meetings can greatly enhance engagement and productivity. Polls allow you to gather instant feedback and keep participants involved.

To add a poll, simply navigate to the meeting controls, click on the “More” button, and select “Polling.” From that page, you can create custom questions with multiple-choice answers. Be sure to plan your questions and use polls sparingly to maintain focus.

Incorporating polls into your Zoom meetings can help you make well-informed decisions. Plus, polls are an efficient way to gather opinions and insights from team members. Surveys also allow each team member to contribute to decisions. You can also use polls as an icebreaker, like asking about the team’s day.

Learn more about adding polls.

10. Breakout Rooms

Breakout rooms are a valuable feature in Zoom. In these rooms, participants split into smaller groups for focused discussions or activities. This feature is great for team building games, networking events, or feedback sessions.

The host can enable this feature in the meeting settings to create breakout rooms in Zoom. Then, hosts assign participants to their respective rooms. Benefits include increased engagement, improved brainstorming sessions, and more personalized interactions. Breakout rooms help employees feel more comfortable sharing ideas.

Pro tip: Breakout rooms are great for virtual team building because they foster small group dynamics. In larger meetings, individual employees may not all get a chance to speak. Breakout rooms give team members more time to interact and form connections.

Learn more about breakout rooms.

11. Keyboard Shortcuts

If you are looking for ways to maximize Zoom features, then consider learning about these shortcuts. Keyboard shortcuts are an easy way to navigate your computer and save time while working. These shortcuts allow you to perform tasks without using menus or the mouse.

Some useful keyboard shortcuts for Zoom include:

• Alt+A:Mute/unmute audio
• Alt+F1: Switch to Speaker view
• Alt+F2: Switch to Gallery view
• Alt+H: Show/hide in-meeting chat panel
• Alt+U: Show/hide participant panel
• Alt+Y: Raise/lower hand

These shortcuts can save you from spending time searching for settings during a call. Learning shortcuts can increase your productivity.

Learn more about keyboard shortcuts for Zoom.

12. Security Features

Zoom offers a range of security features to ensure the safety and privacy of your meetings and data. By using these features, you can feel safe while having virtual meetings.

One important security feature is end-to-end encryption. When enabled, this setting ensures that only the participants in the meeting have access to the audio, video, and chat content. Thus, unauthorized individuals will not be able to intercept sensitive information.

Another valuable feature is the waiting room. By enabling this option, you can control who enters your meeting. Participants will appear in a virtual waiting area until you grant them access. This room helps prevent unwanted intruders or attendees who may disrupt proceedings.

Password protection is another essential security measure offered by Zoom. You can require participants to enter a password before joining the meeting.

Turning on these features and keeping Zoom up to date can protect your information.

Learn more about Zoom security features.

13. Adding Subtitles

Adding subtitles is one of the most advanced Zoom tips that can improve communication and accessibility. Captions are written versions of spoken words. Participants will be able to better understand discussions, leading to better communication.

To add subtitles on Zoom, first enable the Closed Captioning feature in the settings menu. Then, you can choose from either manual captioning, a third-party service, or automatic captioning. Background noise and microphone clarity may limit the accuracy of automatic captions.

Using some kind of captioning technology can help many listeners. Hearing-impaired or non-native English-speaking audience members will appreciate subtitles.

Learn more about adding subtitles.

14. Participant Controls

Participant controls can enhance your productivity and efficiency during Zoom meetings. With participant controls, you can manage who can speak and share their screens. With these tools, you can maintain smooth communication and avoid distractions.

To access these controls, click on the “Participants” button at the bottom of the screen. From there, a sidebar will appear where you can view all attendees and their options. Hosts or co-hosts can mute and unmute, disable cameras, and remove individuals from calls.

Using these features helps the meeting go smoothly. If a participant accidentally left their microphone on, then you can mute it to remove background noise. You can also prevent unauthorized screen sharing to ensure sensitive information stays private.

Learn more about participant controls on Zoom.

15. Chat Options

Chat options are an essential feature that can enhance communication during virtual meetings. With Zoom’s chat function, participants can exchange messages, links, and files in real time. This tool promotes efficient information sharing.

Moreover, chatting allows for private conversations between individuals and even the entire group. Participants can also choose to save the chat transcript for future reference. Attendees can even download important files shared within the chat. These versatile chat options foster effective communication.

Pro tip: Use the chat to give quieter team members a chance to participate in the meeting or to gather opinions from a much wider array of participants at once.

Learn more about chat options.

16. Using Reactions

Reactions are a valuable tool when using Zoom in a work setting. This feature allows participants to express their thoughts without interrupting the meeting.

To use reactions, simply click on the “Reactions” button at the bottom of the Zoom window. Then, select the appropriate reaction from the list. These reactions can convey positivity, agreement, confusion, or applause.

The benefits of using reactions are twofold. First, this tool helps maintain a professional and organized meeting environment. Reactions reduce interruptions caused by verbally expressing opinions or emotions. Second, reactions allow for real-time feedback and engagement among participants.

However, overusing reactions can be distracting and may dilute their significance. Be sure to use reactions when it is appropriate.

Learn more about reactions.

17. Automated Meeting Schedules

Zoom Scheduler is a helpful tool that makes setting up online meetings easy. With this feature, you can plan your Zoom meetings right from your calendar. When you schedule a meeting, the program adds all the important details to your invite. For instance, the invitation will show the meeting link and ID. Then, when it is time for the meeting, the team can join with just one click from the calendar.

You can also choose different settings for your meeting, like adding a password or using a waiting room. This feature is great for recurring meetings, too, as you can set them up to happen every week without much hassle. Overall, the Zoom Scheduler takes the stress out of organizing virtual meetings.

Learn more about Zoom Scheduler.

18. Zoom Webinars

Zoom Webinars are a great way to share information with a large online audience. Unlike regular Zoom meetings, webinars let the host control the presentation. Plus, hosts can interact with participants using features like Q&A sessions and polls. Other features include panelists, branding, simultaneous streaming, and analytics.

Webinars are perfect for professional training, virtual conferences, workshops, and discussions. Zoom Webinars can reach a big audience without logistical issues. Thus, it is easy to invite hundreds or thousands of participants. Attendees get the chance to learn from experts, and you can collect feedback through polls and Q&As.

However, successful webinars need careful planning, considering potential technical issues. Backup plans for connectivity or audio problems are crucial. In summary, Zoom Webinars are a versatile platform for impactful online presentations.

Learn more about Zoom Webinars.

19. Co-Hosts

Co-hosts are helpful assistants who can support the individual hosting the meeting. Co-hosts can be friends or colleagues you trust to assist you during the Zoom meeting. If you want help managing participants or tasks, then you can assign co-hosts. Co-hosts have similar controls as the host. For instance, these helpers can mute or unmute participants, manage the chat, and start or stop a recording.

To use this feature, the host can click on a participant’s name in the “Participants” panel. Then, hosts can choose “Make Co-Host.” You can have multiple co-hosts if needed. This feature makes it easier to share responsibilities and ensure the meeting runs smoothly.

Learn more about co-hosts on Zoom.

Final Thoughts

With the popularity of remote and hybrid work, learning to use Zoom is an essential skill. This guide outlines how to set up Zoom and use its interesting features. Understanding the program improves productivity and communication. In addition, learning more about Zoom can help you customize your work experience. When looking to collaborate online, be sure to check out these tips.

Next, check out our posts on working from home, Zoom alternatives, and how to do team building on Zoom.