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    Manage Zoom Interviews For Half-Or Full-Day Sessions

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    sabarinathan021
    The document provides instructions for using Zoom's Breakout Room feature to manage half- or full-day interviews with multiple interviewers. The meeting host will need to: 1) Schedule a Zoom meeting for the interview candidate and individual meetings for each interviewer block. 2) Set up Breakout Rooms in the Zoom meeting before it starts according to the interview schedule. 3) During the meeting, assign participants to the appropriate Breakout Rooms, join each room to facilitate, and move between rooms to manage the different interview blocks.

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    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd

    Manage Zoom Interviews For Half-Or Full-Day Sessions

    Uploaded by

    sabarinathan021
    21 views7 pages
    The document provides instructions for using Zoom's Breakout Room feature to manage half- or full-day interviews with multiple interviewers. The meeting host will need to: 1) Schedule a Zoom meeting for the interview candidate and individual meetings for each interviewer block. 2) Set up Breakout Rooms in the Zoom meeting before it starts according to the interview schedule. 3) During the meeting, assign participants to the appropriate Breakout Rooms, join each room to facilitate, and move between rooms to manage the different interview blocks.

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    managing-zoom-interviews-with-breakout-rooms

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    The document provides instructions for using Zoom's Breakout Room feature to manage half- or full-day interviews with multiple interviewers. The meeting host will need to: 1) Schedule a Zoom meeting for the interview candidate and individual meetings for each interviewer block. 2) Set up Breakout Rooms in the Zoom meeting before it starts according to the interview schedule. 3) During the meeting, assign participants to the appropriate Breakout Rooms, join each room to facilitate, and move between rooms to manage the different interview blocks.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    21 views7 pages

    Manage Zoom Interviews For Half-Or Full-Day Sessions

    Uploaded by

    sabarinathan021
    The document provides instructions for using Zoom's Breakout Room feature to manage half- or full-day interviews with multiple interviewers. The meeting host will need to: 1) Schedule a Zoom meeting for the interview candidate and individual meetings for each interviewer block. 2) Set up Breakout Rooms in the Zoom meeting before it starts according to the interview schedule. 3) During the meeting, assign participants to the appropriate Breakout Rooms, join each room to facilitate, and move between rooms to manage the different interview blocks.

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    of 7

    Manage Zoom Interviews

    Half- or Full-Day Sessions

    Manage Zoom Interviews for Half- or Full-Day Sessions


    Zoom allows you to easily set up and manage half- or full-day interview meetings using the Breakout
    Room feature.

    A defined meeting host (or interview coordinator) is required for every interview meeting and must be
    available to set up and manage the entire interview session following the instructions provided below.

    What you will need:


    • The interview schedule which defines interview blocks (times) and interviewers during the session.
    • The contact information for the interview candidate.
    • The contact information for all interviewers (CMU employees).

    Before you start:


    Make sure the Zoom application is updated.
    1) Open Zoom.
    2) Click your profile icon (upper right).
    3) Click Check for Updates.

    Step 1: Set up the Meeting for the Interview Candidate


    Schedule the meeting for the interview candidate in the Zoom app.

    1) Open Zoom.
    2) Click Schedule.
    3) Change the Topic text using the following convention:
    Zoom Interview: [Position] – [initials of interview candidate as needed if multiple interviews]
    E.g., Zoom Interview: Sr. Director, Business Innovation Office - JK
    4) Set the Duration for the interview. This should be set for entire half- or full-day interview session
    (e.g., 8:00AM-12:00PM)
    5) Set the Video options for both the Host and Participants to off when joining the meeting. You can
    request that the interview candidate turn on video upon arrival.
    6) Click the Schedule button, and a calendar invitation will launch in your primary mail/calendar
    application.
    7) Simplify the meeting message to include only the following Zoom information:
    • Zoom meeting link
    • Zoom meeting ID
    8) Send the meeting invite to the interview candidate.

    Manage Zoom Interviews 1


    Manage Zoom Interviews
    Half- or Full-Day Sessions

    Step 2: Schedule and Send Invitations to Interviewers


    Schedule the meetings for the interviewers by copying the Zoom invitation and then using your primary
    email/calendar application to send separate meeting requests for each interview block.

    1) In the Zoom app, click Meetings.


    2) Select the meeting that you set up for the Interview candidate.
    3) Click Copy Invitation.
    4) Open your primary email/calendar application (Exchange/Google Mail) and create a New Meeting.
    5) In the New Meeting, add the Subject using the same convention for the interview candidate
    meeting:
    Zoom Interview: [Position] – [initials of interview candidate as needed if multiple interviews]
    E.g., Zoom Interview: Sr. Director, Business Innovation Office - JK
    6) Set the date and duration for your first interview block according to the interview schedule (e.g.,
    8:15AM-8:45AM).
    7) Paste the meeting information from Zoom into the body of the meeting message.
    8) (Optional) Simplify the meeting message to include only the following Zoom information:
    • Zoom meeting link
    • Zoom meeting ID
    9) Add the following note to your meeting message:
    This meeting will use Zoom’s Breakout Room feature. The meeting host will request that you join a
    Breakout Room after you join the meeting. For more information, visit
    https://support.zoom.us/hc/en-us/articles/115005769646
    10) Add Attendees (the interviewers for the interview block) to the meeting.
    11) Attach any related files (including resumes or sample work).
    12) Click Send to schedule the meeting.
    13) Repeat steps 5-12 for all additional interview blocks according to the interview schedule.

    Step 3: Set up Breakout Rooms in the Meeting


    Before the meeting starts, set up your Breakout Rooms according to the interview schedule.

    1) In the Zoom app, click Meetings.


    2) Select the meeting that you set up for the Interview candidate and click Start.
    IMPORTANT! Make sure that you start the meeting from the Zoom app, NOT using the link from
    your email/calendar meeting requests. Using the link from the meeting requests will bring you into
    the meeting as a participant without host capabilities.
    3) Click Breakout Rooms.
    4) Select the number of rooms you would like to create based on the number of interview blocks
    (times) in the interview schedule.
    5) Select Manually for the assignment option to choose which participants you would like in each room
    as they join.
    6) Click Create Rooms. The Breakout Rooms dialog box appears.

    Manage Zoom Interviews 2


    Manage Zoom Interviews
    Half- or Full-Day Sessions

    Step 4: Manage the Interview Meeting using the Breakout Rooms


    During the interview you will need to:

    • Assign the participants (the interview candidate and interviewers) to the appropriate Breakout
    Rooms according to the interview schedule. Participants will join the meeting in the main
    meeting session as “unassigned” until they are assigned to a room.
    Note: You can only assign participants to rooms once they have joined the meeting (in the main
    session). As the host, you will have to watch for new participants to join the meeting in order to
    assign them to their rooms.
    • Join each Breakout Room (as the host) at the start of each interview block to facilitate the
    interview process.
    • Leave each Breakout Room (as the host) once each session has started. Leaving a breakout
    room is not the same as ending a meeting. DO NOT end the meeting.

    Follow the detailed instructions below to manage this process:

    1) When the interview candidate joins the meeting, click Unmute and Start Video to introduce yourself
    and explain that you will be putting the interview candidate into a series of Breakout Rooms
    throughout the interview.
    2) Click Assign beside Breakout Room 1 and select the interview candidate.

    The interview candidate will be moved to the first breakout room.


    3) Click Open All Rooms to open the additional Breakout Rooms.

    Manage Zoom Interviews 3


    Manage Zoom Interviews
    Half- or Full-Day Sessions

    4) Click Join beside Breakout Room 1 and then click Yes to follow your interview candidate into the
    first breakout room.

    5) As participants (interviewers) join the meeting, they will be moved into the main session as
    Unassigned.
    6) Click Assign To beside each participant to move them into the appropriate Breakout Room (starting
    with Breakout Room 1).

    7) Introduce the interview session and let all participants know the following:
    • You will be leaving the Breakout Room.
    • They can click Ask for Help at any time during the session to request that you return.

    Manage Zoom Interviews 4


    Manage Zoom Interviews
    Half- or Full-Day Sessions

    8) Click Leave and then click Yes to remove yourself from the Breakout Room and return to the Main
    Session.

    • When you leave the Breakout Room, it is recommended that you click Mute and Stop
    Video. Although the Breakout Room will no longer hear or see you (as the host), the Main
    Session area will be open.
    9) (Optional) Five minutes before the start of the next interview block, click Broadcast Message to All
    and announce that the interview session will be ending.
    • Tailor your announcement to specify the ending for the session (e.g. session 1) time, (e.g,
    8:30-9:00) or participants (e.g., John and Bob). This will ensure that the session is not
    confused with the interview meeting.
    • Broadcast Message will go to all participants in all Breakout Rooms as well as the main
    session area.
    10) Click Join to assign yourself back into the appropriate (active) Breakout Room to ensure that your
    interview candidate is ready for the next interview block.

    Manage Zoom Interviews 5


    Manage Zoom Interviews
    Half- or Full-Day Sessions

    11) Click Move to beside the interview candidate, and select the next Breakout Room (e.g., Breakout
    Room 2).

    12) Repeat steps 6-11 to assign or move both participants and the interview candidate for each
    additional Breakout Room throughout the interview schedule.
    13) At the conclusion of the interview, click Close All Rooms.
    14) Click End Meeting > End Meeting for All.

    Host Tips:
    • Start the meeting and set up your Breakout Rooms at least fifteen minutes early.
    • Plan to manage participants that may be joining their interview blocks late.
    • If participants accidentally leave the meeting, they can rejoin at any time and will be assigned back
    to the main meeting session. You will then have to assign them into the appropriate Breakout Room.
    • Participants in breakout rooms can request that you (as the meeting host) join their meeting by
    clicking Ask for Help. You will then be prompted to join the room where the request originated
    from. Click Join Breakout Room to join the room.

    For more information, visit: https://support.zoom.us/hc/en-us/articles/206476313-Managing-Video-


    Breakout-Rooms

    Notes:
    As the meeting host or interview coordinator, you may need to attend or host your own meetings while
    the interview is taking place. Because Zoom does not allow a host to run concurrent meetings, we
    recommend using Google Hangouts Meet while your Zoom account is being used.

    Visit https://support.google.com/a/users/answer/9282720?visit_id=637208436396523626-
    3191086723&rd=1 for more information.

    Manage Zoom Interviews 6


    Manage Zoom Interviews
    Half- or Full-Day Sessions

    Participants
    Participants will be prompted throughout the interview session to wait for Breakout Room assignments
    and invitations.

    Participant tips:
    • Click Join when prompted, to keep the meeting running smoothly. Do not click Later.
    • Be sure to click Unmute and Start Video at the start of your session.
    • You may leave the meeting when your interview session is complete.

    For more information, visit https://support.zoom.us/hc/en-us/articles/115005769646

    Manage Zoom Interviews 7

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