A Zoom Waiting Room and Breakout Room Tutorial for Dispute Resolution

hello I'm Susan Guthrie from learn to mediate online and today I'm gonna do a quick tutorial on breakout rooms for you I get so many questions around this and I know it's just easier if you can see this so we're just gonna do a quick admission from the waiting room creating the breakout rooms getting people into their breakout rooms and how you the host move into and out of the breakout rooms and also how you can move the participants so I've started a meeting I have you'll see two other participants now I'll warn you now they're both me I've opened up to other zoos meetings or to participants so that I could do this demo video without having other people involved so but we're gonna click on this you can see they are logged in but you'll see plaintiff and defendant are in the waiting room now if they had their names it would say Ms green or Betty green and Bob brown but they're in the waiting room now so the first thing I'm gonna do because I have not yet created the breakout rooms is I'm gonna send them a quick message and say welcome I will be admitting you in just a moment okay so that's a nice thing to do just so that they are not left there sitting in what I always call the cone of silence if you're taking my training you know I call it that because in that waiting room they're just looking at a white screen that tells them hello you're currently in the waiting room so now they have that and we can go into creating or breakout rooms now I did not pre create them for this although you can as you know if you've taken the course you can do that in when you are setting up your meetings but presuming you didn't do that or even if you did you would go down to breakout rooms the icon on your hosts toolbar and when you click on that you're going to see it brings up the create breakout rooms now if you haven't already created them that's what's going to come up now since we have plaintiff and defendant two participants the default is one breakout room but as I always say they're free they come with your account so you can have up to fifty let's create at least a plaintiff's room in a defendants room so now I have two rooms and then I always advise make some extras because again they're free they come with your account it's not like having to rent extra conference rooms so let's do two more now you are not going to automatically have zoom assign people to these because then you don't have control over who's getting put in the rooms so you'll always click manually and then we're going to create those rooms so now you can see four breakout rooms they have not started yet and now we can do a few things one of the things I do always recommend is renaming them makes your life easier especially when you have multi-party breakout you know situations where you have a lot of participants it can be very nice for you to put notes in here about who's in which ever room so now we have the plaintiff's room in the defendants room but we have a couple more rooms so let's call one the coffee room you can have a little fun with this it's nice it gives people a little chance to have a little laughter one of my participants told me they always name one the woodshed which I thought was kind of cute and she said makes everybody laugh so we'll have the plaintiff's room defendants room coffee room and woodshed now why do we have a coffee room in woodshed well you may want to move the two attorneys into a private room so they can talk you may want to have another room where you can go and talk with one of the attorneys without their client present you may have different combinations so you'll see that that's easy to do now down here under options are a couple of important things to note one move all participants into breakout rooms automatically so I usually will keep that checked so that once I want people to go into their rooms they're going to move into them automatically and then there's this additional one allow participants to return to the main session at any time that is not checked by default and I don't usually check it because I don't want them leaving their breakout room to come back to what we're in right now the main session just in case you're in there or somebody else is in there with you you don't want them to just pop in suddenly so I usually do not check that now we're going to assign people in it's easy as we've got the plaintiff's room who are we going to assign there well you click on a sign and it brings up the names of all the participants I'm going to assign the plaintiff and then for the defendants room I'm going to go a son to assign and I can assign the defendant and now we have the plaintiff assigned to the oops I didn't did I do this correctly sorry yeah and we have the defendant assigned there it is I'm sorry it wasn't showing the defendant decide I had closed the little hash tag without realizing I have two empty rooms that I can assign people to if I wanted to and then I'm just going to leave this I'm not going to open these rooms as yet right so I'm just because I'm now going to go and greet the party so we'll close that we'll go back here and we're going to go into the waiting room now you can admit all but remember that's going to bring them all right into your caught your main conference room so if you want to keep them separate I would admit them one at a time and I'm going to just make sure that we have there we go sound off I apologize so I don't want you can see now that that is a picture of me so the plaintiff is now in and you can do your gracious welcome hello it's nice to meet you I'm Susan Guthrie your mediator just well let's check and make sure you have everything that you need we're going to get started in a moment I've created a separate breakout room for you do you have any questions how you know do you have everything including a copy of the guidelines and ground rules okay so I'm going to now be putting you back in the waiting room just for a moment and then when I let you back in you'll go into your breakout room is that okay alright so we're gonna put you miss Ms plaintiff back into the waiting room so she's gone back into the waiting room and now I'm going to admit the defendant and we're gonna go through the same thing so that one thankfully the sound is not going to come on in the middle of this demo so same thing hello mr. brown it's very nice to meet you I'm Susan Guthrie your mediator the plaintiff is here as well and we've created breakout rooms for you I'll be letting you in let's check your internet connection you know all your little niceties that you would normally do at the beginning when you said hello to people anyway now you can go back up and you can say okay now I'm going to admit so now are you actually can just put the the defendant right into their breakout rooms so you're gonna open up the breakout rooms and you're gonna open all the rooms now the defendant has been invited to join the breakout room so he's going to go off in there he goes now the defendant has gone into the breakout room now we're gonna go back and get the plaintiff and we're going to admit her and here she is and she has the option of joining her breakout room so we're gonna open that up for her and now she's going to go off and you can tell her there's a prompt on your screen and you'll be able to go off now they are both in let me just close this now you can see they are both in their breakout rooms the plaintiff you can tell because the little green dot is there next to them so that's just us a white dot black circle white dot if they're not in there yet but they've now gone in there so now we want to get started with the mediation so how do I the host go in and let's say we're going to get started with Ms green the plaintiff very easy first if you're going to check with her first you can either broadcast a message to all now understand if I do that I am going to join Ms green now in her breakout room if I broadcast that that is going into both the plaintiff and the defendants rooms so some people like that and don't mind as long as they keep an innocuous some other people do prefer to send a quick text but in either case assume that I've gotten an affirmative from the plaintiff and now I'm going to click on join next to plaintiffs room it's going to ask me if I want to join her and Here I am a breakout room and now hello miss Greene I'm in your breakout room and you can see that it's just the two of us right here it shows you the two people that are in here and we have all of the functionality so we can have our discussion we can say whatever we want to say if I want to share the screen if you've you know you've got the whiteboard you've got all of the above you can do that and then it's time to now go talk to mr. Brown so we're going to leave this room and we're going back into that main session and now we're going to do the same thing we can either send mr. Brown the broadcast all in his room which will go to both rooms or we can send mr. Brown a quick text and say he's ready so let's assume we sent him the text he said he's ready and we're going to click on join for him and now we're joining his room so hello mr. Brown we're now in your room let's talk blah blah blah and we would do what we would do there right so it's very simple we're gonna leave that room now and go back to the main session returning to meit's main session and now it's just me again the mediator back in the main session but now I think let's just look at this and make this so this is the plaintiff's attorney and the defendants attorney I would never put the plaintiff and the defendant together but say you know for the sake of the example that this is plaintiff's attorney and defendants attorney and I want to put them together so they can talk without their clients so what I'm going to do is hover over plaintiff's attorney and you can see it has moved to and when you click on that it brings up all the other rooms that are available and tells you how many people are in there well I'm not going to send them to the defendants room because the defendant and the defense attorney are in there so let's send them to the coffee-room so you can now see the plaintiff attorney in this particular case is being sent to the coffee-room and now they're there and then we'll do the same with the defendants attorney and we'll send them to the coffee-room and now both of them are in that room and if I want to join them and go have a chat with them I can now go to the coffee room now I'm in the coffee room with the plaintiff the defendant of course in this case its plaintiff's attorney and defendants attorney and me we can have our conversation and then I can leave the room now they are still in the coffee room so let's remember that because now if we wanted them to go back to their cut their clients I would send them there so that's one way that are very simply I think that shows you just how easy it is to create the rooms assign the rooms move people into the rooms and go join them in their rooms so I hope you enjoyed this tutorial on breakout rooms please come visit me at learn to mediate online.com to find out more see more videos we have other free videos on the website and you can find out more about our trainings we have an online mediation training we also do trainings in social media for professionals do-it-yourself website builder for professionals and we have a an upcoming webinar for building your own podcast which is a lot of fun so I encourage you to come look at that also don't forget to check out the learn to mediate online podcast I have a lot of guests who are in the industry as well as breaking news in online mediation and dispute resolution so be sure to subscribe and listen to that you can do that on the website at learn to mediate online.com or on all the major podcast outlets you can search for it it's iTunes Spotify I Heart Radio stitcher you name it it's out there and if you have any questions please feel free to reach out to me Susan at learn to mediate online.com thank you

Channel: Susan Guthrie

Views: 7,015

Keywords: dispute resolution, mediation, online mediation, mediate online, learn to mediate online, zoom, mediate on zoom, white board on zoom, breakout rooms, LTMO, Susan Guthrie, ODR, online dispute resolution, podcast, free videos

Id: 4F_t7JAdExA

Length: 12min 53sec (773 seconds)

Published: Sun May 17 2020