VIRTUAL MEDIATIONS WITH ZOOMASHLEY PEINHARDT, HARE WYNN
MARTY VAN TASSEL, UPCHURCH WATSON
This Photo by Unknown Author is licensed under CC BY-SA
SETTLING CASES COVID19 & DISTANCING
As the COVID-19 global pandemic moved the whole knowledge-working world abruptly to work-
from-home, virtual meetings, depositions, hearings, CLEs and mediations are rapidly becoming the
norm for lawyers who want to keep moving their cases/billing hours/doing justice for their clients.
SECURITY
• ZOOM SECURITY
• FACTS ABOUT ZOOM ENCRYPTION FOR MEETINGS
• WHAT YOU NEED TO KNOW ABOUT THE LATEST ZOOM VULNERABILITIES
• Settings to Beef Up Security
• Password – new safety feature has been turned on- they now require a join
password for scheduled meetings – passwords will be included in the join
links
• Waiting Room
• Lock meeting once everyone is in
• New Security Icon if you are a Host in latest version of Zoom
• Lock meeting
• Enable and disable waiting room
• Enable share screen or disable
• Enable or disable chat
IF YOU GET INVITED TO ZOOM
• WHAT IS ZOOM?
• How to get from invitation to Zoom call/meeting
• Join Zoom Meeting
• Click on the URL link
• OR call number and enter meeting ID (only audio)
ZOOM 101
Sign up for Account www.zoom.com
Basic free 45 mins
Pro Version Licensed user 24 hours
Download Zoom software www.zoom.us/download
Add-in or plug-in for Microsoft or zoom extension for browsers
Need computer (or cellphone or tablet) with a webcam, microphone, and
decent internet connection (3Mbps min) and a telephone
WHO CAN HOST?
Best is the Mediator/their staff Hosts the Zoom Mediation
However, anyone can be the host
Tech person from law firm
Another lawyer
Shouldn’t be a lawyer actually participating in the Mediation
SCHEDULE A MEETING
• Schedule a new meeting
• Topic
• Date
• Time
• Duration
• Meeting ID
• Meeting password
• Video default settings for host and participants
• Waiting room feature
• Add to Google, Outlook, Yahoo calendar
• URL link – invitation - copy and paste
SET UP YOUR ZOOM MEDIATION MEETING
REQUIRE A PASSWORD MAKE SURE VIDEO IS TURN ON FOR HOST AND PARTICIPANTS
MAKE SURE AUDIO IS SET TO ALLOW BOTH
TELEPHONE AND COMPUTER AUDIO
ENABLE WAITING ROOM
ONLY AUTHENTICATED USERS CAN JOIN
CLICK SAVE AT THE BOTTOM
www.zoom.us/profile/setting
INVITE PARTICIPANTS
YOU MAY NEED BACKUP FOR AUDIO
• Best practice is for anyone with a temperamental internet connection to use a
telephone for their Audio connection.
START MEETING
WAITING ROOM FEATURE
• Allows you to know who is in the mediation and when they are allowed in
• Virtual Waiting Room Turned on by Default (April 5)
• Going forward, the virtual waiting room feature will be automatically turned on by
default. The Waiting Room is just like it sounds: It’s a virtual staging area that prevents
people from joining a meeting until the host is ready.
WAITING ROOM
• How do I admit participants into my meeting?
• It’s simple. As the host, once you’ve joined, you’ll begin to see the number of participants
in your waiting room within the Manage Participants icon. Select Manage Participants to
view the full list of participants, then, you’ll have the option to admit individually by
selecting the blue Admit button or all at once with the Admit All option on the top right-
hand side of your screen. For step-by-step instructions, please watch this 2-minute video
JOINING & CONFIGURING AUDIO & VIDEO
Video preview popup
Join meeting with video enabled
Join audio bottom left hand corner
• Join with computer audio
• Option to test speaker and microphone before joining
If trouble hearing or being heard when connectedUp next to mute you can test speaker and microphone
Follow prompts answer yes/no to connect audio properly
ACTIVE SPEAKER VS. GALLERY VIEW
Can see up to 49 participants on one screen
Up arrow next to video camera
Video settings
Tick box one time will remember setting
MANAGE PARTICIPANTS
• Manage participants
• Host will have “manage participants” option
• You can make someone a co-host if needed
• Play enter and exit chimes so you always know when some enters or exits
ZOOM BREAKOUT ROOMS
ZOOM BREAKOUT ROOMS
• Prerequisites
• Breakout rooms enabled
• Zoom Desktop Client
• Windows: 3.5.31087.1102 or higher; macOS: 3.5.31087.1102 or higher; Linux: 2.0.81497.1116 or higher;
Chrome: 2.4.943.510 or higher
• ANOTHER LINK FOR BREAKOUT ROOMS
• To enable the breakout room feature for all members of your organization:
• Sign in to the Zoom web portal as an administrator with the privilege to edit account settings.
• In the navigation menu, click Account Management then Account Settings.
• Navigate to the Breakout Room option on the Meeting tab and verify that the setting is enabled.
If the setting is disabled, click the toggle to enable it. If a verification dialog displays, choose Turn On to verify the
change.
BREAKOUT ROOM LIMITATIONS
Users joined into the Zoom meeting from the Zoom Mobile App or H.323/SIP devices can participate in breakout rooms, but cannot manage them. Users joined using Chromebooks/Chrome OS or Zoom Rooms are unable to join
breakout Rooms, but the main room can be used as an alternative session for these users.
You can have up to 50 breakout rooms
CREATING BREAKOUT ROOMS • Start an instant or scheduled meeting.
• Click breakout rooms.
• Select the number of rooms you would like to create, and how you would like to
assign your participants to those rooms:
• Automatically: Let Zoom split your participants up evenly into each of the rooms.
• Manually: Choose which participants you would like in each room.
• Click Create breakout rooms.
• Choose Manually.
ASSIGNING PARTICIPANTS TO ROOMS
• To assign participants to your rooms, select Assign next to the room you wish to
assign participants to and select participants you want to assign to that room.
Repeat this for each room.
• Once a participant has been assigned (manually or automatically), the
number of participants will show in place of the Assign button.
YOU CAN REARRANGE OR MOVE PARTICIPANTS INTO DIFFERENT ROOMS
• After manually or automatically assigning participants
to rooms, you can rearrange the participants.
Participants who are not assigned to breakout sessions
will remain in the main meeting when the rooms are
started.
• Move to (participant): Select a room to move the
participant to.
ADD FINAL ROOM AND THEN OPEN ALL ROOMS
• Add a Room: Add another breakout room.
• Open All Rooms: Start the rooms. All
participants will be moved to their respective
rooms after confirming the prompt to join the
breakout room. The host will be left in the
main meeting until manually joining one of the
rooms. The participants (and the host when
manually joining a room) will see the following
message shown when joining the breakout
room.
YOU CAN MANAGE ROOMS ONCE STARTED AND SEE WHO IS IN EACH ROOM
• Managing breakout rooms in progress
• Once the breakout rooms have been started,
the participants will be asked to join the
Breakout Session. The host will stay in the main
meeting until joining a session manually. If a
participant has not joined the session yet, it will
be noted by (not joined) next to their name.
JOIN, LEAVE OR CLOSE ROOMS
• Join: Join the breakout room.
• Leave: Leave the room and return to the main meeting (only shows when in a
breakout room).
• Close All Rooms: Stops all rooms after a 60 second countdown, shown to the
host and participants, and returns all participants back to the main meeting.
HOW MANY BREAKOUT ROOMS?
One room for each party and their
respective attorneys
One Counsel-Only room where all the attorneys can meet
with mediator
HELP?!?HOW TO CALL MEDIATOR/HOST BACK INTO BREAKOUT ROOM
• Lets you call the host back into your room
• Participants in breakout rooms can request that the meeting host join their
meeting by clicking Ask for Help.
• You will be prompted to join the room where the request originated from.
Click Join breakout room to join the room.
IN MEETING CHAT
• Pop out window
• Can post links
• Where it says everyone there is a
dropdown where you can select
one other person you can privately
chat with
SHARE SCREEN
Bottom center of controls
Pop up asking you what you would like to share
Select specific desktop, web browsers, PP, PDF, records, exhibits
Video
Make sure you click share computer sound and optimizing video clip
Annotation Tool
Host- top will be a pen tool
Participant - at top click more options and find pen tool
Expands into a toolkit
SHARE SCREEN SHARE CONTENT
• Before you start your mediation, organize any content you may want to share
in a folder on your desktop for quick access.
SHARE SCREEN SHARE CONTENT
• Before you share any specific content on Zoom, it needs to be open on your
computer.
• If you don’t open it first, you may accidentally share the screen that shows all
of your documents.
• Begin Screen Sharing ALT + Shift + S
• If there is audio associated check Share Computer Sound
NEW SHARE OR STOP SHARE
VIRTUAL BACKGROUNDS
• Gives more privacy to lawyers
• You can use one that is provided or upload your own
• Can upload one with your firms branding
SHORTCUTS
• Keep yourself muted and you can unmute by pressing the spacebar
• HOT KEYS AND KEYBOARD SHORTCUTS FOR ZOOM
DOCUSIGN
• If you reach an agreement you can use DocuSign to get settlement
agreements signed on the spot
END MEETING
• To leave a meeting from Zoom on your desktop, select 'End Meeting' then
'Leave Meeting'. To leave a meeting from Zoom on your mobile device, select
'End' then 'Leave Meeting’.
• End Meeting (only available to the host): This will end the meeting for all
participants. If you want to have the meeting continue, you should give another
participant host control before leaving the meeting.
TEST RUN YOUR VIRTUAL MEDIATION
• Set up a time a week or so before the mediation to
make sure everyone can access Zoom and that the
breakout rooms run smoothy
• Everyone has downloaded the necessary
programs
• Audio and video work
• Separate test runs with defendants and
plaintiffs
• Explain the process
• Make sure everyone can use the screen share
feature
HAVE BACK UP PLANS
Make sure you have everyones cell phone number Make sure that if there is an audio problem particiants know they can call the number in the invite and not use the computer audio if needed