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