Hosting a Zoom Meeting is Not What You Think

Let’s get this clear right off the bat. Hosting a Zoom meeting, aka online video conference call, is not the same thing as chairing a meeting. In fact, they are very separate roles.

The chair is responsible for driving the meeting content; they set and control the agenda, welcome and introduce the guests, set the tone and guide the meeting.

The video conference host has a more technical role. Let’s quickly run through what a good video conference host should and should not do.

Schedule the meeting

Be it Zoom, Teams, Meet or Skype, the same basic rules apply. Get familiar with the platform you are using and get started.

At the very least, the title of the meeting should be relevant.

When the host sets the meeting, they can set the meeting password (I like custom, easy to remember passwords rather than the generic and often cryptic auto-generated passwords myself #ProTip).

This critical step secures the meeting from zoom bombers, but it can also create a barrier for online meeting noobs. Double-check to ensure that the link, meeting ID and (custom) password are correct before sharing with the meeting chair and guests.

When scheduling a meeting, tweaking a few settings at the start can really help once the meeting starts. Consider if persons will need to call in using a traditional landline, be kept in a waiting room or should enter the meeting with the microphones and camera on. The host can control all these factors when scheduling the meeting.

Set the rules

The chair may follow the traditional Robert’s Rules of Order, but the host can set a few rules of their own. Notably, the host can insist that every participant has a relevant display name, or simply rename the participants themselves.

Disabling private chats, screen share or annotations are all within the power, and responsibility, of the host.

The meeting host can kill the cameras and microphones of attendees that may be (accidentally or on purpose) distracting to the general flow of the meeting.

Taking it a step further, the meeting host determines when guests are let in (if there is a waiting room) or may extract them if necessary.

Handle the presentation

When an attendee is required to present, the host facilitates that screen share. By default, most online conferencing solutions lock screen share to the host, who can then give that option to other participants.

Please note, you don’t have to make a presenter a co-host, you can simply “allow screen share” in the settings. You can also limit the feature to only participants at a time.

For bonus points, the meeting host should reach out to the presenters before the meeting to ensure a smooth transition.

Record

All the major online meeting platforms offer a recording option that can be super useful for a variety of applications. However, always ask attendees for permission before recording. It's best to inform them how the recording will be used and who will have access to the file.

The same applies if the meeting will be live-streamed to the public.

Provide tech support

While the chair is conducting the meeting, the host provides tech support.

If participants are having trouble joining, facing internet disruptions, confused about how to turn on or off settings, it is the meeting host that addresses all tech-related issues. If the chair decides to use the onboard polling or other advanced features, it is the host that must coordinate their execution.

The host also supports the meeting chair by bringing their attention to raised hands or relevant comments in the chat.

Does it all seem like a lot of work? Assign a co-host to assist with the responsibilities of the role.

Attend the meeting

Meeting hosts are also attendees, so attendee rules apply to them too. Click here for online meeting attendee etiquette tips.

Get the gear

Ideally, the host should use a computer to facilitate the meeting. Using a mobile device can be limiting, or worse, frustrating.

If the meeting is small, short and simple, the chair may also be the host. But larger meetings or events are best handled by a dedicated host or team of hosts..