How to host an online group

New to hosting a group online? An online group is an incredible tool to help people connect with each other when an in-person group may not be possible.

Your first few meetings will take some adjusting as everyone gets acquainted with the technology and the format and works out all of the kinks. So don’t give up too quickly if your first few meetings are a bit of a challenge!

As you look into launching a group online, or having your group try it out for a week, this page will help you figure out the technology to use and best practices for a good online experience.

Best Practices and Online Etiquette

• Recommend group members to download meeting software prior to meeting.
• Make sure your face has sufficient lighting.
  • Lighting works best in front of your face, not behind.
• Make sure your face is centered in the video camera.
  • We don’t want to see your forehead, or neck, or miss you all together.
  • Position the camera to eye level or slightly above.
• Select the quietest room/location you can find.
  • Turn off anything making noise in the background (TV, radio, appliances).
  • Put pets in a different room or have them in a place where they will be most quiet.
  • Places like a coffee shop or restaurant can work but sometimes background noise can be an issue. Noise canceling headphones can help with this.
• Only use one device per household.
  • When two devices are used in one location it produces feedback (really annoying noises).
• Mute your computer unless you’re talking.
  • If everyone’s microphone is turned on at the same time, the sound quality can be an issue and it can be hard to hear the person who is talking. So the best policy is to mute yourself when you are not talking.
  • If you are muted, make sure to nod your head and listen well so people can recognize you are following them.
  • You will be muting and unmuting A LOT, so get used to it.
  • Also, you’ll get called out if you don’t unmute, so don’t be offended.
  • Or maybe, the moderator will mute you, so don’t take that personally.
• Be an assertive moderator.
  • The moderator/host of the group will need to be welcoming and in charge. Make sure as host you jump on a few minutes early to welcome everyone.
  • Redirect the conversation or mute participants as necessary. This may feel rude but is necessary to manage a good online experience.
  • The moderator should talk 20% of time and listen 80% of time.
• Create a plan for participants to indicate they’d like to talk.
  • You may try something like raising a hand, answering in a specific order, or another signal.
  • Since participants will often be muted, having a plan will help you know when to mute and unmute.
• Give full attention, don’t multitask.
  • When participants are not paying full attention it can be a big distraction online just like an in-person group.
  • When talking, spend some time looking at the camera, not just the screen.

Technology Options

Zoom

• Pros: Free. Only hosts are required to have a Zoom account. There is a phone-in option.
• Cons: Limited to 40 minutes unless you have a paid account ($14.99/mo). Have to download Zoom application to phone or computer.
• Capacity (100 participants/Devices)
• How To Use:
  • Open Zoom in a web browser or mobile app (apple device, android device, chrome web browser extension)
  • Login
  • Click “Host a meeting with video on”
  • Click “Invite participations”
    • Select how you’d like to send an invite:
      • Default Email, Gmail, Yahoo to send email invite
      • or “copy URL”, “Copy Invitation” to copy a link and send it via a text message, email, facebook message, etc.
  • You can also schedule a meeting on the zoom website and send an invite to join you at a specific time, including a link to your online meeting. (See Instructions)
• Watch tutorial videos in Zoom video library.

Google Hangouts

• Pros: Free. Unlimited time. Closed Captioning. Accessible via web browser on computer.
• Cons: Requires a google account for all participants. (can sign up for one HERE). Phone-in option not available unless you have a business account. (If you have a G Suite business account, you can also share a phone number for people to call into the meeting if they don’t have access to a computer or smartphone.)
• Capacity (25 Participants/Devices)
• How to use:
  • Open Google Hangouts in web browser or mobile app (apple device , android device, chrome web browser extension)
  • Login
  • Click “Video Call” button
  • Click “Invite People” and type in their email address (If they don’t have a google account it will send them an invite to setup an account)
  • You can also schedule a meeting on your google calendar and send an invite to join you at a specific time, including a link to your online meeting. (See Instructions)
• Watch 6 minute youtube tutorial.

FreeConferenceCall.com

• If your group is not as tech savvy or doesn’t have the technology to do a video chat, this website offers a free conference call option to phone in. It will be a long distance number most likley.
• How to use:
  • Sign up for an account HERE
  • Share the dial-in number and access code with your group.