Welcome to the portion of the TMIY Toolkit that covers Virtual Meetings. Click the links below to access the associated information.
Intro to TMIY Virtual Plan
Our goal is to assist you in running a TMIY Virtual Meeting which closely resembles the traditional in-person format. Virtual meeting technology has improved significantly since this past spring so our new recommended format is able to include the key features of a traditional TMIY meeting. We have found that the features that ZOOM offers make it the best fit for TMIY’s meeting format, however classes are free to choose another platform if it better suits their needs. The following step-by-step instructions assume that the ZOOM platform is used, though other platforms can still run this format the individual steps will vary. We encourage each class to designate one person to be in charge of the meeting technology.
Overview of the New Recommended Meeting Format:
In order to better replicate the original TMIY meeting format, we are now recommending that the entire group meets under one Zoom meeting to fellowship, watch the session together, and break into small groups. This requires a paid account (more details on this to follow). Here is the recommended meeting format:
- Start Meeting in the Large Group: (15 minutes)
- Everyone joins the same video conference at the start of the meeting
- Allow some time for casual conversation
- Have the designated individuals provide the welcome, prayer, and introductory comments for the session
- Play Weekly Video: (30 minutes)
- The host plays video and presents to the large group via the ‘Share Screen’ feature
- After the video, the host stops “Screen Share”
- Small Groups: (30-45 minutes)
- Dismiss to virtual ‘Breakout Rooms’ for small group discussions
- Set the timer for the breakout rooms to the designated time for your meeting, usually 30 minutes
- Closing: (5 minutes)
- Groups automatically return to large group meeting space
- Closing remarks
- Closing prayer
Phase I - Setting Up Your TMIY Zoom Meetings
At least a week before your first meeting, make sure to sign up for a Zoom account and schedule your meeting in Zoom so you have time to learn the platform and share the meeting information with your men.
Step 1.) Sign up for a Zoom account
The recommended plan seeks to gather everyone for the opening comments and to watch the session video together. This means a paid account is needed as the free version limits the meeting time to 40 minutes. If your group is unable to or does not wish to sign up for a paid Zoom account, please see the “FREE METHOD” section of this page to learn how to use the free version of Zoom for your TMIY meetings.
(The article also provides other helpful start-up information)
Step 2.) Update Your Meeting Settings
Before you schedule a meeting, you will need to input your particular “meeting settings” that will carry over for all the meetings you make moving forward. Here is an overview on how to update your settings.
The Meeting Settings you need to update before scheduling your meeting are to:
- Turn on the ability to create ‘Breakout Rooms’ (instructions here).
- Allow you to make co-hosts (paid feature only). Turn on this setting so you can have multiple people assist in running the virtual class (instructions here).
- Turn Waiting Room feature on or off. By turning on the waiting room participants attempting to join a meeting must be admitted individually by the meeting host or co-host. Enabling the waiting room automatically disables the setting for allowing participants to join before the host.
*Please review all Zoom settings and personalize to your group as needed.
Step 3.) Schedule Your Meeting
Once you schedule your meeting, Zoom provides you a meeting link. Email this link to your group via the TMIY email system. Meetings can be set up as recurring weekly which means you can use the same invitation link each week and only have to schedule the meeting once. Meeting passwords are provided by default though they are not needed when participants join by clicking the meeting link.
Step 4.) Invite People to Your Meeting
Share all the relevant meeting information including the meeting link, meeting ID, and password along with the meeting schedule with all invitees at least one day prior to the meeting.
Zoom will generate a meeting invitation that you can copy and paste into the TMIY class email system. The Virtual TMIY Templates provide a space to add your own personalized message. This is where you will include the meeting information. The TMIY Virtual templates have also been updated to include a direct link to the weekly session videos as a backup. Here is an example of what you can add to the personalized message section of the email:
Meeting Invitation Link: https://zoom.us/fakesample link (use link Zoom provides)
6:30 AM – Welcome, MC Comments Opening Prayer
7:00 AM – Weekly Video Presentation
7:30 AM – Small Groups
8:00 AM – Meeting Adjourned
If you don’t click the invitation link to join the meeting, you can use the info below:
Meeting ID: 1212121212 (use ID Zoom provides)
Meeting Password: #@fakesamle@# (use Password Zoom provides)
Phase II - Running a Meeting
The following will walk you through the steps of running a TMIY Virtual Meeting using Zoom.
Step 2.) Open with MC Comments and Prayer
After a few minutes of general hellos, the MC or Core Team Leader will begin with opening comments. This includes welcoming the group, opening remarks about the new year, addressing other housekeeping items, and explaining the flow of the meeting so the men know what to expect.
Click Above to Learn General Meeting Controls
Step 3.) Present the Weekly Video
We encourage the group to watch the videos together. If for some reason, they have trouble viewing the presentation, the link to the video is also available in the weekly Virtual TMIY email. Please make sure to ask everyone to mute themselves when the MC is speaking and when the video is playing.
Click Above to Learn How to Share Your Screen
When sharing your screen make sure to click the “Share Computer Sound” and “Optimize Screen Sharing for Video Clip” selections as seen on the screenshot below. Learn more here.
Step 4.) Break into Small Groups via Zoom Breakout Rooms
Once the session has ended, stop sharing your screen and announce to the group any necessary logistics before breaking them into small groups. There are three options for breaking into small groups using ‘Breakout Rooms’:
For An Overview on Using Breakout Rooms for Small Groups Click Above
Further details on the three breakout options:
- Manually Assign Breakout Rooms During the Meeting – This takes less preparation but depending on the size of your group it might take too long. This option also allows you to keep the same small group each week.
- Manually Assign Breakout Rooms Before the Meeting by Uploading a CSV – This option takes the most preparation but allows you to keep the same small groups each week. Click Here to Learn How to pre-assign People to ‘Breakout Rooms’. If the person’s email you are uploading is pre-assigned to a breakout room but not tied to a Zoom account, they will not automatically appear in their assigned room. However, these individuals and all other participants that were not pre-assigned can be manually added to breakout rooms during the meeting.
- Automatically Assign People to Random Breakout Rooms – This is the quickest way, but the group will be random every week. The video above highlights this process. There will be no set small group leader. If you want to keep your traditional small groups intact, consider using options 1 or 2.
Step 5.) Conclude Small Groups and Return to Large Group for Closing Remarks and Prayer
If different small groups go longer than others and it is difficult to time your ending, you may decide to let the individual small groups close their own meetings in prayer when they are ready to wrap up.