SAMPLE EMAIL WITH INSTRUCTIONS TO JOIN YOUR "VIRTUAL MEDIATION"
We look forward to working with you at the forthcoming "virtual mediation."
This email contains the information needed to participate in the session. Please save this email on the device you will be using to participate in the conference.
If a member of your mediation team is not listed above or has not received this invitation email, please forward this email to them immediately or send us the email address for that individual so we can send an invitation directly to their email address.
A WORD ABOUT SECURITY
We take the security and confidentiality of our mediations and conferences very seriously.
There has been a lot of news and speculation about the security of Zoom video conferences. The reported hackings all involve large group meetings with published schedules.
For our Zoom meetings:
- Each conference and mediation is given a unique meeting number and password.
- All participants first go to a waiting room and are only connected to the meeting manually by the host on verification of identity.
- All capacity to record a session or chat between participants is disabled.
These steps avoid all reported issues with Zoom
Connecting to the Mediation
So long as you have the "Meeting ID" and password listed below, you can participate in the mediation from any smart phone (iPhone, Android phone, etc.), iPad, laptop, tablet or desktop PC with camera and microphone capability. Internet access is required. Anyone without this available technology can participate by dialing into the conference using one of the numbers listed below.
If you have not used Zoom on your selected device before, when you click on the "join Zoom meeting" link below you will be prompted to download the Zoom application for your particular device, either a program or application (Apple or Android). Clicking on the link will take you directly to the download site. The installation is quick, easy and free.
Once the software has been downloaded, click or tap the icon to join the meeting. You may be prompted to enter the meeting ID.
If you have time, you may want to consider downloading the Zoom software or app onto your device in advance of the meeting. You can find the software here: https://zoom.us/download#client_4meeting Choose the "Zoom Client for Meetings" for your PC, Windows tablet or laptop. Choose the Zoom "Mobile Apps" for your smart phone or iPad.
If you are having difficulty connecting, please send me an email (firstname.lastname@example.org) and provide a contact phone number. I will call you and walk you through the process.
What to Expect When You Connect
When you first join the session, you will be placed into the "waiting room", pending the arrival of the other mediation participants. When all participants have joined, I will place each party's team members into a private "Breakout room" for that party. I will also activate your audio and video, if that has not been done already. An icon for "breakout rooms" should appear on your screen, check that and click to join when that option becomes available after I have enabled your assignment to your private room.
We will not start with a general session with all participants. I will first check in briefly with each group in their Breakout room. After I have done that, I will begin separate sessions with each of the parties. Zoom has a "chat" function which allows "chat" communication between either a specific individual in your separate Breakout room or with everyone in the room. The chat does not go out to anyone in another room.
As with any mediation, it is likely you will caucus privately with your group after my meetings with you and will want to talk with me when you have completed your discussion. When you are ready for me to rejoin you, simply click on the "Ask for Help" balloon at the bottom of the session screen. I will receive a notification that you are ready to speak with me. Also use this if you have any problems or need help with the video conference. I will join you as soon as possible.
I do not normally take a formal lunch break. Given the likelihood all of us will be working remotely, don't forget to plan for a midday snack.
Zoom conference phone numbers (for use only if you do not have computer audio) (note, toll charges may apply depending on your calling plan. Start with the number location closest to you. If busy, use another number):
Zoom Conference Meeting Number and Link to join:
Join Zoom Meeting
[link to be provided]
[to be provided]
If you have any questions in advance of mediation, please feel free to contact me.