Merge pull request #2713 from MAKOSCAFEE/zoom-screen-sharing-recomendation

Added Zoom screen sharing guidelines and recommendations

communication/zoom-guidelines.md

@@ -8,9 +8,11 @@ These guidelines are meant as a tool to help Kubernetes members manage their Zoo
 Check the main [moderation](./moderation.md) page for more information on other tools and general moderation guidelines.
 
 ## Current State
+
 Zoom licenses are managed by the [CNCF Service Desk](https://github.com/cncf/servicedesk) through the Zoom Admins listed below. At the time of this update, we have 41 paid pro user licenses with 38 accounted for.
 
 ## Code of Conduct
+
 Kubernetes adheres to Cloud Native Compute Foundation's [Code of Conduct](https://github.com/cncf/foundation/blob/master/code-of-conduct.md) throughout the project, and includes all communication mediums.
 
 ## Obtaining a Zoom License
@@ -23,32 +25,34 @@ See the [SIG Creation procedure](/sig-governance.md#sig-creation-procedure) docu
 Do not share your zoom link on social media.
 
 Moderation will not be available if you are not following this list:
-* [latest version](https://zoom.us/download)
+
-* logged in as the leads of that meeting OR have the host key. (Example: you need to use the leads account for sig arch if you are running that meeting or have their meeting key with join before host enabled)
+- [latest version](https://zoom.us/download)
-* using a meeting that was set up through the "Meeting" tab in the zoom account and NOT the personal meeting ID
+- logged in as the leads of that meeting OR have the host key. (Example: you need to use the leads account for sig arch if you are running that meeting or have their meeting key with join before host enabled)
+- using a meeting that was set up through the "Meeting" tab in the zoom account and NOT the personal meeting ID
 
 After the meeting has started:
-* Assign a cohost to help with moderation. It should never be your notetaker unless it's a very small group.
+
-* Turn off screen sharing for everyone and indicate only host. If you have others that need to share their screen, the host can enable that on the fly. (via the ^ next to Share Screen)
+- Assign a cohost to help with moderation. It should never be your notetaker unless it's a very small group.
+- Turn off screen sharing for everyone and indicate only host. If you have others that need to share their screen, the host can enable that on the fly. (via the ^ next to Share Screen)
 
 If you're dealing with a troll or bad actor:
-* You can put an attendee on hold. The participant will be put into a 'waiting room' and not have ability to chat or discuss written or verbally until the host undoes the hold.
+
-* Remove the participant. Please be cautious when testing or using this feature, as it is permanent. They will never be able to come back into that meeting ID on that device. Do not joke around with this feature; it's better to use the hold first and then remove.
+- You can put an attendee on hold. The participant will be put into a 'waiting room' and not have ability to chat or discuss written or verbally until the host undoes the hold.
-* After an action has been taken, use the 'lock meeting' feature so that no others come into the meeting and you can resume. If that fails, end the call immediately. Contact Zoom Admins after the meeting to report.
+- Remove the participant. Please be cautious when testing or using this feature, as it is permanent. They will never be able to come back into that meeting ID on that device. Do not joke around with this feature; it's better to use the hold first and then remove.
+- After an action has been taken, use the 'lock meeting' feature so that no others come into the meeting and you can resume. If that fails, end the call immediately. Contact Zoom Admins after the meeting to report.
 
 You can find these actions when clicking on the 'more' or '...' options after scrolling over the participants name/information.
 
 It is required that a host be comfortable with how to use these moderation tools and the zoom settings in general. Make sure whoever is running your meeting is equipped with the right knowledge and skills.
 
 ### Other Related Documentation
+
 Zoom has documentation on how to use their moderation tools:
 
 - https://support.zoom.us/hc/en-us/articles/201362603-Host-Controls-in-a-Meeting
 
 We created an extensive [best practices doc](https://docs.google.com/document/d/1fudC_diqhN2TdclGKnQ4Omu4mwom83kYbZ5uzVRI07w/edit?usp=sharing) with screenshots. Those who belong to kubernetes-sig-leads@ have access.
 
-
-
 ## Meeting Archive Videos
 
 If a violation has been addressed by a host and it has been recorded by Zoom, the video should be edited before being posted on the [Kubernetes channel](https://www.youtube.com/c/kubernetescommunity).
@@ -65,6 +69,19 @@ Check the [centralized list of administrators](./moderators.md) for contact info
 
 Issues that cannot be handle via normal moderation with the Zoom Admins above and there has been a clear code of conduct violation, please escalate to the Kubernetes Code of Conduct Committee at conduct@kubernetes.io.
 
+## Screen sharing guidelines and recommendations
+
+Zoom has a documentation on how to use their screen sharing feature:
+
+- https://support.zoom.us/hc/en-us/articles/201362153-How-Do-I-Share-My-Screen-
+
+Recommendations:
+
+- Turn off notification to prevent any interference.
+- Close all sensitive documents and unrelated programs before sharing the screen eg. Emails.
+- Test your presentation before hand to make sure everything goes smoothly.
+- Keep your desktop clean. Make sure there is no offensive or/and distracting background.
+
 ## Audio/Video Quality Recommendations
 
 While video conferencing has been a real boon to productivity there are still [lots of things that can go wrong](https://www.youtube.com/watch?v=JMOOG7rWTPg) during a conference video call.