Better conflicts, Better outcomes, Better world

Mediator Guide to Using Zoom
Set out below is a guide to using Zoom to conduct a two-party commercial mediation. Theprocess below can be adapted for mediations with more than two parties. Our experience at
CEDR is that video conference mediations can be very successful by providing a more costeffective and environmentally friendly mechanism for dispute resolution.
In order to create an environment which is conducive to settlement, it is important that themediator is familiar with all the relevant equipment and functions.
This Guide should be read together with CEDR’s Mediator Guide to Online Mediation, which
covers process design points, practicalities and top tips when conducting a mediation
online. A copy may be found on CEDR’s website here.
Party Participation
The Guide below assumes that as the mediator, you have discussed the use of Zoom withthe parties and that all participants consent to proceeding with a mediation using Zoom. It
also assumes that you have a Zoom Pro account. Please do not use a free Zoom account as
the security measures are not appropriate for a Commercial Mediation.
If parties have questions concerning Zoom’s security or compatibility, please refer them tothe Zoom website so that they can satisfy themselves that they are comfortable using
Zoom.
Whilst Zoom is one of the most popular platforms to conduct a mediation, GoToMeeting,Skype for Business, Microsoft Teams, WebEx and other providers may also be used andshould be discussed with the parties in advance.
Equipment
Having the right kit is key to conducting a successful online mediation. In addition to using aZoom Pro Account, see below a list of equipment needed.
Essential Equipment/Functions
a. A laptop/tablet with a microphone and camerab. A strong secure internet connection →Additional optional equipment that will create a more pleasant experienceYour Default Settings
1.

Prior to setting-up a mediation call, please go into your Settings and ensure that thefollowing are marked →CEDR Services Ltd

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a. Audio Type → Enable Telephone and Computer Audiob. Join before host → Disablec. Use Personal Meeting ID → Disable
d. Require Password → Enablee. Embed Password in Meeting Link for One-Click join →Enablef.

Basic Settings
i. Auto saving chats → Disable
ii. Screen sharing → Enable1.

Who can share → Host only (you can change this during themediation

2. Who can start sharing when someone else is sharing? →Host only
g. In Meeting Advanced
i. Breakout room → Enable
ii. Select Data Center Regions →1. Select only the regions where you have a participant located.
2. As Zoom is located in the US you cannot untick the US
iii. Waiting room → Enable
iv. Recording → Disable.
2. All other settings should reflect your agreement with the parties.
Setting up the Call
3. Log-in to your Zoom Account at Zoom.us
a. It is better to do this through the website than the App as there isgreater functionality on the website.
4. Go to Meetings → Schedule a New Meetinga. Complete the relevant informationb. Be sure not to click:i. Enable Join the Meeting Before the Hostii. Record the Meeting Automaticallyc. Be Sure to click:i. For Meeting ID →1.

Generate Automatically (this will ensure participants can’t log-into other sessions later)
2. Do NOT use your Personal Meeting ID
ii. For Meeting Password → tick “Require a Password” and note thepasswordiii. For Video → click the requirements agreed with the parties
CEDR Services Ltd

T: +44 (0)20 7536 6000

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Better conflicts, Better outcomes, Better world
iv. For Audio → click the audio source that is required, tick “Both” when indoubt
v. For Meeting Options → Be sure to enable:
1. Mute participants upon entry
2. Enable waiting room
3. Only authenticated user can join
4. Breakout Room pre-assign
See below for a screenshot

vi. Create at least four Break out rooms by clicking on +Create Rooms
1. Room names may be edited by hoovering your mouse to the rightof the room and then clicking the pencil/pen icon when itappears.
2. You can pre-assign participants to Breakout rooms at this stage.
We recommend you do so in advance of the call for ease ofadministration on the day. Be sure to hit save.
3. We recommend that you create the following rooms:
a. A room for each party;
b. A room for the mediator; - this can be used for the plenary
sessionsc. A room for the lawyers;
d. A spare room or room of requirement;
4. See example (on next page)

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Better conflicts, Better outcomes, Better worldvii. For Alternative Host →1.

Insert an alternate host if you have a co-mediator, an observer or
technical/logistical support
a. The alternate host must have a Zoom account.
b. Be sure to only do this if agreed with the parties in advance.

viii. Save the call.
5. Send the call details to the Parties.

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Better conflicts, Better outcomes, Better world
a. By eitheri.
ii.

Using the buttons provided in the Time section; orCopy and pasting the “Join URL” into the calendar invite using the call toaction on the right. This will ensure that the password is included in theinvite information.

Starting the Call
6. To start the call, log-in to you Zoom Pro Account → go to Meetings →go to Upcoming Meetings
7. Click on the relevant meeting
8. Click Start
9. The call will open and your attendees should be in the waiting room. Attendees in
the waiting room will not be able to speak or see you, or each other until admitted tothe session.
10. Check to make sure your microphone and video are on. If they are you will be able tosee yourself in the screen and the sound bars will come up when you speak.
11. If you need to invite additional attendees, you can do so by either:a. Forwarding the meeting invite with the details to the attendee; orb. Invite the individual(s) by using the “Invite button” on the control panel whichappears when you hover at the bottom of the screen

12. Once you are ready to start, either:a. admit everyone to the call at the same time, by clicking Admit All in the Righthand side:i. This will bring all parties into the plenary session and they will be able tospeak to each otherii. You can either keep the parties here and do a group introduction ormove them into their break out rooms.
b. admit the participants from one party and then move them to their breakoutroom before admitting the other party.
13. If you are having difficulty finding this, click Managing Participants on the controlpanel.
Managing Breakout Rooms
14. To move parties into Breakout Rooms, click on the icon on the control panel (seeabove):

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Better conflicts, Better outcomes, Better world
15. The following screen will pop up allowing you to move parties into the relevantrooms by hitting the Assign button. If you pre-assigned parties to rooms, these will
be pre-populated. You must move all parties into a room in order to open thebreakout rooms and close the plenary session:

16. You can then join a breakout room by selecting Join Room.
17. When you need to move to another room you can do so by clicking on the Breakout
Room icon. The above menu will appear again and you can then join a differentroom.
18. You can move between the rooms using this method throughout the mediation.
19. If you want to bring all parties back to the plenary session click → End All BreakoutRooms. It will give the parties 60 seconds to join the plenary session before moving
them there.
20. There is no way to close certain breakout rooms and leave others open. This is why
we recommend that you have at least two extra rooms. This will allow you to move toa room if you need time to reflect or to move certain team members of each party

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Better conflicts, Better outcomes, Better world
into a room of requirement so that they can have a discussion.
21. Parties can move between their assigned breakout room and the plenary session.
They cannot move between breakout rooms without the host moving that person
into a new breakout room.
22. As the parties can move themselves back into the plenary session, we recommendthat you do not use this room for any private discussions. Instead use the room ofrequirement or the mediator room.
Messaging
23. If you want to message either the entire room or an individual in the room, you cando so by clicking on the chat button on the control panel.

24. It will open up a messaging panel on the right-hand side of your screen.
25. Simply select your recipient from the drop down (either an individual, selection ofindividuals or the entire room) and type your message.

26. Please note you will only be able to message individuals in the room where you arepresent. For example, if you are in the Claimant room you will not be able tomessage those in the defendant room.
27. Also, as the host you can control who in the room members can chat with by clicking
on the ellipse in the right-hand corner, next to the recipient drop down.
28. It is important not to include any confidential information in the messages as it ispossible to save this.
Sharing your Screen
29. To prevent other participants from sharing please click the carrot to the right of theShare Screen button -→ select Advanced Sharing and then mark → Only Host in
response to the question of who can share the screen.
30. If you would like to share your screen with others in the room, then please click thegreen button in the middle of the control panel:

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Better conflicts, Better outcomes, Better world

31.

When sharing your screen, we recommend that you do not select → Screen

The reason is that this will show the parties any screen that you move to. It is easy to forget
you are sharing and accidentally show the parties a confidential document. For this reason,
have the document open and only select that document to share.
32.

When you want to stop sharing your screen, simply stop sharing by hitting thebutton:
Recording33.

Ensure that you or other parties are not recording at any time during themediation. If the recording is on, you will see the symbol below, typically in the top
left-hand corner of your screen.

34.

As the host you are the only member who can record.

Advanced Settings
35.

36.

To access advanced settings, click on the carrot to the right of the mute and video
buttons on the control panel. It will take you through to the following screen
which will allow you to change additional settings.
You can use this to amend the setting to fit your needs and the points which areagreed with the parties.

CEDR Services Ltd

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Better conflicts, Better outcomes, Better world

Conclusion
We at CEDR hope that you found this guide helpful. If you have any questions pleasecontact CEDR by phone at 020 7536 6060 or email at adr@cedr.com.

CEDR Services Ltd

T: +44 (0)20 7536 6000

100 St. Paul's Churchyard

W: www.cedr.com

LondonE: adr@cedr.com

EC4M 8BU

Twitter @cedrsays
linkedin.com/company/cedr

Registered in England & Wales No. 3271988