Dot Collector Quick Start

Table of Contents


Overview 

We believe that the most successful teams are those that are able to give voice to everyone’s ideas, share valuable feedback in the moment, and work through different perspectives to arrive at the best decisions. The Dot Collector App for Zoom helps you and your team do this through real-time feedback (Dots) and polling, within the context of a Zoom meeting. 

Once you have joined a Zoom meeting and opened the app, you and your team will be able to give and receive Dots throughout the meeting, view all Dots exchanged in a matrix summary, and ask questions. When you open the app outside the context of a meeting from your Zoom window, you will be able to view a list of all dots you’ve given and received through time and access all of your previous meetings. Here you can also find your About Me profile, which provides a variety of insights into the dots you’ve given and received through time - creating an evolving picture of your strengths, areas for improvement, and dotting tendencies. 

This article covers installing, configuring and using the Dot Collector App for Zoom. If you have already installed and configured the app, jump to the Using Dot Collector for Zoom section below for details on available functionality.

Prerequisites

 

Individual Users (Free Account): 

  • A Zoom Account - (release 5.7.3 or later)

Enterprise Users: 

  • A Zoom Account (release 5.7.3 or later)
  • Pre-approval of the Zoom Apps Marketplace 
  • Pre-approval of the Dot Collector App in the Zoom Apps Marketplace

Note: If you do not see the Zoom Apps Marketplace and/or the Dot Collector App, please contact your Zoom administrator. You can find your Zoom administrator by: 

  1. Login to your Zoom account, using your web browser
  2. Select “Account Profile” from the sidebar navigation. Here you will find the “Account Owner.” 

Installation and Configuration

  1. Login to your Zoom account and select “Apps” from your Zoom window. 
  2. Click on the “Discover” tab, search for “Dot Collector” in the Zoom app marketplace, and click the app.
  3. If you are an enterprise user and the app has not been pre-approved, you will be asked to request approval from your company or group’s Zoom admin. Request approval and your Zoom admin will be notified and asked to approve / deny your request. 
  4. Once the app has been approved by your Zoom admin (if applicable), click “Add,” confirm the permissions the app requires and choose “Authorize”.
  5. You will be redirected to the Dot Collector App. There is no additional configuration required to begin using the app. Get started by: 

Onboarding Your Company to Dot Collector

We have found that there are 4 key steps to ensuring that the Dot Collector app is integrated into an organization in a meaningful and effective manner: 

  1. Appoint a team member to promote the use of the app - this person is your Dot Collector “Champion.”
  2. Get the culture right - set an open feedback culture in your organization by cultivating meaningful relationships, psychological safety, and a growth-mindset. Set your cultural standards and the tone from the top and make feedback part of your organization’s day-to-day. There are practical steps you can take to do this starting on Day 1.
  3. Set your Dot Collector goals - explore with your team how Dot Collector will power your culture of open feedback and continuous development.
  4. Get started - agree on a set of use guidelines to build the habit of feedback, engage your Dot Collector Champion to lead the way and model good dotting behaviors that your team members can mirror.

For additional information on these 4 steps, see HERE.

Using the Dot Collector App for Zoom

 

Opening the App

You can open the Dot Collector app in 2 ways: 

  1. In a meeting - from the Apps tab at the bottom of your Zoom window.
  2. Outside of a meeting - from the Apps tab in your Zoom client.

To open the app while in a meeting

  1. Go to “Apps” from the bottom of your Zoom window 
  2. Click on the Dot Collector app to open it. You may be redirected to your default web browser to complete logging into the app. You will then be automatically added as a participant to the current meeting to begin giving and receiving dots. 

To open the app from outside a meeting:

  1. Go to “Apps” from the top of your Zoom window, navigate to the “My Apps” tab, and select Dot Collector. Use the search bar provided if you don’t immediately see the Dot Collector listed. By selecting the app, you will be automatically routed to your “My Dots” list. See Accessing Your Dots and Meetings Through Time for more information.

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Inviting Others

You can invite others on your team to install the app before, during, or after a meeting by selecting the Invite_Icon.png icon from your Zoom window. 

A few things to note: 

  • If you invite someone who has already installed the app, they will simply be prompted to open the app. 
  • Anyone you invite will receive a notification in their Zoom chat to either install or open the app.

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Giving a Dot

A Dot is quite simply an observation one person makes about another. Every observation about a person potentially tells you something valuable about how they operate. Just like athletes look to their coaches and students look to their teachers for ways to develop, employees look for ways to develop in the workplace. Dots help enable your colleagues to become trusted coaches, creating a culture of continuous development. We call this continuous development, or personal evolutionary process, “looping.” Understanding your strengths, and areas where you can improve (or loop!), is essential to success in work and life. That’s why all Dots are gifts...especially the constructive ones...to help you along the way.

Dots can be given while in a meeting (from the “Participants” tab) or after a meeting (by selecting a meeting from your “My Meetings” list), following these steps: 

  1. Find the meeting participant’s name for whom you want to dot and tap the dot icon next to their name. 
  2. Select attribute(s) you’d like to dot on by using the icons to rate on that attribute(s). Available ratings include: 
    • Thumbs up for Good Job Screen_Shot_2021-05-28_at_8.46.41_AM.png
    • “OK” icon for OK / I have a Question Screen_Shot_2021-05-28_at_8.47.03_AM.png
    • Loop for Needs Improvement Screen_Shot_2021-05-28_at_8.46.53_AM.png
  3. Add an optional comment.
  4. Optionally mark your dot as private. By marking your dot as private, only you and the person you’re dotting will be able to see it across the app. 
  5. Select “Give Dot” to finalize / submit your dot. 

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Exploring the Meeting Summary 

The meeting summary, or dot matrix, allows you and others to see a summarized view of all dots given / received in a meeting (with the exception of dots marked as “private,” which will only be visible by the dot giver and dot receiver). This view is accessible by navigating to the “Summary” tab while in a meeting or by clicking into a meeting from your “My Meetings” list outside of a meeting. 

If you’d like to see additional dot details (dot attributes and/or dot comments), simply tap on one of the cells in the matrix. 

 

 

Matrix_-_Small.png      Dot_Details_1_.png

 

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Polling Your Teammates 

 

Asking a Question 

The Dot Collector supports real-time polling with freeform, yes/no, and multiple choice question types - enabling you and your team to make better decisions. 

You can add a question while in a meeting, following these steps:

  1. Navigate to the “Questions” tab and select “Ask Question” 
  2. Select the question type you’d like to ask from the dropdown menu. Available question types include: 
    • Freeform 
    • Yes / No 
    • Multiple Choice 
  3. Enter your question and response options, if applicable.
  4. Select “Create Question” to finalize / submit your question.  

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Answering a Question and Viewing Responses 

Once a question has been added to the meeting, you can respond to it by navigating to the “Questions” tab. 

For each question, you will be able to:

  • Provide an answer, by either (1) entering a freeform text response (2) selecting yes / no, or (3) selecting from a set list of response options - depending on the question type. For all question types, you will also have the ability to select “I don’t know” as your answer. 
  • Optionally include a comment. 
  • Skip the question, so that you can come back to it later. 

After submitting your response, you will have the opportunity to edit your response, view the question results, and navigate to the next question, if applicable.

Note that you can view question results at any time by clicking into a meeting from your “My Meetings” list outside of a meeting. You can also answer questions from this view after a meeting has ended.

Screen_Shot_2021-05-07_at_11.27.20_AM.png    ViewAnswers.png

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Accessing Your Dots and Meetings Through Time 

By opening the Dot Collector outside the context of a meeting, you can (1) View a list of all dots you’ve given / received across meetings through time and (2) Access your previous meetings. You will also be able to access your About Me profile, described in the Understanding Your About Me Profile section. 

View all dots given / received

  1. To access your dots given or received, simply open the Dot Collector app outside the context of a meeting from your Zoom client (see Opening the App for details). You will be automatically routed to a list of all dots you’ve received through time across meetings. 
  2. Click “Dots Given” to see the dots you’ve given through time across meetings. 

Dots_Feed.png

 

Accessing your previous meetings:

  1. To access your previous meetings, navigate to the “My Meetings” tab.
  2. Scroll through your list of meetings to find the meeting you’re looking for. Note that meetings in this list are ordered by recency, with the most recent meeting at the top. Once you have selected a meeting, you can view information about that meeting and also give dots or answer questions. 

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Understanding Your About Me Profile 

Your “About Me” profile summarizes the dots you’ve given and received through time to paint an evolving picture of what you are like (your potential strengths and areas for improvement) and your dotting tendencies. By reflecting on these insights about yourself, you are able to improve on your key development areas, enhance how you work with others, and manage and/or mentor more effectively. 

Your About Me profile is accessible by navigating to the “About Me” tab outside of a meeting. Note that you are the only one who can see your About Me profile. For a more robust explanation of your About Me profile, continue reading below. 

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About Me Deep Dive

Your About Me profile contains 3 sections and may or may not be populated based on the amount of dots you’ve given / received: 

  1. Dot Overview - Here you will find the total number of dots you’ve given and received through time, the average number of dots you give and receive each meeting (where you have the Dot Collector app open), and the date on which your last dot was given and received. 
  2. What you’re dotted on - This section summarizes the attributes you’re most frequently dotted on and how many of those dots are positive, neutral, and/or constructive. 
  3. What you dot others on - This section summarizes the attributes you dot on the most and how many of those dots are positive, neutral, and/or constructive. 

Uninstalling the Dot Collector App for Zoom

  1. Login to your Zoom account and select “Apps” from your Zoom window. 
  2. Click “Manage” > “Installed Apps” or search for the Dot Collector app. 
  3. Select the Dot Collector app and click “Uninstall.”
  4. Choose your uninstall reason and click “Uninstall.” 

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