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Eight Tips for Productive and Secure Video Conferences

At a time when working from home is becoming indispensable, video conferences are becoming the focus. In order for this to be carried out productively and safely, there are a few points that need to be taken into account.

The effects of the Corona crisis are leading to changes in many companies and the conversion of the workplace from office to home office. Due to the short-term switch from meetings and video conferences to virtual, special attention should be paid to security and data protection.

One virus is enough – tips for secure video conferences

Be careful when forwarding meeting IDs

An important part of a secure video conference is the handling and forwarding of meeting IDs. Even if the event is intended for a large number of people, distributing a meeting ID on social media or websites can attract unwanted participants. To minimize the risks, there are two steps to consider: Use unique meeting IDs and generate them via your video conferencing tool.

Also, when using screenshots of a video conference, make sure that the meeting ID or URL is not visible.

Use passwords

Using passwords increases the security of your video conference. A distinction is made between moderator and participant passwords. The leader of the video conference enters the moderator’s password to start the meeting. The participant password is intended for all people who are authorized to take part in the forum.

Know the provider’s privacy policy

The topic of data protection has received particular attention for some time. This should be no different with video conferences. Because the devil is in the details, familiarize yourself with your provider’s privacy policy to avoid conflicts. If a system shares personal information with third parties, companies in most countries are required by law to disclose this to meeting participants. If in doubt, ask your legal advisor to take a look at the provider’s data protection guidelines.

Avoid download delays

Terence may be delayed, for example, because the provider software first has to be installed by the participant. Some solutions are browser-based and, therefore, work directly with a click. This saves time and, at the same time, leads to satisfied participants, as no answer has to be installed separately.

Follow the safety rules

The majority of cyberattacks begin with a phishing campaign. Phishing means that data from Internet users is intercepted, for example, via fake Internet addresses, emails, or SMS. The intent is to misuse personal information and harm bank account holders.

Many people share webinars or interesting video conferences via social media, but caution is advised here. If necessary, contact the sender to verify legitimacy. Under no circumstances should you open links and attachments in emails from unknown senders. Helpful tip: Look out for classic indicators of cybercrime, such as misspellings in URLs and emails.

A little extra – tips for productive video conferences

Create an agenda

First things first: a clear process. Before the video conference, make bullet points on various topics. Helpful here is, for example, who is taking part, what tasks the participants have, what issues you want to address, etc. For video conferences within your team, with partners, customers, etc., you should limit the number of participants sensibly. This makes it easier to keep an overview, and you can concentrate on the essential agenda items and discuss necessary topics. Also, decide who will moderate the conference.

Be online mentally, too

When it is another participant’s turn, you have the option to switch to “mute.” Use this to avoid disturbing the speaker with background noise. Even if a topic is not particularly relevant to you, focus on the conversation. Otherwise, important information that you or your colleagues mention in passing can quickly be lost. Be present!

Create minutes after the conference ends

This sounds strange to some, but we tried it ourselves, and it helps. Write a protocol. Tools like Microsoft Teams also offer you the option of recording the video conference. An organized protocol with the most important bullet points can work wonders. Share the minutes you have created with the participants to ensure that everyone is on the same level of information. This way, you avoid misunderstandings, and every participant has their tasks and to-dos in mind.

Also Read: What Tools Can You Use To Telework More Effectively?

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