10 ‘Essentials’ for Video Conferencing

During the current Coronavirus ‘lockdown’ homeworking has been adopted by millions of us as the primary means of continuing business activity. The scale use of video/Internet conferencing has exploded; a visit to Amazon will reveal that all of the mid-range webcams are completely sold out!

As we all know far too well, there are business risks and gaps in protocols (ie. etiquette/common sense) with the use of Internet conferencing that are causing us frustration. Some issues give rise to hilarity whereas others lead to risk.

I’ve published another article on ‘15 ‘essentials’ for managing risk during home working’ which you can read here.

And, dedicated to the subject of Internet conferencing, here’s 10 ‘essentials’ to make our working lives more efficient and safer.

1. Don’t use Whatsapp or Zoom or Skype or any other communication or screen sharing platform without first thoroughly checking the license agreement. Many of the ‘free’ versions do not provide adequate assurances as to their compliance with the GDPR.
2. Make sure that your record of personal data processing is up to date with where and how personal data is being processed (Article 30 of the GDPR); this includes transmission during video conferencing.
3. If you are using the Internet to conference or screen share, make certain that the Temporary Internet Files are deleted from the device after every session. These files contain information/data from the activity.
4. Establish a rule that conferencing must not take place in front of staff members’ friends or family or in front of windows. Also, 'smart devices' such as Siri or Alexa could be listening to you; switch them off or remove them from the room before you conference.
5. Keep microphones switched off unless you are actually speaking. Appreciably, we can’t always be in control of the noise around us, but fortunately all conferencing platforms have an easy-to-use ‘mute mic’ button; use it!
6. If you are video conferencing, think about your personal appearance and what’s going on in the background. We’ve all seen that photo of the chap who photographed a chrome (ie. reflective) teapot whilst he was naked!
7. Be certain that your device, speakers, microphone, Internet connection and conferencing software are in full operational order, and that you understand the controls, in good time before you go anywhere near a conference over the Internet. And, ensure that your Internet connection is consistent and strong.
8. Switch mobile phones (and any other distracting devices) off before joining the conference. Be fair to yourself, the person presenting and your colleagues.
9. If you intend to record the conference, you must tell all of the participants first. Bear in mind that there are circumstances where participants can legitimately object to this.
10. Be realistic about the management of large numbers of participants. The more people in the conference, the harder is it to interact with them all. Where ‘large’ numbers are invited, it’s well worth distributing an agenda in advance, with timing for each agenda item; be firm when Chairing the conference and stick to the timings.

Please contact us to discuss your concerns on information security and data protection as well as business continuity management.