5 Things to Do Before Every Video Meeting
Despite the fact that many people are starting to make the switch to more and more online platforms, clouds, and apps, the truth of the matter is some cyber security issues do exist. To be fair, there have always been security issues and there will always be security issues with any technology or system. However, when you cannot see the actual threat over the internet then you will be more than likely to see the effects of those threats and security lapses if you do not take the proper precautions in advance. Keep the following in mind before your meeting and you should be set.
Remember Where You Are
One of the silliest things that people will do when they enter a call or start to talk to someone else is that they forget where they are. If you have ever seen an older person who doesn’t quite understand cell phones, then you will know the exact scenario when you hear them shouting out loud into their phone. And, even though there are some obvious and not so obvious reasons for why this behavior can and does occur according to the BBC, you have to simply be aware of it so that you don’t replicate it in your own way.
This behavior also may seem funny to you in general. However, when you think about the power of video conferencing in general then you will quickly realize people can get swept up into their meetings without even realizing there could be listening ears all around. Regardless of what you are speaking about, it will certainly make sense to be aware of your surroundings before you go into a conference call or a meeting.
Know Your Legal Obligations
Whether it is something like HIPAA, FINRA, Consumer Protection, or a great many other things, if you are bound to the terms of confidentiality in one capacity or another then you absolutely have to abide by those rules. Even if you are in a quiet place where no one can physically access your conversation, you do have to be aware of who can electronically pick up on what you are saying. The last thing you will want to have happen to you is to ruin your reputation and a major client just because your conversation was compromised. Thankfully, with encrypted video conferencing for IT teams, you’re able to chat openly face to face without worry that any hackers could find their way into your conversation and steal confidential data.
One of the worst things that you can actually do when it comes to data is to give out classified information, misspeak, or say something confidential to a client. If this could be an actual price when you are negotiating, then you could be in trouble. If this is a strategy and you are talking to a competitor or even a rival within your organization, then your entire strategy will be blown. However, according to Effective Meetings you will not only have a much better meeting if you are able to prepare ahead of time, but you will also be far less likely to slip up and disclose anything that should otherwise be kept under wraps.
When people are task oriented in a meeting then they have a much better chance of getting into the meeting, getting through it, and then getting right back out. Statistically when you are having shorter meetings then there will be less of a chance for anyone to access your meeting or pick up on any of the information that is transferred in one capacity or another. By keeping your meetings short you can protect yourself, and by keeping the focus nailed down you are also able to protect all of your information.
Only Invite Essential Personnel
One of the most important things that you can do to protect yourself and others in a general meeting is to have as many people as need to be there, but no more. As long as you can keep non-essential personnel out of the meeting then you will have a much better chance of being able to keep the information that could be sensitive or confidential out of the hands and ears of people who could pass it on. After all, if multiple people know the same secret, it becomes easier to spread or to leak. But, if you only keep the people in the meeting who need to know it, you can minimize the leaks.
Regardless of how you choose to communicate with others about sensitive information, you have to be strategic in every step of the way. Make sure you are comfortable with your entire meeting long before you start it, and then make sure all of the steps start to fit together as well for the best results.