Huddle video conferencing is a growing trend now. Studies show that more and more employees want to ditch the old in-person meeting and use video instead. And why not? Collaborating over video is easier, faster, and cheaper than traveling to meet with colleagues face-to-face. In addition, there are other benefits: It’s less disruptive than walking into a conference room, it reduces noise from background activity, and it allows people to see each other better than just hearing them over the phone.
When you think of video conferencing, privacy may not be the first thing that comes to your mind. After all, it’s a collaborative meeting tool. However, when we talk about the practical usage of video conferencing in work environments, things get slightly complicated: how can we uphold confidentiality while also staying collaborative?
This article will look at why meeting privacy is important and explore solutions to combat meeting privacy issues during video conferencing.
Why Meeting Privacy MattersThe information security that virtual meetings have is more vulnerable compared to face-to-face meetings. Often, enterprises and small businesses discuss information that they consider “confidential” or “trade secret” to which not all employees are allowed to hear or know. Thus, more than ever, illegal use of private data in this day and age is a common threat to all enterprises and small businesses.
Meeting privacy matters to most enterprises and small businesses since it limits how personal and secret information about the company can be used against them and protects their property.
5 Security and Privacy Principles for Virtual Meeting
Did you know that protecting your business’ privacy can bring value to your team members and customers? Truly, privacy is an important entity for your business, if you want to have a safe virtual meeting with your clients and team members without worrying that your meeting data will disclose, consider the 5 security principles:
1. Use a reliable video conferencing tool
Companies that use virtual conference meetings as a way to communicate with their team and sell their products should use easy-to-use and straightforward devices and platforms in hosting their meetings. Meeting hosts should know how to configure all video conferencing tools in case someone plans to breach all data during your meeting.
Owning Coolpo’s video conference camera: Coolpo AI Huddle Pana and Coolpo AI Huddle Mini will redefine your virtual meetings as it is a plug-and-play device where you just plug the USB into your laptop or any other power source. With this, it is safe from wireless vulnerabilities, unlike other devices. Coolpo’s video conference camera ensures and upholds your business’ confidentiality while leveraging your online team collaboration as well.
2. Know all the details of the platform you are using
It is helpful that meeting hosts or even participants know whether their meeting is on record or who is the meeting host. Also, be aware of what personal information you can be seen by others during your meeting. Basically, you need to know all necessary and basic information of meeting details prior to your meeting with your boss or with your team members.
3. Follow a code of conduct for the meeting
Having rules to follow during virtual meetings can reduce the chances of information leakage. For example, you may want to restrict taking screenshots of the screen. This will prevent the spread of personal information that could possibly be used to threaten a specific member of your team or organization.
4. Avail safe file-sharing services
Most companies need to have the personal information of all employees for their own use as well as performance reviews. Having a safe file-sharing system could help a lot in storing the personal information of all your employees securely. Choose file-sharing services which require a password before someone can access the document.
5. Secure wireless connection
Securing a wireless connection during your virtual meetings means that you should avoid connecting to public Wi-Fi like in a coffee shop near you or even in a library. Have a private device like a Wi-Fi router or pocket Wi-Fi and change its default password. Make sure your devices are USB-only to prevent unwanted connections from interfering with your meeting devices.
ConclusionAs the world gets so familiar with technologies and inventing more of them for varied purposes, privacy is something that businesses and even individuals should not compromise because hackers are also stepping up their game, getting ready to get all of your data and personal information to use it against you or employ it to make unlawful acts.
Now, you already know how to uphold confidentiality while also staying collaborative: use a reliable video conferencing tool like Coolpo camera, know all the details of the platform you are using, follow a code of conduct for the meeting, avail safe file-sharing services, and secure wireless connection. The next time you are anxious or afraid about your privacy, apply all these and you are safe to go, honey.
If you want to know more about how to secure your meetings with USB-only huddle video devices, book a demo now with our experts!