How to Nail Your Video Conferences Properly and Securely
Fri, December 9, 2022

How to Nail Your Video Conferences Properly and Securely


Are you a veteran remote worker or a newbie in the work from home setup? Either way, there will come a time when you will have to arrange or attend a video conference meeting with your colleagues, stated Anita George of ABC News, a news website.

You might know how to start and set up a video conference meeting, but it is best to familiarize yourself with proper etiquette as well as safety measures to keep you and your colleagues safe from malicious actors.

Key Findings On Video Conferencing

Forbes Insights, the strategic research and thought leadership practice of Forbes Media, found that 92% of 333 executives believed that video conferencing has a positive impact on performance. 84% said it is fast becoming the norm for collaboration with external stakeholders as opposed to audio conferencing. 80% also believed that video conferencing is rapidly becoming the status quo for internal teams relative to audio conferencing.

84% of respondents said that strengthening relationships is perceived as a valuable objective unlike those who said it is enhanced by video conferencing (47%). 84% also said that improving the degree of understanding is a valuable objective (versus 50%).

83% said they want to improve the quality of communication, with 62% overall and 73% of executives from high-growth companies saying that video conferences improve outcomes. 83% wanted to improve the effectiveness of teams via video conferencing compared to 49% of executives who believed that it is enhanced through said medium.

When asked if video conferencing improves the sense of connectedness among remote workers, 97% overall agreed and 28% overall strongly agreed. 36% of those in high-growth firms strongly agreed. With regard to improving the effectiveness of teams, 93% of executives agreed while 24% strongly agreed (versus 45% of executives from high-growth companies). 92% agreed that videoconferencing allows each employee to be more productive compared to 13% of executives who strongly agreed and 27% of those from high-growth companies.



87% and 24% of executives agree and strongly agree, respectively, that videoconferencing strengthens customer relationships versus 43% of executives from high-growth companies who answered strongly agree with the statement. 87% overall agreed that it improves the sales process compared to 39% of high-growth executives who strongly agreed with the statement (versus 23% of those who strongly agreed).

89% of executives agreed that they need to provide better training to enable their teams to effectively use video conferencing/video calling, while only 23% strongly agreed. Likewise, 83% agreed that they need to introduce performance evaluation metrics that promote greater use of video conferencing, compared to respondents who strongly agreed (21%).

In another report by Lifesize, a global innovator of video collaboration and meeting productivity solutions, it found that 51% of 1,300 US business professionals aged 18 to 29 years felt that using video conferences are more innovative. 41% believed that those companies have more engaged employees and 31% saw them as more successful.  

With the world being more interconnected, 51% said they have taken video conferencing calls for work from a home office, 21% have answered calls from their bedroom, and another 21% of respondents have answered video calls for work while on vacation. The findings suggested the merging of personal spaces and work.



How Do I Nail My Video Conference Meetings?

1.     Find A Quiet Place

It’s important to find a quiet, private place where you can hear your meeting properly, as well as to show that you are not being disruptive to your colleagues while your microphone is on. If you have kids or pets at home, it can be more difficult to find a quiet place for your video conference meeting. Opt to use a white noise machine to drown out background noises or muffle any private conversations you might have.

2.     Test Your Hardware

Ensure that your microphone, speakers, and headphones are working. Most video conferencing platforms allow you to test your microphone, webcam, and speakers to see if they will work during the call. Check if your internet speed is fast and stable enough to support a video call. This way, you can troubleshoot any technical issues before the meeting.

3.     Use the Latest Version of the Platform

Security vulnerabilities are more likely to be taken advantage of on older versions of the software you’re using, noted Keith Shaw of Computer World, a website dedicated to articles on technology.

For example, Zoom recently launched an update to enable password-protected meetings, halting its work on new features to allow its developers to address privacy and security vulnerabilities. Users might expect more updates to come. Nevertheless, ensure that you and your colleagues are using the latest version available.

4.     Educate All Employees Who Host Meetings

Employees should know the steps they should take to ensure their meetings are secure. For example, Wizer CEO Gabriel Friedlander created a list of security measures employees must do when using Zoom such as turning off  “Use Personal Meeting ID (PMI) when scheduling a meeting or starting an instant meeting” and turning on “Require a password when scheduling new meetings."

Lock the meeting once everyone has joined the call. If a valid participant drops out, unlock the meeting to let them back in and lock it as soon they return to the meeting. Check if your company’s preferred video conferencing platform offers similar features. If not, it’s time to consider using a more secure product.



5.     Avoid Getting Distract

It’s tempting to do other things during your video meeting, but it is best not to do that. Focus on the meeting and being present with your co-workers, as they are more likely to notice any changes in behavior.

That means your colleagues can see if you are not paying attention or if you are moving around, fidgeting, or looking somewhere when someone is talking. Feel free to take down notes during the meeting, but any activity unrelated to the meeting should be avoided or kept to a minimum.

6.     Dress Properly

Tempted to wear a t-shirt and sweatpants? This is fine if you are video calling your friends and family. But corporate video conference calls are a different story. Not all video conferences are created equal so it is recommended to follow your company’s dress code to match your audience’s expectations. You can dress at least from the waist up, though this is only preferred if you think you won’t get up or move around during the meeting.

Video conferences help you stay in touch with your colleagues at work. But users should practice proper etiquette to make video conferences less awkward for their colleagues to ensure the meeting’s smooth flow. They should also not take security for granted by toggling the privacy settings in their company’s preferred platform.