Logistical Considerations for Virtual Meetings
Identify a Proper Physical Location
An appropriate location should ensure privacy and confidentiality if required. Private or confidential discussions should avoid be held in public/common areas if possible.
Areas to Consider:
- Conference Room
- Public/Common areas
Note: Avoid Public/Common areas if the meeting requires privacy and confidentiality.
Know What’s Behind You
If you are enabling your webcam, make sure you are aware of what may be in your background. Check your desk or other areas for confidential or sensitive information. Make sure your location is clean and professional.
Some technology platforms offer virtual backgrounds as an alternative, but don’t assume those virtual backgrounds will cover everything.
Check the Sound
Understand the background noise present at your location.
- Listen for construction, pets, children, or anything else which may disrupt the meeting or inhibit your ability to hear other attendees.
Consider whether you should use headphones or a different microphone?
- Make sure that your location allows you to hear the other invitees on the call. Use headphones if necessary.
Learn the “Mute” button.
- By muting when you aren’t speaking it helps reduce any background noise on the meeting. Just be sure to unmute yourself when you need to speak.
Confirm Which Technology Platform You Are Using
- Microsoft Teams
- Google Hangouts
- Cisco WebEx
Research the Minimum Technology Requirements
- Updated operating system
- Minimum internet speed
Test the Connection
Most technology vendors allow attendees to test their equipment. It is useful to test your equipment to ensure the best experience.
Preparing/Sending the Meeting Invitation
Determine Whether Any Features Need to Be Activated
Will you be presenting?
- If yes, ensure that you have host privileges or can be granted the ability to share your screen.
Are you collaborating on a document?
- If yes, make sure the selected technology vendor allows for collaboration in real-time.
Do you need to record the presentation?
- If yes, you may need to enable this feature during the meeting setup stage.
Review Your Security Requirements
Consider whether you should create a passcode for the meeting.
- A passcode provides an extra layer of security. When activated, no one can join the meeting without the passcode.
Do you need a secure video connection?
- Some technology vendors allow for end to end encryption which allows for audio, video, and data to be encrypted.
Note: Some vendors have different definitions of end to end encryption. You may want to review a vendor’s security documentation to fully understand what capabilities are available. Some free versions offer fewer features.
Do you need to know when people join/drop off the call?
- This feature allows for a notice to be sent during the meeting when someone leaves or joins.
Ensure the meeting instructions includes all of the required information.
- Meeting ID,
- Passcode (if required)
- Dial in Information
Confirm that invites are only sent to the invitees.
Join the virtual meeting early to make sure your microphone and camera are all functioning properly
Have an Alternative
Create a backup plan in case there are issues with the technology vendor.
- Dial in information can always be used for an audio conference.
PDF Handout – Logistical Considerations for Virtual Meetings
About the Author(s)
Olga I. Galanter is based in Hollywood, Florida. Olga is a founding partner of the law firm of SUB ROSA LAW PLLC. Olga currently limits her practice to international estate planning and tax planning as well as estate administration matters. Olga was born and raised in Russia and speaks fluent Russian and English.
Graham Jackson is General Counsel and Corporate Secretary for (ISC)2, the world’s leading cybersecurity professional organization. Based in Clearwater, Florida, Graham manages the global legal, compliance, and privacy functions of the organization with offices in London, UK, Hong Kong SAR, and Alexandria, VA.
VIEWS AND CONCLUSIONS EXPRESSED IN ARTICLES HEREIN ARE THOSE OF THE AUTHORS AND NOT NECESSARILY THOSE OF FLORIDA BAR STAFF, OFFICIALS, OR BOARD OF GOVERNORS OF THE FLORIDA BAR.