October 6, 2020 | Video Conference Toolkit

Logistical Considerations for Virtual Meetings

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Physical location

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:

  • Office
  • Home
  • 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.

Connections

Confirm Which Technology Platform You Are Using

  • Zoom
  • Skype
  • Microsoft Teams
  • Google Hangouts
  • Cisco WebEx
  • Other

Research the Minimum Technology Requirements

  • Microphone
  • Camera
  • 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.

Meeting Instructions

Ensure the meeting instructions includes all of the required information.

  • Date
  • Time
  • Meeting ID,
  • Passcode (if required)
  • URL/Link
  • Dial in Information

Confirm that invites are only sent to the invitees.

Arrive Early

Join the virtual meeting early to make sure your microphone and camera are all functioning properly

Backup Plan

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.

Resources

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.