IT ADVICE

Cornerstone Business Solutions MD Chris Petty , pictured , on the video conferencing revolution – and the importance of choosing the right technology for your needs ...

We took to online meetings and perhaps used some free software and bought a cheap webcam . But we are now seeing that this is here to stay .

Businesses now know how useful this technology is and have adapted their offices to include better video conferencing facilities with large screens , cameras that follow you around the room and software crammed with extra features .

Here ’ s the Cornerstone guide to choosing the right system ...

1 . Equipment When it comes to hardware , there ’ s a huge choice now , from a simple laptop to a camera system that follows you around the boardroom as you speak .

2 . Security first The highest demand for video calls we have ever seen also exposed a vulnerability to potential attacks , which in the history of the internet will be remembered as Zoombombing . This is when virtual meetings ( classes , business meetups and other kinds of online events ) are overtaken and disrupted by trolls . Choosing the right software that will ensure your online meetings run safely and soundly is the key . Make sure your platform of choice secures your events with a password or a unique token .

3 . Data protection Bear in mind that your video conferencing should comply with the strict General Data Protection Regulation ( GDPR ) rules . As soon as you press record you begin to collect personal data . As the host of the meeting , you will be the “ data controller ” within the meaning of GDPR , and this requires you to comply . This means :

> collecting only the data you need

> ensuring the recording is stored securely and access to it is limited

> the recording must be processed lawfully , fairly and in a transparent manner .

4 . Features Once you find the right platform that you ’ re sure will give you the highest security and data protection standards , it ’ s time for you to check out their toolset . What kind of features should you be looking for ?

> Audio and video connection – it sounds obvious , but it ’ s worth double-checking

whether your future online meeting platform has all it takes to see , hear and talk to all the meeting participants .

> Screen sharing – it ’ s hard to imagine an efficient meet-up without the ability for participants to share screens and present what they are currently working on .

> Whiteboard – a simple , yet invaluable tool to jot down and visualise ideas during a meeting and save the results to come back to them later .

> Chat – a group or a private chat window comes in handy for sharing thoughts and asking questions as the meeting moves along .

> Meeting recording – what if someone can ’ t attend a meeting ? Recording the event comes to their rescue and helps that person to watch the meeting at any time .

Cornerstone has installed a number of these systems for our clients since the pandemic began . If you need help and guidance , please get in touch and we will help you to discover the best solution for you .

CORNERSTONE BUSINESS SOLUTIONS LTD MAP HOUSE , 3 GEORGE STEPHENSON COURT , OFF WESTLAND WAY , PRESTON FARM , STOCKTON-ON-TEES , TS18 3TG

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