Goodbye #Boomer, hello #Zoomer! Zoom Setup, Security and Etiquette

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Goodbye #Boomer, hello #Zoomer! Zoom Setup, Security and Etiquette

Amid the chaos of the past number of weeks, the magic of videoconferencing, and in particular Zoom, has allowed unprecedented numbers of us to connect virtually. Whether you’re using Zoom for work or just to connect with friends or family, here’s what you need to know.

First things first, download the very latest version of Zoom to avail of all its latest functionality and security features. IPad, PC, Mac, browser integration and Smartphone versions of Zoom are available. Once you download Zoom you will need to setup and configure it securely.

For Businesses using Zoom for the first time:

For Educators using Zoom for the first time:

Zoom Security. Whilst public Zoom sessions have become popular, the default settings of the service are configured in the ‘expectation of trust’ between participants. This has lead to nefarious individuals revelling in the opportunity for exhibitionism.

  • Zoombomber. A term used to describe someone who disrupts or ‘gate-crashes’ a meeting or online class using Zoom’s screen-sharing feature to share racist, sexist, vulgar, violent, pornographic or similar undesirable images or language .
  • Zoombombings. Uninvited guests abusing the popular video service to broadcast shocking imagery to all.

If you plan on hosting Zoom sessions, it’s best to make sure you choose some secure settings before starting a meeting to prevent Zoom bombing, industrial espionage or the spread of malware (security experts have said the Zoom file transfer feature, that is switched on by default, could be used to spread malware).

Therefore, it is best organisations secure Zoom meetings and virtual classrooms.

Zoom 101: Security Meetings and Stop Zoom bombing. Source: YouTube Zoom Channel

Video Etiquette. Conference call etiquette is often assumed but not often spoken about. You don’t want to be the one who get’s it wrong in a meeting

  1. Be on time – you wouldn’t show up late for a face-to-face meeting; so you shouldn’t turn up late for a video meeting.
  2. Always come prepared. Know how the service works before starting a meeting (i.e. test the application). Keep the dial-in number and PIN on hand, so you’re not stuck scrambling at the same time the meeting is meant to start.
  3. Know the agenda and meeting purpose. Make sure you’re clear on what you want the outcome to be.
  4. Don’t forget introductions at the beginning. It’s common etiquette to introduce yourself as well as your colleagues that are on the call. 
  5. Don’t be afraid of the mute button. Background noise drowns out the sound of the person speaking on a call. If you have a lot going on around you it’s best you mute yourself so it doesn’t interrupt the person speaking on the call.
  6. Know when to, and not to speak. No one likes being spoken over. So don’t speak over (or louder) or more than the other participants.
  7. Ensure you have a clean, work appropriate background. You want your attendees’ focus to be on the meeting content, not your messy office or your amazing art collection.
  8. Look into the camera when talking. Direct eye contact into the camera while speaking gives attendees the impression that you are looking at them rather than off to the side
  9. Be aware of your audio and video settings. Check whether your microphone is unmuted and that your camera is on to ensure that all attendees can hear you and see you when you speak.
  10. If you’re the host, stick around to the end. The general rule for meeting hosts: Wait until everyone else has left the meeting before hanging up. A host leaving everyone else in the meeting is much like bailing on your own party.

What advice would you give to help people and businesses work with video conferencing for the first time? What other video conferencing applications would you recommend?

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