C3 | Video conferencing

This module will teach you about video conferencing, and the providers that offer this service. You will also find tips on how to properly and securely set up and conduct a video conference.

• 1. What is video conferencing, and which providers offer it?

  

  Video conferencing allows you to virtually interact with coworkers and business partners through audio and video, even when you’re not in the same physical location. But before starting a video conference, you should first look at the different providers that are available, their advantages and disadvantages, and what security aspects you should consider.

  The following companies are currently the most well-known video conferencing providers:

  Zoom

  One of the best-known video conferencing providers is the US company Zoom. Zoom is easy to operate, and allows the flexibility to interface with other services. The video and sound quality is good, but the customer service is predominately only available in English.

  Please note: Since Zoom is an American company, the user-friendly data protections of the EU do not apply with this provider. If these regulations play an important role in your company or organization, you should probably consider using an EU-based software. We also recommend taking a look at Zoom’s security settings to make sure you are not recording video conferences, as this may violate the personal rights of the participants. You are also able to password-protect your video conferences.

  GoToMeeting

  Compared to the other providers, GoToMeeting is a very innovative company. The program automatically creates notes and meeting minutes through AI, but currently only in English. With GoToMeeting, you can customize your digital meeting room to your liking by changing background colors, or displaying your company logo. As with Zoom, customer service is mainly offered in English, and the data protection regulations of the USA are in effect.

  Cisco Webex

  Cisco Webex is particularly suitable for larger video conferences. It allows you to customize the features of individual digital meeting rooms before, and also during a video conference. Cisco Webex offers a high degree of privacy, good security standards, and personalized support when using the paid version. For this reason, Webex is typically used by government agencies and institutions.

  Microsoft Teams

  Microsoft Teams is not only a software for video conferencing, but also includes a chat function. Additional programs can also be installed, such as the “Planner,” which is a team to-do list.

  Accessing the full version of Microsoft Teams requires buying the business package of MS Office 365. There are many interfaces to other programs available, such as Outlook. The initial setup of MS Teams can be somewhat time-consuming, and there is also a standalone basic version available free of charge.

  Microsoft is an American company, which means that US laws apply when it comes to data protection. On the other hand, Microsoft emphasizes that its data is stored on servers in the EU. If your company values data protection, a software based in Europe or Germany should be considered.

  Got it!

• 2. What other features do video conferences offer?

  Video conferences offer even more benefits than simply being able to see and hear other participants while talking. The following functions are especially helpful in the business world:

  Chat

  Most video conferencing software offers a chat function, allowing you to not only talk to other people and see them on video, but also to exchange written messages with them at the same time. This can be important when there are many people involved in a digital meeting, or if you want send a link to conference participants.

  Screen sharing

  Screen sharing allows you to show what currently appears on your monitor with other meeting participants. This is a helpful feature when giving a presentation,  or if you want to share PowerPoint slides, for example.

  File sharing

  Through file sharing, you are able to make documents or other files available to other video conference participants.

  Digital whiteboard

  While this feature is not offered on all platforms, a digital whiteboard is a white surface visible to all video conference participants that allows you to sketch ideas or take notes collaboratively.

  Got it!

• 3. How do I set up a video call securely?

  Keep the following topics in mind when setting up a video call to maximize data security:

  Respect data protection

  No matter which provider you choose, you should always check beforehand that your data is encrypted (for example by end-to-end encryption), and not passed on to third-party providers. You can find this information in the terms and conditions on the provider’s website.

  Use strong passwords

  Make sure to set a complex password for access to your video calls.

  Check access rights

  Only people that have been invited should be granted access rights to the video call, and the call should not be publicly accessible. Always remember that video recordings of a call can be saved and reused.

  Perform updates

  Any programs or apps used for video calls should always be kept up to date by regularly installing updates. If possible, you should turn on automatic updates.

  Got it!

• 4. How do I properly set up a video conference?

  Consider the following tips to make your video conference as successful and stress-free as possible:

  • Check that the camera and microphone are turned on, and test them before your meeting.
  • Make sure your internet connection is stable, and is fast enough to support video conferences.
  • Find a quiet place to carry out your meeting. Background noise can be very distracting for other participants in the meeting.
  • It is also advisable to familiarize yourself with the software you are using before your meeting.

  Got it!