3 Steps to Take When Adopting Video Collaboration Technologies

One of my best friends turned 40 a few of weeks ago. He lives in Colorado, I live in Illinois, and both of our states have been under shelter-in-place orders for a while now. Going to see him was not an option. The bigger problem, however, was that our local friends were not going to be able to join him, either. Instead, his wife put together a surprise Zoom meeting, and we all joined together in singing “Happy Birthday” and sharing a few minutes of conversation and well-wishes, along with the now-customary, “Stay safe.”

Technology is a set of tools that have specific uses at specific times. For friends, family, and social events, a tool like Zoom has become pervasive in our new social “normal.” This goes along with all the ways that we have been communicating online up until this point: Google Groups, Facebook, text messaging, WhatsApp, Snapchat…the list goes on and on. These have truly become “social” media. 

As we all work to define the “new normal,” one thing is becoming abundantly clear: video meetings are for everyone. It’s how we will be able to share time with our friends and family, as well as with our coworkers and customers. We’ll continue to use it the way that we have always used it: to collaborate across many miles, both socially and for business needs.

Many parts of our lives, however, are not meant to be shared socially. There is Protected Personal Information (PPI), the security of our families and our finances, and the rules and regulations of the organizations with which we interact. From businesses to schools, compliance is critical. Protecting the PPI and communications with your customers and employees is paramount. 

For collaboration platforms, security is critical. Systems should have a secured posture that ensures your data and communications are safe. While most of these video systems have the capabilities to be safe, not all are necessarily configured to meet the needs of a business by default. 

Some systems, like Webex or Microsoft Teams, are built with business in mind.  They are enterprise-class tools that can be used by everyone, with the understanding that they have limits turned on for protection. Other, more social, platforms are certainly capable of being secured, but may be configured to make ease-of-use a priority.

Regardless of what system you have invested in for your business, there are three steps you should always take as a part of using collaborative technologies:

1. Check your security configuration

Follow a set of best practice or compliance guidelines for the area of your business. For example, schools have a specific set of compliance requirements around chat system for children under 13, while financial institutions need to ensure that communications are secured. ConvergeOne can provide an Enterprise Assessment for your video infrastructure to confirm your security posture. This is especially important for organizations that may have already invested in Zoom.

2. Review security standards for new purchases

If you have not yet selected a solution for your collaboration needs, be sure to ask your partners for security documentation for the products you are considering. Do they meet the compliance standards and regulations of your organization’s field? Do your partner’s security standards meet your own? ConvergeOne maintains the highest standards of security and certifications to meet the demands of our customers’ needs.

3. Use video to build your organizational brand and culture

Video communications are becoming the new normal. Your customers, clients, patients, and students expect that they will be able to see the members of your organization. They want to experience your culture, your presence, and your expertise. This goes for schools, hospitals, law firms, and financial institutions, as well. At ConvergeOne, we have built patient video experiences for doctors, nurses, and healthcare workers; interactive visual classrooms for schools and teachers; and countless other face-to-face engagements for our customers in every type of organization.

I use a personal video endpoint every day on my desk. It is how I build the culture within my team, who are spread across the country. I use it to meet with my customers and show them solutions and strategies to meet their goals. It is my daily engagement with my peers in our company and throughout our network of partners. I also use video to see my family and friends, both now because of COVID-19 and in normal circumstances when we are separated by distance. Video is a tool, to be sure. It has become part of our “new normal.” Ensure that it is protecting everyone who is a part of your business and personal lives.

Stay safe!