From breakout rooms to general team conference calls, remote meetings have become the new normal for the legal industry. As the coronavirus pandemic continues, many states have determined that remote proceedings are legally admissible. While we adjust to the personal and economic impacts of social distancing, we can make the transition to remote working more seamless by preparing for our virtual meetings.

Whether you’re using Zoom, Facetime, GoToMeeting, or another platform – chances are high that you’ve already learned a few basic videoconferencing tips in the past few weeks. So, beyond simply muting your microphone to eliminate feedback and regularly installing updates, what can you do to optimize your videoconferencing experience?

Today, we’re sharing three lesser-known success strategies for your remote meetings.

Ensure Meeting Security

When conducting remote legal proceedings, security is paramount. For that reason, we recommend generating new meeting codes for each meeting. By default, popular platforms like Zoom will allow users to reuse the same meeting ID and password indefinitely. When you publicize or share this meeting code repeatedly, you’re opening the door for hackers and trolls with malicious intentions.

It might seem extreme, but in order to avoid hackers and trolls, we recommend changing your meeting code before every meeting, hearing or deposition. Anyone can be vulnerable to this kind of security breach, including businesses and high-profile individuals. (In fact, the Connecticut Attorney General William Tong was recently attending a conference via Zoom when hackers inundated the meeting with “hundreds of profane and racist comments.”)

Limit Participant Access

When you’re planning a meeting, we highly recommend using the ‘waiting room’ feature. The waiting room can seem like a hassle for smaller meetings, but simply activating the waiting room can prevent uninvited trolls from sending infected files to participant computers.

In addition to managing initial entry to the meeting, it’s considered best practice to disable participant screen sharing without approval. This is especially critical for meetings where you need to allow public viewing, such as criminal felony proceedings or emergency hearings.

Be Wary of Tech Support

Technical problems can be endlessly frustrating, and it’s understandable that you would want to resolve issues as quickly as possible. However, it’s important to carefully consider your choice of tech support provider.

Recently there has been an increase in reports of fake, Zoom-branded tech support websites with domains that are similar to the official company website. Always double-check the domain name of the website where you’re requesting tech support. Never share your personal information or grant remote access to support technicians unless they’re employed by a trusted provider.

Final Thoughts

At First Legal Depositions, we are proud to offer you a diverse set of remote meeting tools, including video conferencing and remote exhibit management. If you have questions about any of our services, please reach out to us for more information.
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