Video conferencing has become an essential tool for modern businesses, allowing for efficient communication and collaboration regardless of physical location. However, like any other technology used in a professional setting, proper guidelines and boundaries are necessary to ensure its secure and effective use. Companies need to have a thorough Video Conferencing Policy written to set clear expectations and standards for the increasing prevalence of video communication at work.

What is a Video Conferencing Policy?

A Video Conferencing Policy is a formal document that outlines the organization’s expectations and regulations regarding the use of video conferencing platforms for business purposes. It clarifies appropriate conduct, security measures, and best practices for employees and other participants engaging in video calls. A well-defined policy helps maintain professionalism, protects sensitive information, and fosters a productive virtual meeting environment.

What Should be Included?

A Video Conferencing Policy clarifies proper etiquette, security protocols, and responsible platform usage. It ensures efficient and respectful communication while mitigating potential risks associated with online collaboration. Some of the key information in these policies includes:

  • Meeting Objectives and Agendas: Encourage creating and sharing clear meeting objectives and agendas beforehand.
  • Meeting Schedule and Timeliness: Establish expectations for scheduling meetings and adhering to them.
  • Professionalism and Attire: Define appropriate attire for video conferences, considering the audience and company culture.
  • Background Environment: Encourage a professional and distraction-free background for video calls.
  • Authorized Platforms: Specify approved video conferencing platforms for business communication.
  • Meeting Links and Access: Emphasize the importance of sharing meeting links securely and only with authorized individuals.
  • Data Sharing and Recording: Establish clear guidelines for sharing sensitive information and obtaining consent before recording meetings.
  • Password Protection: Encourage strong password practices for video conferencing accounts and meeting access.
  • Device Requirements: Outline basic technical requirements for participating in video conferences (e.g., camera, microphone, internet connection).
  • Troubleshooting and Support: Provide information on whom to contact for technical assistance during video calls.
  • Meeting Conduct: Define expected behavior during meetings, including respectful communication and active participation.
  • Accessibility: Ensure video conferences are accessible to all participants, considering different abilities and needs.

A well-written Video Conferencing Policy will address every aspect of video communications, to ensure there are clear standards established for every person using this mode of communication.

Does My Company Need One?

While not mandatory, a policy is highly recommended for any organization that regularly utilizes video platforms for business communication. Consider creating a robust policy if your organization:

  • Relies heavily on video conferencing for communication.
  • Handles sensitive or confidential information in virtual meetings.
  • Employs a remote or hybrid workforce.
  • Seeks to ensure consistent and professional communication across the organization.

Having a well-defined policy demonstrates professionalism and commitment to responsible online communication. It empowers employees with clear guidelines, promotes security awareness, and ultimately fosters a more productive and positive video conferencing experience for everyone involved.

Create Your Own Video Conferencing Policy

Developing a Video Conferencing Policy doesn’t have to be complex. Leverage online resources and industry best practices to create a document tailored to your specific needs. Involve employees in the process, gather feedback, and ensure the policy aligns with company culture and values.

Ready to create a Video Conferencing Policy that fits your company? Create your policy with SixFifty or schedule a demo today and make sure every video chat meets expectations.