Archive for December, 2017

Why People Hate Video Conferencing (and how to solve this problem)?

December 10th, 2017

Three main reasons why many users dislike video conferencing and there are three easy and quick tips to efficiently address the problem

Being widespread does not mean being loved, and video conferencing does not make exception.Although in the past almost everybody found the idea of communicating through screens cool, it seems that the enthusiasm is slowly going down today, now that the technology for video-conferencing has become real and within everybody’s reach.

What happened so badly? According to a survey conducted by the Blog High-five, there are at least three reasons behind many users’ aversion to this medium of communication:

1.) Appearance concerns

According to a survey of Zogby Analytics, over 59% of people in the US are very concerned with their appearance when staying in public, and a video conference is anything else than a virtual public space.  The most common hang-ups regard their hair-cut, facial expressions, double chins and bags under the eyes, being fat. Unfortunately, the cam can highlight these small defects.  To tell it in other words, you could be not very photogenic.

The solution? More education and training to utilize lights and cams properly. In facts, many problems can be effectively addressed simply by tuning up the lights in your room and setting the cam at the right tilt and height. Consider that a camcorder can also disguise physical defects and make you appear  better on cam than on the street.  It is much about how you utilize this device.

2.) Technical difficulties

Many users still have some concerns about their ability to utilize video-conferencing products. No matter how much money has been invested in UX design, functionality improvements and technological development in the last few years; the fear that something goes wrong is still strong among the majority of users. It must be said that 40% of meetings have technical issues, with frequent calls to the customer support and a lot of time being lost in frustrating attempts to fix several technical problems.  So, these concerns are well-founded.

The solution is simple: use reliable video conferencing solutions with highly ergonomic user interfaces, like, for example, the suite of video conferencing servers TurboMeeting of R-HUB (http://www.rhubcom.com).  Affordable, easy to maintain and very secure, R-HUB`s servers have an intuitive visual interface that has recently been improved. The guidelines and directions are easy to find and follow, so that it is possible to learn how to use the product in only a couple of minutes.

3.) It is impossible to see or hear, or being seen or heard

This issue is more common than the reader could expect. For some reasons, it frequently happens that it is not possible to see or hear during a video call. Abruptly, the signal disappears.

The issue can be caused by several reasons, like poor bandwidth, bad connections, noise in the background, lack of memory of your pc, and so on.

The solution is to check the system before your video conference starts and not before. Assure yourself to match the necessary requirements in terms of network, connections and power, such as they are stated in the technical documentation of the manufacturer, and that your equipment is running. Last, don’t forget to prevent background noise by switching off radio/TV, or asking your colleagues to keep away during your video call.

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Video Conferences: How to ensure a Good level of Privacy

December 2nd, 2017

When you start to receive strange emails and notifications from people you do not know, it means that the security of your online meetings is at risk. Let’s see what to do to prevent or address privacy issues during video-conferencing

Data leaking during video conferences is much more frequent than you might expect. Unfortunately, this technology has several flaws that can be utilized by hackers to steal data, from poor or lack of encryption in data transmission over the internet to vulnerabilities connected to CODEC downloading / upgrading and human mistakes (for example, let someone know your password or spy you while inserting your password to log in).

Therefore, it is always important to take care of the security of your meetings.  Here comes the list of the main points to remember before conferencing in.

  • Never disclose your personal information during a meeting

Revealing personal information (like email addresses, phone number, bank accounts, etc) during a meeting could be risky, even if you know the participants. You should always avoid disclosing sensitive information during a call.

  • Check if they are going to record the meeting

It happens quite often that the organizers record the video conferences for several purposes.  If you wish to avoid that your face is going to be shown on YouTube or in other public places, choose video-conferencing tools that allow you to disable recordings.

  • Close all windows before sharing your desktop

The easiest way to hand out your sensitive data to the world is simply to forget some file open on the screen before sharing your desktop to your guests. It is thus vital to close every program, window or pop-up before this risky operation.

  • Beware of data transmission

When data are transmitted through the internet, they are accessible to everyone. Therefore, it is important to utilize solutions that ensure a good data encryption, or, better, to avoid sharing very sensitive documents during your conferences, like, for example, designs of new products or other industrial secrets.

  • Opt for a close-door policy

Ban the access to your company video conferencing software to everybody. Only the attendees to a conference should have access to this software and only for the time that is strictly necessary to attend the conference. It is not a bad idea to reset each password after every meeting and to centralize the process of password creation to someone who is held responsible for it.

Are you interested or concerned about the problems connected with data security and video-conferencing? You are going to find more resources and many interesting posts on this matter on R-HUB`s blog at http://www.rhubcom.com

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The Five Basilar Best practices to include in any policy for Safe Video Conferencing

December 1st, 2017

The massive adoption of video conferencing by almost all global organizations in the last few years creates several potential issues in terms of data security. This is the reason why it is important to work out an effective corporate policy for safe video conferences which every member of your organization has to conform with. Let’s have a look at five fundamental best practices that must be always respected in order to prevent data leaks

The more a technology spreads, the higher the possibilities of incidents connected with this technology. Video conferencing does not make exception.  According to a recent survey of Brother International, 60% of organizations exchange critical data during their virtual conferences, of which 50% are financial data and 25% trade secrets. This is bad enough to take the topic of data safety very seriously.

So, what do you need to do in order to ensure a good level of data protection during your conferences? There are five best practices that every organization should adopt:

1 – Use encrypted protocols and software

Encryption protects your data during the transit through the web. Today, almost all providers of video-conferencing solutions utilize encrypted protocols and software; however, you’d better check this important detail before utilizing video conferencing software, and not after.

2- Opt for on-premise server based solutions

Encryption alone is not enough to assure you a good data protection, as data could be stolen at either end of the conference.  Another common issue is that video-conferencing protocols must be allowed through firewalls, which creates potential vulnerabilities. On-premise server based solutions help to solve this second issue, as they are deployed beyond your firewall or the router, so that it is not necessary to open new ports. R-HUB`s TurboMeeting (http://www.rhubcom.com), for example, offers the possibility to reject anybody who tries to access your conference from outside your firewall, besides a strong SSL and proprietary encryption.

3- Create strong passwords

Technology is not enough to be safe, as in many cases data leaks are the consequence of human mistakes. A classical mistake of many workers is to utilize weak passwords, like Johnny1967, as they are easier to remember. A good idea is thus to centralize the process of creation of password, so that there is only one person responsible that handles them out and take cares to work out stronger and stronger passwords that are to be changed periodically.

4 – Create a devoted room for video-conferencing

Passwords are often stolen simply by overlooking someone while inserting his password at the beginning of a video conference.  A good practice is then to utilize a devoted room for video conferencing to which nobody has access and where participants are placed in a way they cannot overhead or overlook each other. In that way, also your equipment is more secure.

5- Switch off any non-necessary device or tool

It is important to disable any device or tool that is not necessary for your conference, like remote camera control, codec auto-updating / downloading, file sharing, as they are often exploited by hacker to break your systems. For similar reasons, it is also important to log off every time when a session or a conference has ended.

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