Why Zoom is Not Enough for Board Meetings?


The Zoom video conferencing service works when a videoconference participant uses a personal computer/laptop, tablet, or smartphone with Internet access. But is it enough for board meetings?

How to Work with Zoom on Board Meetings?

As a rule, you do not need to download Zoom yourself, after a few seconds the download will start automatically, and the participant will be prompted to save the program’s boot file with a message. Save the specified file to your desktop and then run it for installation from the desktop. Alternatively, use the Zoom installation options given above in the text of this manual.

Some functions of Zoom for board meetings are best known in advance:

1. Mude sound.

The more participants, the more background noise there can be. Your microphone has the right to switch the conference organizer on and off. There is a checkmark next to this button, pointing up. Pressing it brings up a menu where you can configure your microphone.

2. Stop video.

The button is similar to the previous one. You can use it to turn your camera on and off. The difference is that the host can turn off your camera, but cannot turn it on. When he decides to reconnect you to the conversation and turns on your camera, you will be prompted for permission to turn it on.

3. Screen demonstration.

This function can be used either if you have organized the conference yourself or with the permission of the organizer. It allows you to switch the image and show all participants the full screen of their computer or gadget (presentation, document, etc.).

Why Is It Recommended to Use Different Programs for Board Meetings?

The goal of the board meeting is to achieve certain indicators that characterize the results of its activities. For example, for commercial companies, this is making a profit, increasing capitalization, market share, or turnover, and for government organizations, providing public services to the population and solving management problems. In any case, regardless of the purpose of the organization’s activities, the achievement of this goal may be hindered by the realization of information security risks. At the same time, each organization in its own way assesses the risks and the possibility of investing in their reduction.

Thus, the goal of board meeting management is to maintain them at an acceptable level for the organization. To solve this problem, organizations create integrated information security systems. Regardless of the level at which risk management is carried out and no matter how complex, technical or theoretical its methods and tools may seem, its purpose is to assist decision-makers in choosing and implementing the right actions, especially in conditions of uncertainty and limited resources.

This question of using many programs for board meetings is usually the most important one, but it is often overlooked. When many users start working in the system with the same data, it is necessary to clearly regulate the process of working with this data. Usually, a working group is assembled for this, which consists of representatives of end-users, a system administrator, and a system analyst. The rules developed by this group should include all aspects – from the format of data entry into form fields and ending with the definition of sales processes and a unified format for names of potential deals; from deciding how the marketing source is formed to coordinating data exchange with legacy systems. However, these rules must be enforced, continuously monitored, and improved upon the request of the board room members.

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