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How do you handle sensitive data in online meetings?

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Information privacy and legal rights are crucial aspects of interpersonal communication, especially in online meetings where sensitive data may be shared or exposed. In this article, we will explore some of the challenges and best practices for handling confidential information in virtual settings, and how to protect yourself and your organization from legal risks and ethical dilemmas.

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1 Know the laws and policies

Before you participate in any online meeting that involves sensitive data, you should familiarize yourself with the relevant laws and policies that apply to your situation. For example, you may need to comply with data protection regulations, such as the General Data Protection Regulation (GDPR) in the European Union, or the Health Insurance Portability and Accountability Act (HIPAA) in the United States. You should also be aware of the privacy policies and terms of service of the platforms and tools you use, such as Zoom, Google Meet, or Microsoft Teams. These may have different levels of encryption, security, and data retention, and may require your consent or disclosure to share or record your data.

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Kimberly Frew

Dog and Human Mom, Aspiring Pilates Instructor
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Your company will also have data policies and privacy agreements. Be aware of what platforms are approved by your company to use versus platforms that are not approved. A company's IT team will likely have that information and may even have additional trainings around data privacy and protection.

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2 Choose the right platform and settings

Once you know the legal and policy framework, you should choose the most appropriate platform and settings for your online meeting. Depending on the nature and sensitivity of the data, you may want to opt for a platform that offers end-to-end encryption, password protection, and host control. You should also adjust the settings to limit the access and participation of unauthorized or unwanted parties, such as by using a waiting room, locking the meeting, or disabling the chat, screen sharing, or recording functions. You should also inform and obtain the consent of the participants if you plan to record or share the meeting or any part of it.

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3 Prepare and secure your environment

Another important step for handling sensitive data in online meetings is to prepare and secure your environment. This means ensuring that you have a reliable and secure internet connection, a suitable device, and a private and quiet space. You should also avoid using public or shared networks, devices, or locations, and use a VPN or firewall if possible. You should also close any unnecessary or distracting applications, tabs, or windows on your device, and mute or turn off any notifications or alerts. You should also check your camera and microphone settings, and make sure that you do not have any personal or confidential information visible or audible in your background.

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4 Communicate clearly and respectfully

During the online meeting, you should communicate clearly and respectfully with the other participants, and follow the etiquette and norms of the platform and the context. You should introduce yourself and your role, and state the purpose and agenda of the meeting. You should also respect the time and attention of the others, and avoid interrupting, dominating, or derailing the conversation. You should also use clear and appropriate language, and avoid jargon, slang, or humor that may be misunderstood or offensive. You should also be mindful of your tone, body language, and facial expressions, and use positive and constructive feedback.

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Brandon Hemmelman

Customer Success | Leadership | Customer Experience | B2B | Product Adoption | Sales
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In my experience, this requires practice and prep ahead of time. Not necessarily memorizing verbatim, but getting comfortable and confident with the whatever you are talking about. This will show up in your tone, body language, and word choice.

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5 Follow up and delete

After the online meeting, you should follow up and delete any sensitive data that you have shared or received. You should send a summary or a transcript of the meeting to the participants, and confirm any action items or next steps. You should also thank them for their participation and cooperation, and ask for their feedback or suggestions. You should also delete any recordings, screenshots, or files that you have created or downloaded during the meeting, and empty your trash or recycle bin. You should also clear your browser history, cache, and cookies, and log out of any accounts or platforms that you have used.

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How do you handle sensitive data in online meetings?

1

2

3

4

5

1 Know the laws and policies

2 Choose the right platform and settings

3 Prepare and secure your environment

4 Communicate clearly and respectfully

5 Follow up and delete

Interpersonal Communication

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How do you handle sensitive data in online meetings?

1

2

3

4

5

1 Know the laws and policies

2 Choose the right platform and settings

3 Prepare and secure your environment

4 Communicate clearly and respectfully

5 Follow up and delete

Interpersonal Communication

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