Office Assistant Unit 3

Web Conferencing

• Web conferencing enables remote meetings and collaboration without physical presence.
• Features include sharing presentations, software demos, and interactive brainstorming tools.
• Administrative assistants typically manage the technology aspects, allowing presenters to concentrate on content.
• Common uses: marketing meetings, sales presentations, training, employee orientations, and shareholder meetings.
• Benefits include cost savings on travel, reduced time spent traveling, and enhanced distant group interactions.
• Popular web conferencing vendors: Zoom, Microsoft Teams, Google Classrooms.

Web Conferencing Applications

• Application Sharing: Collaborate on software applications; useful in training sessions.
• Screen Sharing: Share any content on the presenter's screen to demonstrate features or applications.
• Presentation Sharing: Upload and share PowerPoint presentations with participants.
• Whiteboard: Collaboratively draw diagrams and take notes on-screen.
• Monitoring Features: Track attendees, control document access, and manage participant roles.
• Audio Controls: Mute/unmute participants to minimize distractions.
• Web Tours: Display and share web pages.
• Annotation Tools: Enable participants to highlight and draw on the shared content.
• File Transfer: Share files with participants during the meeting.
• Chat Feature: Allows participants to communicate questions and comments in real-time.
• Polling: Engage participants with multiple-choice questions for feedback or quizzes.
• Recording: Capture presentations for later viewing.
• Web Camera Support: Facilitate visual interaction among participants.
• Reporting Features: Provides a summary of participant engagement post-conference.

Organizing a Web Conference

• Requires a computer, internet connection, and web conferencing software.
• Schedule meetings through the software and send invitations with joining instructions.
• Attendees may need to install the conferencing software prior to the meeting.

Securing Your Meeting

• Password Protection: Use unique passwords for each conference to limit access.
• Unlisted Meetings: Prevent meetings from appearing on a calendar to maintain privacy.
• Registration Requirement: Control participant entry by accepting or rejecting registration requests.

Participant Systems Check

• Conduct pre-meeting software installations to reduce technical issues.
• Detailed instructions should be provided in invitations for participants to prepare their systems.

Running the Web Conference

• Minimize background noise by advising participants to silence their phones.
• Enforce audio controls to manage participant conversations.
• Prevent hold music during Q&A by reminding participants not to place calls on hold.

Data Security Threats

• External Threats: Include hacking, crashing, trashing, and viruses aimed at stealing or damaging data.
• Internal Threats: Disgruntled employees may sabotage systems or steal data.
• Common motivations include vengeance or financial gain.

Apprehending Criminals

• Law enforcement awareness is improving, with new legislation against software piracy and electronic trespassing.
• Special police units are being established to combat cybercrime.

Protecting Company Data

• Audit Logs: Track user activity, login times, accessed files, and modifications to files for security and accountability.
• Audit logs can serve as evidence in case of a computer crime.

Computer Viruses

• Viruses disrupt computer operations, spread via email and file sharing, and can cause significant damage.
• Protection against viruses is essential, with various antivirus software available.

This quiz explores the implications of unauthorized use of computer systems, particularly in office environments. It delves into the consequences of computer time theft and how such acts are comparable to borrowing company property without permission. Test your knowledge on the definitions and judgments of computer-related offenses.