Moving from Offline to Online Practice

Getting Started with Video Mediation

We Are In Crisis

● The human toll of this pandemic is vast● Thousands will lose their lives, and tens of millions will

lose their jobs● The real heroes are the medical providers on the front

lines selflessly putting their lives at risk for others● We need to be aware of the wider psychological harms

● Suspicion of strangers● Paranoia that the virus could be anywhere at any time● Fear of financial risk as savings disappear and

unemployment rises● We will get through this together

Agenda

• Introduction to Video Mediation• Signing Up and Settings• Starting the Videoconference• Managing the Session• Security• Video Mediation Guidelines• Best Practices

Why Use Video?

• It feels close to a F2F meeting• It is becoming the new normal• Easier transition for ongoing processes• Non-verbal communication• Additional mediator capabilities• Could the phone work as well?

Why Zoom?

● It’s becoming the default● Cross-platform● Easy to set up (just click the link)● Use phone or computer audio● Breakout session rooms & hold● Simple screen sharing● Reliable platform + high quality

(We’ll talk later about security)

Other Videoconferencing Platforms

● Google Hangouts Meet● https://gsuite.google.com/products/meet/

● Microsoft Teams● https://products.office.com/en-us/microsoft-

teams/group-chat-software

● FaceTime● https://support.apple.com/en-us/HT204380

● WhatsApp● https://www.whatsapp.com/

© Tyler Technologies 2020

Getting Started with Zoom

Setting Up a Zoom Account

● Sign up for the $14.99/month Pro Account (no 40 minute limit)

● You can try out Zoom’s demo service● We can do a try out call (crule@scu.edu)

● Virtual Mediation Lab videos:• https://youtu.be/BAzipspYhrg• https://www.youtube.com/watch?v=jbPpdyn16sY

Your Zoom Home

● You can start a meeting immediately by clicking the orange button, join a meeting in progress, or schedule a future meeting

Important Zoom Settings

Personal Meeting ID

● Invite people to your meeting by using the link zoom.us/4158945142

● For security, some prefer to use new numbers for each session

Breakout Rooms

● Enables in mediation caucuses● Remember: Hold may be simpler and less confusing

Waiting Room

● Important feature if you wish to control when the session starts● You can customize what the parties see before joining (for

example, remind them of the rules and agreement to participate)

Recording

● Best practice: turn these features off.

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Starting a Videoconference

Starting a Call ● Enter the link to the Zoom room in your browser

Setting Up Audio

● If you click “Join with Computer Audio” it will capture the sound of your voice through your computer’s microphone and share it

Audio by Phone

● Another option is to dial in by phone, which will capture the sound from your phone and provide it in the room so others can hear

Starting Video

● You can turn on the video by clicking the camera icon in the lower left, as well as selecting the source of your video

Toolbars

Participants:

Meeting Host:

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Managing your Videoconference

Locking your Videoconference

● Once all your parties have joined, you can Lock your meeting so no one else can join in (this prevents “Zoom Bombing”)

Breakout Rooms

● You can put parties into “Breakout Rooms” where they interact privately (make sure to do it manually so you decide who goes where)

Putting Parties on Hold

● For a quick caucus, you can put a party on hold

Screen Sharing

● You can share your screen to show slides, jointly edit documents, share photos – and enable your parties to share their screen as well

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Zoom Security

Is Zoom Secure?The following pre-meeting security capabilities are available to the meeting host:

• Secure a meeting with E2E encryption• Waiting Room• Enable wait for host to join• Expel a participant or all participants• End a meeting• Lock a meeting• Chat with a participant or all participants• Mute/unmute a participant or all participants• Screen share watermarks• Audio signatures• Enable/disable a participant or all participants to record• Temporary pause screen-sharing when a new window is opened

Is Zoom Secure? (2)

In-meeting security: Additionally, content is encoded using a secured implementation as follows:

• The client is the only means possible to join a Zoom meeting• Is entirely dependent upon connections established on a session-by-

session basis• Performs a proprietary process that encodes all shared data• Can encrypt all screen sharing content using the AES 256 encryption

standard• Can encrypt the network connection to Zoom using 256-bit TLS

encryption standard• Provides a visual identification of every participant in the meeting

End-to-end vs. TLS encryption

• Zoom offers transport encryption, or TLS, which is the same tech web servers use to secure HTTPS websites.

• It means the connection between your app and Zoom’s server is encrypted, but Zoom could, if it wanted, access the data.

• WhatsApp is end-to-end encrypted. Facebook cannot access the data being sent between end users.

© Tyler Technologies 2020

Videoconference Mediation Guidelines

VIDEO MEDIATION GUIDELINES

ICODR has created Video Mediation Guidelines

https://icodr.org/guides/videomed.pdf

Accessible

● Confirm individually with each party their willingness to use technology for the session.

● Ensure both you and each participant have an effective connection (e.g. audio clear, adequate lighting, good bandwidth).

● Use a videoconferencing platform that is free to parties, reliable, and easy to log into.

● Send reminders to parties with log in information a minimum of two days before and two hours before the scheduled start time.

Competent

● Practice the software you are using before you utilize it with your parties and offer to try it out with the parties individually in advance of the session.

● Inform parties what technology will be employed prior to the session.

● Learn the additional ethical obligations that come along with mediating over video (icodr.org) as well as addressing the parties’ ethical obligations for video mediation in your ground rules.

Confidential

● Let the parties know you will not record video or audio in your online mediations.

● Get a written commitment from the parties in advance that they will not record audio or video as well, nor take screen shots.

● If parties want to show a document or photo in the session have them share their screen and show it instead of emailing it to other participants.

● Once all parties have joined, lock the room so others cannot join in.

Fair / Impartial / Neutral

● Begin the session with everyone’s video and microphone on, as if they were in the room.

● If one party disconnects, suspend the session until they can re-join.

● If a party’s audio cuts out or becomes distorted, notify them once the audio resumes and ask them to repeat what was said during the outage.

● Always have a backup option for sound, for instance dialing in by phone.

● Join 10 minutes early to troubleshoot problems.

Secure

● Use a secure videoconferencing platform with end-to-end encryption.

● Do not use apps or software that require location information to be shared, or inform the parties that they have the ability to turn that off (and explain how to do so).

● Ensure the videoconference will not “time out” or close down after a certain duration.

● Have all videos on screen at the same time as opposed to only highlighting the speaker.

Minimize Distractions

● Turn off notifications○ Email○ Slack○ Calendar○ Music

● Clean up desktop● Clean up browser bookmarks (make folders or remove completely)● Do your best to have lighting face you (avoid backlighting)● Notify your colleagues/family members that you are having an

important meeting - don’t have them walk into the room and appear on the screen

● Check your background (ensure nothing personal or items that shouldn’t be seen are visible)

Try Out the Technology

● Practice by yourself - build confidence using Zoom● Practice with your colleagues beforehand● Practice by hosting other meetings on Zoom

Prepare Your Parties

● Prepare your parties – arrange a short orientation session to ensure their audio and video is functioning

● Discuss their concerns about security and be open to changes● You are going to email, phone, text, and document share as well● Update your:

● Agreement to Mediate● Opening Statement● Party Questionnaires

● Demonstrate features to assure them there will be no surprises● When putting a party on hold, tell them how long it will be, give

them some homework to do, “door knock” before you return

© Tyler Technologies 2020

Discussion