It is necessary for all attendees to kindly adhere to the following, to assist with the smooth running of MS Teams multi-agency meetings and to always maintain confidentiality of information:

• Attendance: If you cannot attend, please send a suitable representative of similar rank/grade or provide an update including any update on any actions. This will ensure we have the up-to-date information to assist with managing the case
• Environment: For confidentiality, please ensure you are in a secure environment (not in a vehicle, in a noisy office or where others can overhear) and ensure you are not likely to be interrupted. This will enable the meeting to run smoothly whilst maintaining confidentiality
• Preparation: Join the meeting prepared and on time (and preferably a minute or two early) just as you would a face-to-face meeting
• Camera: It is advisable to keep your camera turned on, this is a much more personal way to communicate with colleagues, provides a richer experience and higher-level engagement and assists the minute-taker. Please ensure your camera backgrounds are professional and appropriate
• Raise Hand: Use the 'raise hand' feature and please remove this after speaking: This will ensure everyone can contribute to the meeting and avoids people speaking over each other
• Microphone: Keep your microphone muted when joining the meeting and unless you are speaking. This prevents an echo and any distracting background noises, which could lead to important information not being heard
• Acronyms: Try to avoid using acronyms. There will be other attendees present who may not be aware of what they stand for
• Recording: If you have a lawful basis to record a meeting through a legal obligation or a statutory power, you do not need consent of participants to record or transcribe the meeting, but it is good practice to inform participants in advance and then again at the start of the meeting of your intention to record. Ensure the recording is kept securely in line with GDPR guidelines and local/agency policies. Ensure recording is stopped after the main meeting has adjourned, remember recordings will usually be available to all members afterwards for a period of time
• Screen Share: Only share your screen after advising the chair / participants of your intention to do so and take care not to inadvertently share confidential or personal data from your desktop
• Information Sharing: Only share personal data in the meeting if it is necessary, lawful and proportionate to do so in line with General Data Protection Regulations (GDPR) and local/agency policy. Please ensure any information shared other than speaking in the meeting is shared in a secure manner following your own agency guidance and in line with GDPR.