Seven Tips to Keep your Virtual Meetings Compliant

1. Prior to your virtual meeting, double-check your licensing. Are you licensed to do business where the client is meeting from? Are you in a state that you are licensed to sell from?
2. Prepare for your call by checking any documents first. Reference the documents and materials you plan to use in your virtual meeting. Are they approved for use? Materials that are shared during a virtual meeting must be approved by the Advertising Review Unit prior to any communication.
3. Ensure both you and the client are not recording the session. Many states prohibit the recording of calls; video conferencing falls under this prohibition.
4. Disable features that are not monitored or retained. If you are Registered with Equity Services, Inc. (ESI) you cannot use chat or instant messaging features as all written communications need to be monitored and retained. The feature would need to be disabled*.
5. Choose an appropriate space. When choosing a meeting space, select one that you would use in person. Is it private? Your client is going to share personal and confidential information. Ensure you are protecting that information by meeting in a location that is private. Advise the client to do the same prior to your virtual meeting.
6. Use the business tools that are approved for use (see submitted remote application. Hyperlink to the document.)
7. Be kind, compassionate and mindful. You never want to instill fear in your clients, that practice is prohibited by all regulatory bodies. Be sympathetic and help provide support in this uncertain time.

Three additional best practices:

1. Test the technology before you call.
2. Provide detailed instructions on how to use technology to your client.
3. Have a back-up plan and communicate it. If technology fails let them know you will call them back. Set this expectation ahead of time.

*Please refer to ESI Field Notice 2020-5 for other guidelines for conducting business  applicable to ESI representatives.