- Don’t use Consumer Grade Software for Business Meetings
Easy to use free consumer software is built to be easy to use first and may not have the security tools you need to discuss confidential business. While no videoconferencing service can guarantee 100% protection from threats, you’ll get a more complete set of security tools with products geared for enterprise use. Many enterprise tools are now being offered for free for the next several months due to the pandemic.
- Use Waiting Room Features
Most video conference software allows for participants to wait prior to the start of the conference in a virtual waiting room. Use this feature to ensure only the invited participants are attending the meeting.
- Make sure your meeting is password protected
If the video conferencing service allows you to create a password for the meeting, use it. Make sure to use password creation best practices — use a random string of numbers, letters, and symbols; don’t create an easily guessable password like “123456.”
- Turn off Screen Sharing for participants
The host should be the only one to manage screen sharing settings. A host can give over screen sharing if needed, but the host should always be in control of what is being shared.
- Don’t share links over social media
It seems self-explanatory, but really, you don’t want someone to find the link to your meeting online. Also, remind participants that the meeting link is for their use only and not to be shared with others.
- Always use the most up-to-date version of software
The most up-to-date software will have the latest security patches available. For instance, Zoom recently updated its software to require password-protected meetings. If possible, double-check that participants are using the most up-to-date version available.
- The host has the right to eject participants
As the host, if you suspect a hacker, or someone who shouldn’t be in your meeting has joined, kick them out! Once they have been kicked out, it makes it more difficult for them to re-join.
- Lock the meetings
Once all the participants have joined, you can lock the meeting to prevent others from joining. f a valid participant drops out, be sure to unlock the meeting to let them back in and then re-lock it after they return.
- You don’t have to record every meeting
Being able to record a meeting is a great feature, especially where training is involved. If you are going to record the meeting, be sure to let your participants know that it is being recorded.
- Employee Education
Cyber security education for employees is very important in helping to keep a network safe. In the same way, employees need to be educated in how to use video conferencing software safely. Let employees know how they can encrypt video and text messages during meetings. Establishing a security policy on video conferencing will go a long way to ensuring company meetings stay confidential.If you need help with remote workforce best practices, please contact Uzado today for a free consultation.