Security Tips Virtual Meetings

Security Tips for Your Virtual Meetings

Following the outbreak of the pandemic, prior business practices have been upended as offices shut down, and people are restricted to their homes. As a result, many companies have gone virtual, with meetings taking place using the latest video conferencing software. While some companies have had previous experience with video conferencing software, many are still getting to grips with the features and functionality: not to mention the risks.

Of all the video conferencing companies, Zoom has experienced the sharpest uptake in usage. However, the increased attention has led to ‘Zoombombing’ – when an uninvited person manages to access a meeting, going on to shout racial slurs or share pornography. These have primarily been the result of sloppy security practices, but they are not the only risk.

With Security Tips for Your Virtual Meetings virtual meetings likely to continue into the foreseeable future – as the entire business landscape changes, permanently – both companies and individuals need to be aware of the key security tips to employ.

Password Protect Meetings

How do we usually protect our online presence? We add a password. By password protecting your meeting, and distributing it before the conference through secure channels; we can ensure only those in the know can join. Passwords can be used for all manner of meetings: individual, user group, or account level.

To add a password to a Zoom meeting, head into the ‘Settings’ tab, and enable ‘Require a password when scheduling a new meeting.’ For individual meetings, it will generate a password when the meeting is scheduled. Other services use similar features.

Use Waiting Rooms

Part of the problem with Zoombombing is people leaving the door open for anyone on the web to jump straight into the meeting. Imagine if, in real-life, the door to your meeting room opened onto a busy street. Naturally, to some, an open door is an invitation. Therefore, just as you would in a regular meeting, add in a waiting room. You’ll be able to screen people before they enter the call, and you can admit only those who were invited, turning away the rest. If a call has many more attendees than you as the host can handle, then share at the function with other participants, to speed up the process.

Avoid File Sharing

Whatever you do, don’t download files over video conferencing apps: especially if you are not especially familiar with the user sending the files. There are many services available for file sharing, from Dropbox, Box, or Google Drive. These services allow you to adequately scan and view the information before letting viruses and other corrupting software into your system.

Hide Your Home

Would you let a stranger stare into your home? Or let them take photos of the interior? If the answer is no, then consider what happens on a video conferencing call. Attendees can screenshot your house, perusing the book titles on your shelf. Instead, maintain your privacy with Zoom meeting backgrounds. You can visit the Hello Backgrounds website to learn more. These virtual backgrounds use a form of green-screen technology, to hide your home, replacing the backdrop with one of the hundreds of different choices, from swanky offices to tropical sunsets. Many other video conferencing platforms host a similar feature.

Lock The Meeting

In real life, it would be a little disconcerting if your host locked the door to the meeting room. However, in the online world, this should be the standard. Once everyone who is supposed to attend has arrived, lock the meeting. In Zoom, head to Manage Participants>More>Lock. That way, you won’t be receiving any unexpected guests or unwelcome surprises.

Send Invites Securely

If you take away anything, remember: don’t advertise your meeting on the web. Instead, send invites over secure channels, e.g. via email or via tools such as Slack. Only those who need to know should know. Controlling the guest list is the best method for preventing unwanted intrusions.


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