Best Practices for Video Conferencing Security

Major events like the Coronavirus pandemic create new opportunities for cybercriminals to exploit, especially video conferencing, but smart defense doesn’t let them. These best practices for video conferencing can help keep your information, systems, and data safe in uncertain times.

Implement Staff Training

Your organization should require adequate training and provide educational resources to all employees when it comes to video collaboration. Be sure to cover: security settings, what equipment should be switched on and off at the beginning and end of each call, video conferencing etiquette and expectations, etc.

Recommended security settings for the host can include:

  • Turn off:
    • Join Before Host
    • Annotation
    • Use Personal Meeting ID (PMI) when scheduling a meeting
    • Use Personal Meeting ID (PMI) when scheduling an instant meeting
  • Turn on:
    • Require passwords when scheduling a new meeting
    • Mute participants upon entry
    • Play sound when participants join or leave
    • Screen sharing (for host only)
    • Waiting room feature

Video conferencing etiquette and expectations can include:

  • Always identify yourself when you log onto the meeting
  • If you need to leave before the meeting is finished, make that known at the very beginning
  • Keep comments brief
  • Look into the camera as you speak
  • Speak slower at your normal tone and volume, make sure you enunciate clearly
  • Refrain from side conversations
  • Refrain from fidgeting, shuffling paper, working on another device, etc.
  • Mute your microphone when you aren’t speaking to cut down on background noise
  • Avoid making sudden movements or gestures which could make the video choppy
  • Plan this meeting in great detail in order to keep it brief and to the point
  • Appearances matter. Dress professionally and make sure the area around you is clean and tidy.
  • Sensitive information should only be shared in a private setting, not in public places or shared office space
  • Mobile devices should not be used to record meetings
  • Remove all visible confidential paperwork out of view
Password Protect Your Meetings

Passwords should be mandatory for every meeting in order to protect your video conference from unwanted guests as well as protect all information that is shared. If your video conferencing software allows you to create a password, make it lengthy and complex with numbers, letters, and special characters.

Please, make sure you are using different passwords for each account.

Verify Attendees

When sending a meeting invite, make sure you double check your list of attendees. When it’s time for the meeting, utilize the ‘waiting room’ so you verify each user that is logging on before your video conference begins. If there is an unauthorized user, kick them out immediately. Make sure you lock your meetings once everyone has joined.

Don’t record your meeting unless absolutely necessary. If you choose to record the meeting, make sure everyone on the call is aware.

Be Wary of Shared Links

Before accepting an invitation to a meeting, verify that you know and trust the sender. Always double check the link before you click on it. Do this by hovering your mouse over the link. The correct URL will be displayed in the bottom left corner of your browser.

Review Your Security Settings

If you’re using video conferencing for business related meetings, you should be using an enterprise plan, not a free-consumer friendly service. These basic plans often lack necessary administrative tools which provide extra security.

Report Suspicious Activity

Make sure you report all suspicious activity to your IT team, that includes every phishing email. Prompt and detailed reporting of suspicious behavior can help prevent future attacks on your network.

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