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6 Tips To Ensure Privacy & Security For Business Video Conferencing

December 4, 2020 - 7 minutes read - Contributed Posts, Remote Agency

Video conferencing has seen a sudden boom in usage due to the Covid-19 pandemic. Businesses all over the world had to switch to remote working methods to ensure business continuity. Thus, video conferencing has become one of the essential tools for the workforce to conduct meetings with team members and customers.

While these services have proved useful for several business purposes, there are privacy and security threats that companies must be aware of and take necessary steps to address them. Most organizations had to rush to make arrangements for their employees to continue work from remote locations. They may have overlooked the necessity for security features while choosing a video conferencing solution.

However, now that things have settled a bit and video conferencing has become a part of the new business norms, companies should pay attention to the do’s and don’ts of video conferences to ensure privacy and security. In this article, we are going to talk about some of the aspects that everyone in the business world must be aware of to ensure secure meetings over video chat.

Configure and Validate Settings

When an employee is starting or joining a video conference, it is easy to stick to the default settings without giving it much thought. However, as a result, anyone can join the meeting and learn about the business matters getting discussed.

Therefore employees should configure the login settings and share them confidentially with the attendees to ensure that only people who are supposed to attend the meeting can access the audio and video. They can also check the audio and video settings along with any other feature that needs to get configured.

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Sharing the Details Securely

Unless it is a meeting that anyone can join, moderators and managers should not make the links to meetings public. They should also set a unique password for the meetings. Moderators should also use encrypted means of communications to share the link and password to ensure that the conference is not accessible to someone who is not supposed to be a part of it.

Even if the managers or moderators want to host a public meeting that can be accessed by anyone, they should use software suited for that. They must choose a conferencing solution that provides controls to restrict access to content sharing, video recording, and chat for selective team members during public meetings.

Choosing a Secure Service

Due to the increase in demands, many companies offer video conferencing solutions these days. Business owners and managers should carefully choose a service that can meet the requirements of secure video conferencing. They should go through detailed reviews of the best video conference options available in the market to choose one that is best suited for the needs of the company.

Owners and managers must prioritize data encryption and security in their search for conferencing tools. One of the best ways to do that is to go through the privacy and security policy that is available on the website. They must look for specific aspects, such as what data gets collected by the software and where do they store it?

The policy should also indicate why they need to collect that data and how long do they retain it with them. Moderators and managers can try a few of the video conferencing solutions based on their reputation to check the security features offered before making a choice.

Train and Get Trained

Employees may not be able to master the settings and features overnight. However, managers must ensure that they get trained in the use of various features of the video conferencing solution used by the company so that they can train their subordinates as well.

The training should also include the various security features of the conferencing tool to ensure that the employees do not do something that can cause a security breach.

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Screenshots and Recordings

Employees might need to take screenshots or recordings of the meeting to make their work easier. However, if they intend to share these snapshots or videos with someone else, they must ensure that there is no confidential or sensitive data visible on the screen. That includes any information related to the company and the individuals attending the meeting.

Coordination With the Meeting Owner

Employees must ensure that they coordinate with the meeting owner to make any changes, such as adding someone who can learn from the meeting. The meeting owner will judge if it is secure for the person to attend the meeting. It will also ensure that there is no unauthorized access to the conference.

Businesses must remember that it is their responsibility to ensure that the video conferencing software they use is safe and secure. Any data breach can prove costly for the revenue and reputation, so they must consider every security aspect before choosing and using a video conferencing solution for their business purposes.

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