With so many of us working from home, it’s not a surprise that networks are working overtime with the amount of videoconferencing we are using. Many organizations have made the decision to rotate their staff in the office or have them complete tasks from home. Security and privacy need to be a top commitment from employees to ensure your business data is safe.
Although Zoom has been in the news lately, it doesn’t matter which platform you choose to collaborate through, giving employees some directions and rules will help them understand what technology they are using.
The following tips can be applied to any videoconferencing platform.
Start by thinking about the content that is shared if privacy cannot be confirmed. Do you want to share potentially sensitive financial information about your business or your customers? A good rule of thumb is if you wouldn’t talk about it in public without some form of privacy, you will want to ensure your video conversation has the same consideration.
Getting into the Videoconference
Implement the use of a password to access the meeting. Rather than using the Personal Meeting ID given to upon registration, opt to use the one-time meeting ID or generate a meeting ID automatically. Although it may take an extra minute or two to use, the meeting host should use a waiting room to verify the participants before the meeting goes live.
- Once the meeting has begun or shortly after starting, lock the conference room. If someone is late to the meeting, the host can see them in the lobby and can then grant access.
- Limit the functions the guests have access to in the room. Many platforms have options to give the meeting hose control over who can screen share or allow you to mute all upon entrance.
- If recording the meeting, put measures into place for who can access or share it.
While we would all love to show up to a videoconference in our jammies, we know there are protocols and etiquette we must follow in that regard. The same goes for what is seen from your computer or laptop camera. If you have passwords on sticky notes, can they be seen? Are there documents in the background that should not be there? Ensure your space is free of sensitive material before you enter a video meeting. Shut off any smart home speakers during a business meeting to ensure they do not turn on and start recording.
No method is 100% guaranteed to keep those that want your business information away from it. Implementing several useful defensive measures and layering your approach to securing for your videoconferencing, you are not only protecting your business data but your clients’ and customers’ information as well.
MicroAge believes in educating businesses on the benefits of partnering with an MSP.
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