video conferencing best practices

Want to Safeguard your Video Conference? Here are Some Best Practices

October 13, 2021API , Artificial Intelligence , Video conferencing solutions

The world is slowly getting back to normalcy, however, there was a phase when it accepted “going digital and virtual” as the new normal. With the pandemic hitting hard and almost bringing everything to a standstill, we inherently depended on video calls and conferences to stay in touch with families, friends, and work collaboratively with colleagues and business partners.

Video Conferences and Risks Associated

With a surge in video conferencing platforms for business meetings and collaborations, remote education, and social gatherings, there comes the rise in situations and reports of video conferences being disrupted by individuals transmitting unwanted and unauthorized information like hate speech, profanity, etc. Some of the security risks that many platforms have faced include:

Conference bombing

This happens when someone who is not supposed to be in the conference joins the meeting either just to listen to the conversation or to disrupt the meeting by sharing inappropriate content with the participants. Lack of enablement of passwords to the conference leads to such situations. Another incident is when the attacker uses war dialing software to find out the meeting ID, meeting name, and the organizer to join the conference. If the conference is not password protected, the conference bombing could result in the stealing of meeting participants’ IDs to send them via chat malicious links that could host viruses.

Data sharing

Have data protection agreements in place with third parties. Also, security controls should be properly configured to avoid data leakage and automatically detect and remove sharing of files that have sensitive and personal information. Data encryption and role-based controls to authorized users also protect valuable information from reaching the wrong hands.

Meeting links

Reusing the meeting links will allow the attackers to easily gain access to conferences. To avoid unauthorized access to meetings, always turn on the notifications that will send alerts when somebody joined the meeting or just disable the “join before host” kind of feature (if any) to not allow anyone to join the meeting before the organizer.

Secure your Virtual Meetings with these Features in Video Conferencing Platforms

To enjoy a secured meeting with your authorized participants, ensure that the video conference platform that you chose has the following features:

Lockout meeting rooms

Just like the physical meeting room doors are closed when the meeting is about to start, the virtual meeting rooms also need to be closed to keep them secured. Your video conferencing platform should allow the administrator/organizer to lock down the meeting room once all the participants have checked in. Get easy-to-use security features like locking down the meeting rooms, event-specific security logins, etc enabled by your platform to make your conferences more secured and safe.

Encryptions

End-to-end encryptions of the messages, audio, and video on a video conferencing solution is a must-to-have feature as these encryptions blanket the entire service including the conference rooms, the equipment used, and the underlying architecture. This implies that only the participating users will get to access the data and information communicated during the virtual meetings.

WebRTC for video conferencing

The video conferencing solution that needs you to download the software is prone to many risks considering that the software itself might be a host to many viruses along with frequent updation of the software to avail the latest security patches. A browser-based video conferencing tool rescues you from such threats as it gets updated constantly and in real-time on the web. The WebRTC (web real-time communication) eliminates the process of downloading and installing the application. Instead, they enable real-time communication capabilities on the web browsers and mobile applications through simple application programming interfaces (APIs) to work inside the web pages by allowing direct peer-to-peer communication.

Unique meeting IDs for every meeting

Using the same meeting ID is always an easy task but is pretty riskier too. Your video conferencing platform should be powered with the ability to generate new meeting IDs as a default. Or the end-users should be trained on generating new meeting IDs when scheduling a meeting.

Best Practices for Safer Virtual Meetings

We picked up a few best practices that could result in offering a secured, safe, and seamless experience while in virtual meetings.

1. Making passwords mandatory – This should be the first and foremost step to be taken to ensure security. Ensure passwords are enabled for all meetings as they act as another layer of protection to your meetings.
2. Virtual backgrounds – Protect your privacy by opting for virtual backgrounds when you are expecting a large number of participants in your video conferences.
3. Validate the attendees – Ensure that you are sending the meeting invite to the right set of people. Validate the attendees at the commencement of the meeting, review the participants during the call, and remove any unwanted participants.
4. Recordings – Announce that the meeting is getting recorded at the beginning and halfway through (for late joiners). Set passwords to the recordings before sharing them with the attendees.
5. Screen sharing – Turn off the screen sharing option by ensuring that this setting is set to “no” as default. The organizer or the authorized participants can enable this feature as and when needed during the call.
6. File transfers – Keep it disabled until it is really needed.
7. Flagging suspicious activity – Immediately report and flag any suspicious activity to your IT team along with the information security team.

In this blog, we’ve mentioned some of the critical features that any video conferencing solution should be enabled with. We also highlighted some of the best practices to ensure you have secured virtual meetings. However, if you are looking for a B2B, enterprise-grade, secured, high-quality, AI-powered video conferencing services for your teams for better communications and collaborations, Libero is your go-to place. Libero is an AI-powered video conferencing solution that provides unified communication APIs for modern-day collaboration like live-streaming, webinars, conferences, and the like. Contact us to know more on how we can customize Libero to meet your business and communication needs.

 


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