7 tips to ensure a secured video conference meeting
Video conferencing applications provide many advantages, but they also provide companies with the challenge of ensuring that their workers and the data remain safe while using these apps.
The new workforce now has opportunities outside of the conventional workplace environment, and the recent coronavirus (COVID-19) pandemic has triggered a change in the way many people function. Many organizations are shifting to video conferencing technologies as they adopt work-from-home (WFH) plans for their workers.
Although these applications offer several advantages, most importantly a near-seamless transition from physical to digital contact, they also provide companies with the challenge of ensuring that the data, as well as their staffs, remain secure with these apps. As a technology's adoption grows, the number of malicious actors preying on inexperienced and untrained users rises as well. Hijacked meetings are undeniably disturbing and upsetting for attendees. Intruders who lurk in meetings without exposing their appearance, on the other hand, are a nightmare for organizational security and individual privacy. As a result, it is important that we take precautions to ensure our safety when using these applications.
Threats to video conferencing applications
Cybercriminals are not afraid to use any weapon in their arsenal, and they are always on the lookout for every bug or loophole that can be used to carry out malicious attacks.
Another problem that has recently made the rounds is cases in which uninvited users easily obtain access to meeting IDs and then crash existing video conference meetings that bypass login protection. Although this could seem to be a slight inconvenience, it may quickly escalate into a significant problem if the meeting contains extremely classified and confidential material. Furthermore, cybercriminals may use the chat component of these tools to distribute malicious links or upload data.
Social engineering schemes that exploit the increased use of modern media software are also on the rise. As of the end of March, more than 1,700 new domains connected to Zoom had been registered in 2020, with a considerable majority of them occurring in the latter half of the month.
Luckily, companies have options that they can use to improve the security of their work-from-home setups. Some of those practices are mentioned below:
Practice using a one-time meeting room
You must use a one-time meeting link when arranging a new video meeting. It will ensure that each meeting has a special link. This way, you won't have to think about uninvited visitors attending your meeting or confidential details being leaked if your room connection is made public.
Be careful while sharing meeting information
Pranksters or hijackers might find links to unsecured video conferencing meetings by merely knowing the meeting identification details. While it can seem to be easier to post meeting information on public forums such as social media, people should stop doing so because it may lead to disruptions and other malicious activities.
Don't forget to lock
You can lock the meeting when all participants have appeared. This is a smart idea for avoiding interruptions after the meeting has begun. This will ensure that no unexpected visitors attend the meeting even if they have managed to get the invitation link.
Use host controls to your advantage
Video conferencing applications usually have "host controls," which enable the host to moderate a meeting by controlling or removing attendees, or by locking the meeting room entirely. Hosts should disable auto-screen sharing for guests in order to avoid possible disruptors from posting offensive content.
During the meeting, you may actively use the participant list to access and track all of the participating members. You may also use the list for inviting, muting, or removing participants if you are the host.
If you want to bring an extra layer of protection to your meeting, we suggest creating a password. Any visitor will be required to enter a PIN code in order to join, and others will be kept in a virtual lobby before you allow them to join.
Disable file-transferring features
Cybercriminals seeking to capitalize on the growing success of video conferencing applications might sometimes use conference rooms or chat rooms to upload files that participants unintentionally download. To reduce the likelihood of this occurring, the meeting host can disable the file transfer feature and instead transmit files via other methods such as email.
The new scenario has made video conferencing an essential component of the remote workplace — and this is expected to continue long. While these applications have become more popular and embedded into the business environment, security becomes an ever more pressing concern. Even though these are no silver bullets for the security of video conferencing apps, these practices will help both organizations and individual users to have a smoother and safer experience.