True North Networks Blog
Video Conferencing Tips for Organizers
As organizations and individuals rush to work from home (WFH), videoconferencing has become a key part of staying connected andworking together. However, as this technology is rapidly developing and relatively new for so many, people need guidance on how to use these technologies safely and securely. Here are key tips for securely hosting a video conference.
Make sure you are always using the latest version of the software.Make sure you are always using the latest version of the software.New security features and bug fixes are constantly beingreleased. The more recent and updated your software, the moresecure you will be. Ensure you are always using the latest versionby enabling automatic updating. In addition always quit yourprogram when you are done with it and restart it the next timeyou want to use it as some teleconferencing software updatesevery time you restart it.
Require a Password for Entry:
One of the most effective ways to protect the privacy andOne of the most effective ways to protect the privacy andsecurity of your conference is to require a password forpeople to join. The password can often be included in theconference invite, making it easy for people to securely join.
Review the people attending your event. If there is someoneReview the people attending your event. If there is someonewhom you do not know or cannot identify, have that personconfirm their identity. If you have any concerns, remove themfrom the conference.
Lock the Conference:
Many solutions offer the option to lock the conference onceMany solutions offer the option to lock the conference onceit has begun so no one else can join unless you manuallyallow them.
Remove disruptive or rude participants immediately.
Configure Audio/video settings:
Set your event’s default settings to mute participants’Set your event’s default settings to mute participants’microphones and disable video upon entry. You wanteveryone muted from the start, then enable audioindividually when you want.
Double Check Before You Screen Share:
Exit all other applications and remove any sensitive materials fromExit all other applications and remove any sensitive materials fromyour computer’s desktop. This helps ensure you don’t get anydistracting pop-ups on your screen or accidently share anysensitive or embarrassing information while sharing your screen.Consider only sharing the app screen and not your entiredesktop.
Clean Up Your Background:
If you want to enable your webcam, be aware of what isIf you want to enable your webcam, be aware of what isbehind you. Ensure you do not have any sensitive orpersonal information or family members walking behind youduring the call. Some video conferencing software lets youset up your own virtual background or blur yourbackground, so people cannot see what is behind you.
Inform If Recording:
If you will be recording the event, make sure everyone knows onIf you will be recording the event, make sure everyone knows onthe call before you start recording.
Do not take nor share screenshots of the conference call,Do not take nor share screenshots of the conference call,you could accidently share very sensitive information thatshould not be public. Also, as organizer you may be able todisable screenshots for anyone attending your conference.