IT professionals working to secure server

In this digital era, we’ve become so accustomed to convenience, efficiency, and the technologies that have integrated into our everyday life and workflow. Meetings that were once done face to face are now moving to virtual meetings thanks to the emergence of video conferencing. As more people turn to video conferencing for business communication and collaboration, security risks and the odds of potential cybercrime occurring increase. With the evolution of trends in the workplace like technology, tools, and even the way we work, it is crucial that organizations take the appropriate measures to secure their video conferencing. So, let’s go over some tips that you can implement to keep your video conferencing safe and secure.

Take a good look at what you’re working with

So, when it comes to video conferencing systems, older isn’t always wiser. Your video conferencing systems should be checked on a regular basis, especially in this day and age where data security and information protection are taken seriously by customers, employees, and the company. Older systems are more susceptible to security issues and it’s recommended that conferencing systems that are more than five years old should be reexamined for security risks. You’ll want to look for any holes in the system or any areas that could lead to potential security breaches like encryption, data management procedures, and user access protocols. In some cases, you may be able to extend the life of your video conferencing equipment by making a few updates, but most of the time a full upgrade is needed. Just remember, it’s always best not to leave anything to chance especially when you could potentially be putting the digital security of your employees, customers, and the company at risk.

IT professionals working to secure server

Keep your network safe and secure

To keep your data safe, make network security a priority! One of the biggest mistakes people make happens when they’re installing their video conferencing equipment in their meeting rooms. Oftentimes people connect their equipment to the internet with no firewall protection 😱. This leaves your system vulnerable to intruders looking to access your system. To avoid this, just make sure you use a firewall and do not set your system to automatically answer incoming calls. Another way to keep your video conferencing secure is to utilize encryption. Your hardware and software should have a minimum of 128-bit AES protection (advanced encryption standard). Again, it’s always a good idea to check your network settings, security, and activity on a regular basis to stay ahead of any potential security breaches.

security network

Look for a sign (on)

Another measure many admins utilize to secure their video conferencing is using single sign-on (SSO) for user verification. With single sign-on, each individual is assigned their own login credentials for a variety of applications. Utilizing an SSO protocol allows the IT department or system admins to be able to easily identify and isolate issues with specific accounts as opposed to trying to find out where an issue came from when everyone uses the same sign-on information. For users it may be tempting to click “stay signed in” or “remember me for next time” but it’s much safer for everyone to sign out after every call and sign in again each time you engage in a video conferencing call. Staying signed in to an account on a computer or a “public” device in shared or communal meeting room opens up opportunities for security breaches to occur from that user’s account and nobody wants that to happen.

secure key signon

IT departments and system admins should develop and implement a list of safety guidelines for video conferencing. Of course, every company will have its own policy for their office, so it’s a good idea for the IT team to sit down and brainstorm what practices they want to include. Developing a policy gives clear guidelines for users to follow to keep personal, company, and client information as safe as possible. Some best practices to consider including in a video conferencing policy are:

  • Create guidelines for BYOD and remote workers and ensure that employees have passwords and firewalls on their devices.
  • Personal devices should not be used to record video conference calls.
  • Users should ask meeting attendees for permission before recording a video conference call.
  • Users should sign in and out of their accounts before and after each video conferencing meeting and only use their assigned SSO credentials.
  • Sensitive or personal information about a client or the company should not be discussed in public places but in a private meeting room.
  • Ask that remote workers conduct business and video conferencing calls in private spaces to avoid any potential risks.
  • Ask users to secure meetings by adding a password to their meetings.
  • Have users all use the same video conferencing software that has been selected as the standard for the organization.

    Train your team

    When it comes down to using video conferencing effectively and safely training is key. For users to be able to follow a video conferencing security policy, they need to know how to appropriately use both the hardware and software. Planning a time to get everyone together for training can be difficult so you can always make video conferencing education part of new employee training or record the training and send it out for people to watch when they have time.

    IT department training on video conferencing security

    Standardize your system

    Did we say five tips? Well here is a bonus tip! To make implementing all of the tips for securing your video conferencing easier, it helps to have a standardized conferencing system in place. Using the same hardware and software in every meeting room makes it much easier to train everyone to use. For software, we recommend choosing a great video conferencing platform that is reliable and has built-in security protocols like Zoom, Microsoft Teams, and Google Meet, etc.

    Video conferencing platforms for distance learning

    It’s also crucial to have hardware that won’t make training, management, and security a nightmare. The Stem Audio ecosystem gives you the freedom to create a completely customizable and secure audio solution. To keep our users’ ecosystems secure, there are two security settings to choose from when installing Stem devices. Users can either create an organization or default settings. Creating an organization increases the security level of your ecosystem by only allowing devices from the same organization to communicate and control each other, all of which is protected by a password you create. Users also have the option to work without an organization and utilize default settings if they have their own security protocols.

    The customizability of the conference room ecosystem allows anyone the freedom to mix and match Stem devices into any room, making it the perfect choice for standardizing across your entire organization! For the full scoop on standardizing make sure to check out our blog about Standardizing All Your Conference Room Audio With One Solution. When there is a standard of technology in place, it makes life easier for users and it allows you to save time and manage your organization more effectively.

    different conference room configuration

    The use of video conferencing is only becoming more popular by the day and by implementing these security measures into your organization it better prepares your IT department, users, and customers for when and if a potential security breach occurs.

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