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9 Steps to Ensure Secure Video Conferencing

Companies are utilizing video conferencing software now more than ever to communicate with employees, clients and customers. While this departure from the traditional meeting room conference makes for increased productivity and collaboration, it also comes with new security challenges. 

Forbes reported that cyber crimes cost individuals and businesses more than $10 billion from 2015 to 2020. And 20 percent of small and medium-sized businesses fall prey to hacking attempts each year. To help combat this, it's crucial that your company is using secure video conferencing software and taking the recommended steps to protect the company and its clients. To help safeguard your business, we've put together the following steps and best practices to ensure completely secure video calls, anytime and anywhere. 

Step 1. Evaluate Your Current Secure Video Conferencing Software

The first step in ensuring that your company is conducting secure video calls is to thoroughly evaluate your current video conferencing system. If your video conferencing solution is a legacy system and/or more than five years old, it might be putting your clients, customers, employees and reputation at risk. Updates can keep older systems more secure, but they can't make up for an inherent lack in technology. 

Consider if your current video conferencing software is too big of a risk. Look at the way callers log in, the type of encrypted rooms and data the system uses, and how the system manages data. If the technology behind any of these processes is outdated or questionable, it's time to consider a new way to conduct secure video conferencing. 

Step 2. Stay on Top of Secure Video Teleconference Credentials

To greatly reduce the risk of user credentials being lost, compromised or stolen, you should always use a single sign-on (SSO) for all user authentication. SSO credentials are strategically tied to that user's authorization and entitlements. It allows users to keep track of one set of credentials while IT departments seamlessly track and control access to all audio and video conferencing units in the system. And if the credentials are compromised, the IT department can quickly and easily determine which systems were breached, what occurred and instantly lock the system to prevent further damage.

Step 3. Ensure Your Secure Video Conference Passwords Are Unbreakable 

For a truly secure video conference, both your software and hardware need to utilize 128-bit Advanced Encryption Standard (AES) protection. This security measure enables video conferencing software to encrypt and decrypt all video calls. This secure form of data protection automatically generates keys at the beginning of each video chat, making it virtually impossible to decode. 

Step 4. Ensure Your Video Conference Provider Takes a Domain-Based Approach

Make sure your video conferencing software provider uses a domain-based approach to security to achieve the most secure video calls. This allows people to collaborate safely in a secure and controlled environment. Domain-based security also gives the system administrator the ability to control access to video conferences through various levels of user permissions. Without this, the system will automatically answer incoming video calls, giving remote intruders easy access. 

Step 5. Utilize Waiting Room Features

Joining meetings through a video conferencing platform has never been easier. But in a professional setting, you'll want to utilize your software's waiting room feature to ensure that everyone on the call is supposed to be there. This puts participants in a separate virtual holding room before the meeting begins, allowing the host to admit only those who are authorized to be on the secure video call.

Step 6. Keep Links Locked Down 

Links are obviously helpful when you're trying to quickly share something in real-time. However, they can lead to malicious attacks if not used properly.

  • Always verify meeting links. Whenever you receive a video conference invite, verity that it's from a known and trusted source. It's also important to check the meeting link before clicking, avoiding links that end in ".exe," for example. To increase security, you'll want to always use password-embedded links. 

  • Don't share meeting links. Never share video conference links via social media. Stick to inviting attendees within the video conferencing software and tell them not to share the meeting link. When meeting links are shared and reused, it becomes incredibly easy for attackers to hop into your otherwise secure video conference. Be sure to turn on notifications so you'll know if someone is joining the meeting without your permission. Again, this is why the virtual waiting room is so important. 

  • If you see something, say something. If you notice suspicious activity, report it to your security and IT teams. If you're using an external video conferencing software provider, be sure to inform them of the potential security breach. 

Step 7. Ensure Your Video Conferencing Software is Up to Date

As we've touched on, you should always use the latest version of your video conferencing software. Older, outdated software can open you up to serious security vulnerabilities. Make sure whatever platform you use prioritizes privacy and security features. 

Step 8. Set Up a Secure Video Conferencing Policy 

In addition to all of the technology and security systems in place, a major, often overlooked aspect of secure video conferencing is a video conferencing policy. This enables you to put in place clear guidelines, boundaries and expectations for all users. This has never been more important, as more and more companies are allowing employees to work from home. You'll want to be specific about who can connect to your video conferencing software. In addition to employees, this can include pre-approved vendors, clients and customers. You should also provide recommended video conferencing software-specific security settings. Work with your HR and IT department to put together a clear policy that protects the company, its employees and its customers.

Step 9. Host a Training Session for Your Employees

You can have all of the security measures in the world in place, but they don't mean much if your employees aren't educated on how to host a secure video conference. Conduct regular training sessions with all employees who host video conferences. Go through the specific steps they should take to ensure the security of their video conference. Training should also include going over the company's video conferencing policies and recommended security settings. 

For Secure Video Conferencing, Trust Fuze.

Businesses around the world rely on Fuze each and every day to safely and securely connect through our secure video conference solution. Our innovative, cloud-based video conferencing software ensures that you're equipped with best-in-class security and high-quality video technology. Contact us today to discover how you can increase employee collaboration and productivity while reducing security risks and vulnerabilities. 

Learn More About Fuze Meetings 

Amanda Maksymiw

Amanda Maksymiw

Amanda is responsible for setting and managing the Fuze content marketing strategy including creating, producing and publishing engaging content. Throughout her career, she's worked with fast-growing tech companies and VCs on developing content marketing, influencer marketing and social media strategies. Amanda received her BBA in Marketing from the Isenberg School of Management at the University of Massachusetts, Amherst.

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