Online communication tools are amazing! They can keep employees connected and allow team members to collaborate on projects, even when working remotely. During the COVID-19 pandemic, many schools and organizations relied on internet-based videoconferencing tools like Zoom to hold classes and meetings. But with the good comes the bad. You’ve probably heard of the problems Zoom has been having with hackers crashing online meetings. It’s never an easy thing, maintaining secure communication systems or secure conferencing when using external communication tools like Zoom, Teams and GoToMeeting. But here are some safe practices that can protect your team, your privacy, and your important data.
The Workplace Shift to Web-Based Tools
Since 2005, remote working has increased by 173%, with nearly 43% of employees now working remotely on a regular basis. Videoconferencing has become a necessity.
And secure conferencing has become an even bigger priority, especially with the sudden increase in telecommuting employees caused by the global pandemic. Nowadays, nearly half of businesses use either Zoom or Skype for videoconferencing, with much of that conducted over mobile devices.
So is it any wonder that communication security is a top concern for many business owners? It takes just one employee using a device recklessly and your company data could be leaked or stolen. Many companies have lost millions of customers after a big data breach and once you lose customer confidence and trust, it’s extremely challenging to get it back.
How to Ensure Secure Communication Systems
Businesses can’t afford to give up these helpful communication apps. Many of these tools are inexpensive or free. They’re easy, intuitive and most people can access them from their work devices and mobile phones. With remote working on the rise, they are essential for keeping your team connected, no matter where they work.
So, if you rely on communication tools like Zoom or Skype, how can you protect yourself?
Sadly, there’s no such thing as 100% secure communication systems. You can’t control how these online tools are developed or programmed. All you can do is either develop your own internal communication system or app (which is financially prohibitive for many companies), or work with what you’ve got.
Depending on the tool you use, there will be different ways to ensure your security and privacy. Some tools have settings and security “levels” you can customize to your needs. Some have better encryption and some tools never store data after a meeting session has expired.
There’s no “one size fits all” approach that will keep your team and data safe. But here are 7 tips for keeping your online communications as secure as possible, no matter which online tool you use.
The Seven Cybersecurity Tips for Secure Videoconferencing
TIP#1 Keep It Secret, Keep It Safe: Make all meetings invite only and password protected.
TIP#2 Secure It By Signing In: Require all users and participants to be signed in.
TIP#3 Be Selective About Screen Sharing: Disallow screen sharing for users that don’t require it.
TIP#4 Don’t Feel Pressured to Share: Turn off file sharing.
TIP#5 Disable Non-Essentials: Turn off annotation, disable video and private chat.
TIP#6 Silence Is Golden: Make sure only those who need to talk are heard. Mute all users until they need to speak.
TIP#7 Weed Out Unauthorized Users with Waiting Rooms: Create waiting rooms to see who is trying to join the meeting.
These are just a few ways to ensure a safer experience when your team members use online communication tools for work. They minimize the information shared in any session, keep your online sessions smooth and seamless, and will reduce the chances of unwanted intruders spying on your meetings.
Again, nothing is guaranteed to be completely safe. Anything connected to the internet can pose a risk. But by selecting the right tools, with the safest track record and best security, and by using your “cybersense” while participating in online meetings and live chats, you can minimize the risk to you and your team.
Does your company have a cybersecurity policy in place? Find out how to write one or learn how we can help manage your IT with our range of Managed IT Services.