Best Practices for Securing Your Zoom Meetings

Tuesday, December 3, 2020

Zoom has become ubiquitous in our work life in 2020, making connection easier. However, this technology does not come without pitfalls, ranging from dealing with an obnoxious guest to annoying background noise coming from an unmuted guest’s microphone, to name a few.

But don’t fret. These Zoom tips should help you secure your meeting and make your Zoom experience smoother and more enjoyable.

Pre-Meeting Settings

Turn Your Waiting Room On — Users can enable Waiting Room as a default account setting, for individual meetings, or as a meeting template. Learn more here.

View and Admit Participants — As meeting attendees arrive, Zoom will notify you and provide you a list of those in the meeting, and those still in the waiting room, so you have total control of who joins your meeting.

Customize the Experience — Once enabled, you can tailor your Waiting Room title, logo and description, customizing what participants see when they arrive.

Add Additional Helpful Info — The description on your Waiting Room is a great place to add additional information, meeting guidelines or rules for participants to follow.

View and Admit Participants — As meeting attendees arrive, Zoom will notify you and provide you a list of those in the meeting, and those still in the waiting room, so you have total control of who joins your meeting.

Message the Waiting Room — If you’re meeting with a smaller group of attendees, one attendee at a time or your previous meeting is running long, you can message everyone in the waiting room and let them know.

Remove Participants — Once you’ve admitted an attendee into your meeting, you can easily push them back to the Waiting Room or remove them from the meeting all together, and can even prevent their return.

Don’t Use Personal Meeting ID for Public Meetings — Your Personal Meeting ID (PMI) is the default meeting that launches when you start and ad hoc meeting. Your PMI doesn’t change unless you change it yourself, which makes it very useful if people need a way to reach you. But for public meetings, you should always schedule new meetings with randomly generated meeting IDs.

Only Allow Registered or Domain Verified Users — Zoom can also give you peace of mind by letting you know exactly who will be attending your meeting. When scheduling a meeting, you can require attendees to register with their email, name, and custom questions. You can even customize your registration page with a banner and logo. By default, Zoom also restricts participants to those who are logged into Zoom, and you can even restrict it to Zoom users whose email address uses a certain domain.

In-meeting Settings

Zoom now puts all your essential security options in a single button, right in the in-meeting menu. Under this menu, you’ll be able to lock your meeting and prevent any new participants from joining. You’ll also be able to enable Waiting Room to help manage new meeting participants and be able to control any sharing and chat permissions of individuals and all attendees.

Lock the Meeting ­— Once all your attendees have arrived, you can easily lock your meeting from the security menu, preventing any additional attendees from joining.

Enable Waiting Room — ­We’ve covered the Waiting Room in great detail already, but what if you forgot to activate it or want to turn it on mid-meeting? Now you can!

Manage Participants — Additional ways you can manage your participants directly from the security menu, giving you total control, are discussed below.

Control Screen Sharing ­— Allowing participants to screen share in a meeting can be a great way to collaborate, but that can also leave you open to unwanted interruptions during larger meetings. Zoom gives you the ability to determine if you want other participants in the meeting to be able to share their screens, or if you want to be the only one with that ability. You can easily toggle this feature on and off from the screen sharing menu, as well as the security menu.

Disable Private Chat­ — In-meeting chat adds another dimension of collaboration to your meetings, creating a place for questions to be asked and fielded later, or for supplemental resources to be posted. But sometimes chat can become distracting or unproductive. In those cases, Zoom allows you to disable and enable chat throughout your meeting.

Mute Participants ­— We’ve all been in meetings where somebody forgets to mute, or their microphone picks up some background noise that interrupts the meeting. Zoom allows you to solve this problem with a simple button to mute all participants. For an added layer of security, you can also disable participant’s ability to unmute themselves. When you’re ready to make the meeting interactive again, you can simply hit the “Unmute All” button or allow participants to unmute themselves.

Make Someone the Co-Host —­ If you need a helping hand to manage all your participants, you promote trusted meeting attendees to co-host, allowing them many of the same privileges and control features available to the meeting host themselves. To learn about the difference between a host and co-host, view this support article.

Remove Participants ­— If you follow these best practices, you should never find yourself in a meeting with an unwanted guest. But if you do need to remove an attendee from the meeting at any point, Zoom makes it easy to kick an unwanted participant out of the meeting. For additional security, you can also choose to not allow participants to rejoin once they’ve been removed.

Source: Zoom

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