VIDEO CONFERENCING BEST PRACTICES

Video Conference Best Practices

Hosts should take steps to ensure only invited participants are able to join the meeting, limit access to expected participants, be careful before sharing screens (remove any documents or browsers that are not intended for the meeting), update the video conferencing software regularly from the service provider’s website, and review key provisions in the service’s privacy policy to understand how the information will be handled.

Relevance to Business Activities:

• security – administrative safeguards considerations:

  • participants of a meeting:

    • take steps to ensure that only invited participants are able to join the meeting:

      • there is a chance of uninvited people showing up on video conferences;

      • consider security features of the services used for the meetings as some features allow hosts to:

        • password-protect a meeting; and

        • limit access by providing unique ID numbers for each meeting or participant.

      • if the user hosts the recurring meeting, they are allowed to create new passwords or ID numbers for each meeting:

        • employers should include the use of this method in their policy as it is more secure than reusing old credentials.

  • limiting access:

    • hosts should take advantage of the options to:

      • lock the meeting once the expected participants have arrived, preventing others from joining; and

      • approve each participant trying to join in, for the greatest level of control:

        • hosts may also have the ability to remove individual users from the meeting.

• video camera and microphone:

  • when someone joins a meeting their camera and microphone may be on by default – they:

  • must be aware that participants may be able to see and hear them as soon as they join a meeting; and

  • should turn off the camera or mute themselves if they do not want to share sound and/or audio:

  • they may be able to adjust their default setting to store these preferences.

• recording of the meeting:

  • sometimes it is indicated on the screen that the meeting is being recorded:

  • however, other times the meeting is being recorded without an indicator:

  • users should refrain from sharing private and confidential information via video conferencing.

• screen sharing:

  • when sharing screens, users must ensure that they do not have open what they do not wish to share, such as:

  • documents;

  • browser windows; or

  • other things on their screens that are not for sharing.

  • consider the options to:

    • turn off screen sharing; or

      1. limit its use to the host.

• unexpected video conference invitations:

  • do not open unexpected video conference invitations or click on links:

  • malicious actors:

    • are sending emails mimicking meeting invitations or other communications from conferencing services; and

    • may copy the logo and look of familiar names in the business to add authenticity.

    • some links may contain viruses or install malware on the user’s computer;

  • employers should tell all staff members and clients in advance that:

    • there is a teleconference planned for a certain time; and

    • they should expect an invitation with the host’s name.

    • if the service used for conferencing requires downloading an app or desktop application:

      • ensure that it is downloaded from the service’s website or a platform’s app store.

• confidential information:

  • if confidentiality is crucial, video conferencing may not be the best option:

    1. businesses should:

       • consider alternatives if particularly sensitive topics are going to be discussed;

       • evaluate whether an enterprise service would provide greater security, rather than free services available to the general public; and

       • ask about dedicated telehealth conferencing services that can include more safeguards to keep information private:

         • if a business is conferencing remotely with a health care provider

• conferencing software:

  • update the video conferencing software:

    • many video conferencing companies are updating their software with patches and fixes; and

    • users should only accept updates directly from the service’s website.

• employee training:

  • train employees on best practices for video conferencing:

    • employees may enable a video conferencing service that does not meet the company’s security standards.

• vendor management considerations:

  • service provider:

    • before using a conferencing service, review key provisions in the service’s privacy policy to understand:

      • the information that the service provider will collect; and

      • if the service provider is:

        • using the information collected for the purposes outlined in its privacy policy; and

        • sharing the information with third parties.

As always stay safe, or call the experts for any help you may need.