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How to stop unwanted Zoom guests and keep your next Meeting secure

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When Australian comedian Hamish Blake started publicly disrupting Zoom meetings and events around the country, it raised some very interesting discussions: Are our Zoom meetings safe?

Short answer: Yes!

 
It’s important to remember that Hamish was invited by an attendee, and he didn’t just appear in meetings out of the blue. So, what can we do to ensure we don’t get unwanted guests in our virtual meetings?

There are lots of Zoom features and settings at your fingertips to make sure your next Zoom meeting, event or webinar is secure.

We sat down with our Zoom team and Zoom specialist Scott Lia at our sister company, CodeBlue, to learn some easy dos and don’ts you and your team can follow.

Do: Safeguard your Zoom meeting links and personal meeting ID (PMI)

Be extra careful when using or sharing your meeting links and personal meeting ID (PMI).

“Don’t share your meeting link on social media or other public forums. If you do, anyone with the link can join your meeting,” said Scott.

“Your PMI should also not be used to host public events as it is essentially one continuous meeting. Just like your personal details, keep your PMI safe and be careful where you share it.” 

Do: Set up passwords for Zoom calls, meetings, and webinars

Add an extra layer of security by enabling passwords. You can assign a unique password to each meeting or require passwords when scheduling new meetings, creating instant meetings, and using your PMI.

Scott explained that these passwords should be taken seriously, almost like a pin: “Only give them to people that need to be in your virtual meeting or webinar. Also, avoid writing passwords down for anyone to see.”

Do: Manage video conferencing participants

Control who attends your Zoom meetings by allowing only signed-in users to join. This will block people who try to join but are not logged into Zoom with the email invite you sent.

“You can also enable Zoom Waiting Rooms to have a virtual staging area where you can see people who are trying to join. This is one of the best ways to secure meetings that use your PMI,” said Scott.

“We use this functionality at CodeBlue and CSG, and it works really well.”

Other best practice steps for virtual meeting attendees are:

  • Don’t send or forward email invites to just anyone. Only send your Zoom email invites to people who you want to be in your virtual event.
  • Don’t let people you don’t know join your event. Try to verify the identities of participants as much as you can to prevent any gatecrashers.
  • Don’t give up control of your screen. Prevent participants from screen sharing choosing “Only Host” under “Who Can Share?” in the Advanced Sharing Options.
  • Don’t let unruly participants disrupt your event.  Some ways to stop disruption in your next virtual meeting is to lock events so that unexpected participants can join, and mute participants that are making unwanted noise.
For more Zoom best practice tips, Scott recommends an new eBook from Zoom which covers in detail easy steps you can apply for your business. 


Download best practices to secure your Zoom meeting
 


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Not sure how to implement these strategies or have more questions?

Contact us to chat to our Zoom experts. We can also help you customise your video conferencing software and hardware setup.