How to Use Virtual Meeting Platforms Securely

Secure Virtual Meeting Platforms: Best Practices Guide

This is a general overview of helpful tips to securely use virtual meeting platforms. Always use a trusted and established platform such as Zoom, Microsoft Teams, or Google Meet.

Configure Privacy and Security Settings

As a meeting host:

• Require a password for all meetings
• Enable waiting rooms to admit attendees manually to ensure that only authorized attendees enter the meeting
• Disable “Join Before Host” to prevent early unauthorized access
• Restrict screen sharing to “Host Only”

Control Meeting Access
As a meeting host:

• Use unique meeting IDs (not your personal meeting ID) to create meetings
• Share invites privately – do not post meeting links publicly on social media or websites
• Remove or block disruptive or unknown attendees using in-platform tools
• Use host tools to lock the meeting once all attendees are present

Use Caution with Meeting Recordings
Be aware when a meeting is being recorded

As a meeting host:

• Encrypt recordings, store them securely, and restrict access to authorized users
• Avoid cloud recording unless you’re using a secured, trusted cloud provider

Protect Your Account

• Use strong, unique passwords for your account and meeting rooms
• Enable Multi-Factor Authentication (MFA) for your account

Tips For Participants

• Ensure your camera and microphone are off before joining a meeting.
• Only join meetings where you are expected to be
• Never share personal information via an untrusted Zoom meeting
• Ensure the meeting is not being recorded or transcribed via a 3rd party tool or within the meeting itself
• Do not share entire screen if needed, only share specific applications
• Do not give remote access to untrusted parties via a Virtual Meeting

Stay Updated and Educated
Keep your meeting platform updated to ensure the latest security and vulnerability patches are implemented

Stay up to date with the platform’s security blogs:

• Zoom
• Microsoft Teams
• Google Meet
• Be aware of deepfakes, impersonation, and phishing attempts posing as meeting invites