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How-To

Securing Zoom Meetings – Is It Possible?

 April 3, 2020

By  Anton Kiorolgo

Zoom has caught a fair amount of flak recently for sub-par security standards and features, despite the CEO of Zoom recently posting a blog addressing concerns and promising security improvements.

If You Have to Use Zoom…

In the meantime, video conferences must continue, meaning that Zoom remains a popular solution in many business sectors. Here are a few tips to help make your Zoom meetings more secure:

Pull Attendants in Manually

To ensure only the right individuals are pulled into a Zoom meeting, the most efficient route is to directly pull all members in from the Zoom lobby. This allows the meeting host to hand pick who attends the meeting, and keeps those who should not be involved out.

Turn Off Automated Features (Automatic Camera / Automatic Microphone)

Nothing is more embarrassing than accidentally showing, recording, or broadcasting something that you didn’t intend to. There are plenty of funny examples of this on YouTube – kids running in, spouses walking in on the meeting in their underwear, strange things happening in the backgrounds of home offices… The best way to prevent this is to disable automatic camera and microphones on meeting launch.

Let Attendees Know That Video Applications, Unless Explicitly Stated, Are Inherently Insecure

It is best to notify/remind attendees of the inherent insecurity of video conferencing ahead of time to ensure that no privacy laws are violated. A great way to do this is to send out a reminder with the invitation email or set a welcome text to display before the meeting begins as a backdrop or pop-up window.

If Meetings Are Recorded by Default, Notify Attendees

Just as a security reminder is essential, letting attendees know that meetings are recorded is as well. This can be done the same way, as reminder with the invitation email or set a welcome text to display before the meeting begins as a backdrop or pop-up window.

Enable end-to-end encryption

Unfortunately, end-to-end encryption is only available for paid Zoom accounts.

Zoom Alternatives:

Should your organization be interested in options other than Zoom conferencing, there are a few other excellent selections available.

Wire

If security is a concern, Wire, (https://wire.com/en/) another video conferencing service, is an option.

  • Wire is largely considered one of the most secure platforms for conferences, and is used by large corporations such as SoftBank, Intel, and EY.
  • Wire is 100% open source, allowing tech-savvy hosts to see the security features in action themselves.
  • Wire is GDPR-compliant, important for companies in Europe.
  • End-to-end encryption is enabled out-of-the-box on the Wire platform, meaning that customer consent collection isn’t necessary – any info shared cannot be viewed by Wire staff or collected. This is done via Messaging Layer Security (MLS.)

ClickMeeting

If daily or high-volume ingoing and outgoing calls to individuals outside of your organization are a priority, ClickMeeting (https://clickmeeting.com/) is an excellent solution.

  • ClickMeeting allows hosts to create their own virtual “meeting space,” as they can create permanent meeting rooms with their own names. This allows hosts to shuffle calls into the spaces they desire and control meeting flow.
  • ClickMeeting allows the creation of automated webinars and product demonstrations, allowing hosts to create what equates to a sales video for clients to watch, demonstrating software and features in real-time.
  • ClickMeeting possesses the unique feature of putting webinars behind a pay wall for ticket sales. Ticket purchases, registration, and attendance are all done through the same page.

Crankwheel

Should the need for screen and filesharing be a primary concern, Crankwheel (https://crankwheel.com/) is one of the industry leaders for such solutions.

  • Crankwheel, much like Zoom, gives the meeting host the ability to sense what attendees are looking at on their own screens. Crankwheel bills this as the ability to see “who is paying attention.”
  • Crankwheel also uniquely offers meeting hosts the ability to give attendees control on the host’s computer, allowing them to work within their environment akin to a screensharing software such as TeamViewer.

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Large Scale Alternatives:

For larger scale solutions on the enterprise level, with hundreds of attendees, InXPO (https://www.inxpo.com/) is a wise choice.

  • InXPO is used by many trusted companies such as Amazon, Microsoft, Merck and Red Hat.
  • InXPO is versatile, offering video conferencing solutions for product launches, board meetings, and demos, all the way to integrated video courses for self-guided staff training and certification monitoring/testing.
  • InXPO offers complex live-show broadcasting options including newsroom-style reporter-on-the-floor and newsdesk options for live streaming.

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