Zoom is a handy tool, but it can make your company vulnerable if not used correctly. Since anyone can download this software, unsavory characters may use it as a gateway to access sensitive information about employees, systems, and even customers. As a result, it's essential to prioritize security with the following tips.
Update to the Latest Zoom Software
Companies routinely update software to add new features and enhance the user experience. Unfortunately, coding is a complex process that can yield unexpected results, such as bugs. While some bugs are annoying, others create security holes that can be disastrous if exploited.
As a result, companies such as Zoom release updates and patches to fix bugs once they've identified the issue. Understandably, updating can be inconvenient, as it means you can't use your program for the duration. Still, it's better to deal with a few minutes of inconvenience than potential days or weeks of fallout from a security issue.
The good news is that Zoom has automated the process somewhat. According to the company, all devices must update to a predetermined "minimum version" before users can log in, ensuring that everyone maintains a certain level of security. Schedule a time to update on your terms to avoid missing an important meeting because of a mandated update.
Lock Your Meetings
Do you remember early in 2020 when people were crashing Zoom meetings and causing mayhem? While this prank isn't as popular today, there's still the risk of ill-intentioned strangers barging into Zoom meetings open to the public.
One way to keep your meeting free of uninvited users is to lock it. Once it's time to start the conference, you can lock the virtual room to keep anyone else from joining the call.
This is a critical step if you plan to discuss sensitive information during the call. Ensure everyone knows you will lock the meeting to encourage punctuality. You can also enable a Waiting Room within the app, allowing people to trickle in before the call starts. This accounts for stragglers without compromising security, as you can verify individuals before the meeting.
Unique Meeting Passwords
Passwords are another excellent tool for keeping Zoom calls private. When you set up a meeting, the software can generate a unique password and meeting ID, which it sends to invitees. This process ensures that only people invited to the call can enter.
Generated passwords are incredibly secure since there's no chance of anyone guessing them. When people make passwords, they usually reference something they like or personal information such as a name or birthdate. Unfortunately, hackers can utilize social engineering to guess passwords. For example, they may look at your social media for information about you or your loved ones. Zoom makes it easy to stay secure — all you must do is stick with the auto-generated ID and password.
Keep It Within Company Users
While managing one Zoom account for personal and company use may be more accessible, it's not necessarily the most secure option. Using your professional account for commercial purposes is better than accidentally exposing your contacts to uninvited guests.
Teach Cyber Security Basics
Zoom users should adhere to cybersecurity basics when utilizing the software:
Close all unnecessary tabs before sharing your screen.
Don't post passwords or IDs on social media or share them with coworkers.
Don't allow unregistered users to join calls.
Companies can improve security by holding training courses and periodically refreshing employees on best practices.
Using Zoom daily can make it easy to fall into a routine and become complacent. However, staying alert is crucial to security. Make cybersecurity a top priority to protect yourself and your business.
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