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How to use video and communication tools correctly

Learn how to use Communication / Video tools correctly
  • The coronavirus pandemic has transformed how many organizations operate daily and led to the swift adoption of alternative communication tools, namely video conference tools.
  • These tools are no longer used only occasionally and are now work tools that are constantly used by millions of workers.
  • As always, when there’s a change, new risks appear that must be managed and mitigated properly:
1. Select proper tools
  • Try to take advantage of tools that use point-to-point encryption with proper keys, therefore preventing that any third party accesses your content
  • Prefer tools that allow for centralized management of platform parameters that can be applied to all users
  • Pay special attention to authentication configuration parameters, always prioritizing multi-factor authentication forms
  • Don’t trust tools that request access to your contacts or system parameters that are not required for them to function
  • Make sure that you update the software so that you can take advantage of the latest functionality and security fixes
2. Use tools properly
  • Avoid using private rooms always with the same identification and set up specific rooms for each meeting with random identifiers
  • Only allow authenticated users to attend meetings
  • Define a password for the session, preventing other participants from attending unexpectedly
  • Do not allow users to enter the room when the host is not present, therefore filtering who joins the meeting
  • Lock your meetings when all participants are present, preventing new people from joining the meeting
  • Turn off all features that allow file sharing, whenever file sharing is not required
  • Turn off attendance from phone, whenever phones are not required for participants to attend the meeting
3. Ensure privacy
  • Make your communications in visually neutral locations, avoiding sharing unnecessary information about your location
  • Prioritize alternative, more direct and secure means to share sensitive information, such as access passwords
  • Don’t make your communications from public places or any place where third parties can access, both auditorily or visually, to your meeting content
  • Attend and share always knowing that it’s possible that another participant takes a screenshot or photo of the content on the screen