In the age of remote work, online security threats are at an all-time high. Businesses of all sizes must know that moving to a more digital workplace will add risks.
Secure meetings for business
As the office moves home, employees will more likely be using unsecured networks, personal devices, and new software offerings that may open your business up to potential cyber threats.
One specific area that you should monitor is your online meetings. Online meeting tools have drawn security scrutiny in recent years, which makes the platform you pick worth a closer look. This quick online meeting security guide will give you and your employees the skills necessary to stay safe when using online meeting platforms this year and beyond.
Choose a secured platform
The first step in maintaining a safe digital meeting space is by using a secured meeting platform. One of the most secure meeting tools available on the market is MyOwnConference.
MyOwnConference is a versatile software offering that provides webinar solutions, online training capabilities, and secure video conferencing to businesses of all sizes.
What makes MyOwnConference different from other platforms is its strong commitment to keeping your data safe. Every outgoing stream is protected with TLS, which secures your content while it travels, and the presentations, videos and other files you upload are encrypted with AES-128, so they do not sit in the open on our side. The platform is also built to the GDPR rules of the European Union.
If you are still unsure if MyOwnConference is right for your business, you can sign up for the free version of our webinar program. That version lets you meet with up to five attendees, though a few of the more robust features need a paid plan.
Educate your employees
One of the biggest security threats to your business is a direct result of your own employees. In practice most breaches start with someone clicking, sharing or reusing something they should not have. That is an uncomfortable thing to face, but it is also the part that education can actually change.
Even though your online meeting software may be encrypted, that does not guarantee that your company is safe from hackers. Hackers are constantly learning ways to get around barriers. Baiting or getting information from you or your employees is the easiest way around any firewall or encryption.
As your business begins to utilize online conferencing platforms more frequently, take the time to educate the entire company about the best cybersecurity practices when hosting online meetings. Some best practices to follow when creating your online meetings are:
Verify attendees
While it may seem obvious, be sure to double-check your invite list. There is a possibility that someone outside your organization has found a way to get added to the list, so before you start the meeting, make sure that everyone that is attending is supposed to be.
Review invite links
If you have been invited to a webinar or meeting hosted by a third party, verify that the link you received is correct before joining. Clicking mindlessly on links from outside sources is never a good idea and can lead to security breaches.
Work devices only
Personal device use is at an all-time high as the office shifts to a more remote setting. They are a hacker’s dream as they typically will have fewer security measures in place to combat attacks and protect important information. Personal devices also leave a trail of data from wherever your employees have been online before attending your meeting.
Use a VPN
Virtual Private Networks have gained in popularity over recent years, and for a good reason. Business VPNs provide remote server access from anywhere in the world. These servers will be more secure than your network at home, making it harder for your company data to be compromised.
With hackers preying on unaware employees, it is up to you as the business owner to provide the necessary education to minimize the chance of cyberattacks.
Expand your IT department
As technology becomes more ingrained in our everyday lives, experts within the tech space will become more valuable. If you do not already have one, it is time to establish an IT department. Alternatively, if you already have an IT department, there is a good chance for it to be improved.
Having a skilled IT department adds another line of defense to your business’s cybersecurity efforts.
As you set out to look for a new IT professional, think about what types of skills are required to do the job. Are you focused on talent? Or experience? Do you want your candidates to have certain certifications and degrees?
Be aware that adding a whole new position, especially a technology-focused one, costs a decent amount of money. An IT specialist commands a salary in the tens of thousands, and an IT manager considerably more than that, before you account for benefits, onboarding and equipment.
You probably do not have that lying around in the budget, but it should not deter you from improving the IT department. There are a few different ways that you can help fund this new role.
Re-think your budget
Your budget has probably been upended more than once by now. Take a step back and see which funds you can re-allocate to offset the cost of a whole new position.
Apply for extra funds
Business loans are a great way to fund a new position within your company. If you need money quickly, consider applying for a small business loan from an online provider. When applying for a loan be sure to know your business’s credit score, annual revenue numbers, and how long you have been in business for.
Take a salary cut
As the owner of a business, it is up to you to ensure that business succeeds. Sometimes that means putting the business above yourself. If you can afford it, consider taking a salary cut to free up funds you can use elsewhere in the company.
Adding just one new IT expert can help improve your business’s cybersecurity tenfold.
Online meeting security has never mattered more than it does now. Small businesses were already a top target for hackers. Now, with such a dramatic shift to remote work, businesses are more susceptible than ever to security breaches. Make sure that you are following some of our best tips to ensure that your business’ data remains secure.
Summary of online meeting security
Securing your online meetings involves much more than just picking the right platform. Real protection comes from following a well-rounded approach that combines technical measures, employee training, and thoughtful operational habits. To reduce the risk of cyber threats, organisations should choose a platform that provides strong encryption and meets data protection standards. It is also important to verify participants and links, avoid using personal devices for work, and make use of tools such as VPNs and reliable IT support. Most importantly, human mistakes remain the largest risk of all, which is why a culture of awareness matters more than any single control. Back that up with budget, resources and policy, and remote work stops being the weak point of your business.
FAQ
How can I check if an online meeting platform is secure?
You should check whether the platform encrypts streams in transit, whether it encrypts what you upload, and whether it complies with GDPR. Also you can check reviews and security audits by independent experts to see if vulnerabilities were found.
Why should employees only use work devices for online meetings?
Personal devices often lack enterprise security settings so they are more vulnerable to malware or leaks. Using a work device ensures you remain within the protection of company security controls.
What steps should I take to verify meeting invite links?
First you check the sender and domain to confirm they match what you expect. Then you avoid clicking on links without verifying with the host. If anything seems suspicious you contact the meeting organizer by a known channel.
How does using a VPN improve meeting security?
A VPN creates a secure encrypted tunnel between you and a remote server so that outsiders cannot intercept your traffic. This helps protect data transmissions even when you connect through unsafe public or home networks.
What should I teach employees about meeting security?
Teach them to recognize phishing attempts, always verify attendees and links, never share meeting credentials publicly, and report any unusual activity immediately. This awareness helps prevent many human-error breaches.
