5 Settings that are a must to protect your next Zoom meeting – (how to keep your zoom meetings safe)

posted in: Best Practices, Security, Zoom Tips | 0

Learn how to keep your zoom meetings safe.
I felt heartsick for the Richmond Women’s Resource Centre who made the news today when their International Women’s Day event was zoombombed with inappropriate content and messages. And while the person(s) who made the attack are ultimately responsible, it is a good reminder to online event organizers to double check the built-in security settings that could have prevented a majority of what happened at this event.

how to keep your zoom meetings safe.
Learn how to keep your zoom meetings safe.

Lock Down Screensharing – how to keep your zoom meetings safe

The first sign of trouble was when markings started to appear on the keynote address slides. There are two components to screen sharing to consider. Under the In Meeting (Basic) settings, be sure that you identify who you want to allow to share content. In a larger event, using Zoom Webinar, you can give permission to panelists as well if you have multiple presenters.

To prevent anyone from marking on a presenter’s slides, go to Annotation (also in In Meeting (Basic) settings) and check the box so that only the person sharing the slides can make annotations.

Disable Private Chat – how to keep your zoom meetings safe

The offensive activity escalated with personal messages to attendees. The best way to avoid this from happening is to disable Private Chat under the In Meeting (Basic) settings. While that won’t prevent someone from posting in the general chat, at least the moderator will be aware of what is happening more quickly and be able to remove the offender.

Disable File Transfer – how to keep your zoom meetings safe

Included in the personal messages were videos, sounds and other files. to attendees. There is a setting in In Meeting (Basic) settings that blocks file transfer in the chat. While this also prevents organizers from sending files to attendees, this can be addressed in your pre-event planning by having files loaded on your website and using URLs to point attendees to where to access files or having the files distributed in a pre-event email.

Don’t let people rejoin – how to keep your zoom meetings safe

Under normal circumstances, there will be times when an attendee is disconnected or leaves a meeting but wants to rejoin. Adjusting this setting will not prevent them from doing so. This only affects people who are removed from the meeting by the host or moderator to protect the other attendees of the meeting. If this setting is checked, then anyone removed from the meeting will not be able to rejoin and continue to wreak havoc. (There is a special circumstance on recurring meetings where someone might be removed and you want to allow them to rejoin, but that is for another post).

I hope that you find these tips helpful. Overall, Zoom has stepped up to cover many of the concerns that were raised about a year ago. If you would like me to take a look at your event plan and consult on your setup and security, let’s talk.

anne

About the Author – how to keep your zoom meetings safe

Anne Whitmore has been running online webinars, facilitating training sessions and moderating events long before it was a necessity. As a skilled coach and facilitator, she has a way of bringing out the best in the speakers and weaving the theme and purpose throughout the event. She is known for those thoughtful touches that add a feeling of polish and warmth.

With hundreds of hours of completed live sessions, Anne also has the technical expertise and event experience to thoroughly plan for the optimal and troubleshoot what may arise.

Anne also facilitates training sessions of her own on behavioural styles, presentation skills and communication. Her more recent focus has been in supporting families through the early childhood years with the Circle of Security™ program.

In this time where we have shifted how we connect, Anne hopes to support workshop leaders and organizations on transitioning to a virtual platform to connect with their audience.

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