5 Best Practices for Using Conferencing Apps Securely

  • By: Adam Wire
  • November 27, 2023
web conferencing apps
Reading Time: 3 minutes

New technological developments provide a way for businesses to streamline operations, improve efficiency, and enhance customer and employee engagement. Web conferencing apps are one of these advancements that play a pivotal role in today’s remote workforce. 

These applications facilitate real-time personable experiences using audio and video communication and enable businesses to remain flexible and collaborate from anywhere. 

Hybrid meetings are here to stay and many industries are adapting to the digital world. However, with any web-based platform, there are security risks to note. To ensure your business securely utilizes web conferencing apps, such as OnBoard, we recommend these 5 best practices.

What is a Web Conferencing App?

A web conferencing app is a software application that enables workplaces to hold virtual meetings over the internet. These apps include features such as video conferencing, gamification, screen sharing, chat, and other collaborative elements that promote productivity. In addition to the workforce, web conferencing apps also play a crucial role in education as well as bridging the geographical gap of communication across the globe.

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How to Use Web Conferencing Apps Securely

Any sort of information-sharing technology is susceptible to malicious phishers or hackers. Web conferencing apps have several vulnerabilities, one being phishing attacks via fake meeting invitations or scammer links. Moreover, the reliance on internet connectivity and network access make it easy for fraudsters to exploit these tools. 

1. Keep Meeting Links Confidential

It’s important to practice secure sharing when it comes to meeting links. Only share with authorized participants via secure channels like email and direct messages through your company’s network. Never share meeting links over public platforms such as Facebook. 

Additionally, as links are sent to you, use your best judgment when opening them. Phishers have a knack for disguising malicious sites with what seems like legit company information. A good rule of thumb is to hover over the link and assess the URL that pops up.

2. Use a Meeting Password

Phishers can easily remain anonymous when accessing virtual meetings. Meeting passwords act as a protective barrier, ensuring only people you explicitly invite have access. They also help safeguard sensitive discussions and give control to the host, who can approve anyone who joins the meeting. Passwords should be strong and unique to ward off unauthorized users.

3. Don’t Use a Personal Meeting Room

Reusing the same meeting room for various discussions may pose security risks. If the link is widely known, individuals have a higher chance of gaining access. 

4. Consult with Your Information Technology Team

IT professionals can assess the security of the application and ensure it complies with your company’s requirements. They can also provide technical support and help integrate the app with company software. Your IT team will also be able to consult with the application’s developers regarding the scalability and enhance its features as your company grows.

5. Leverage Advanced Features

Innovative meeting software, such as OnBoard, provides advanced features and other board meeting tools that significantly enhance meeting security. These include user authentication that ensures correct individuals can gain access, encryption that allows sensitive information to remain confidential, access controls that allow hosts to effectively manage participants, and regular security updates.

OnBoard’s Web Conferencing Integrations

Integration involves the process of seamlessly combining the functionalities of one application with another. Developers and IT professionals can coordinate data and processes, allowing them to effectively share information and perform tasks. OnBoard’s top integrations include Microsoft Office 365 and Zoom, the highly popular web conferencing platform.

How OnBoard Powers Remote Boards

Move from in-person to virtual board meetings seamlessly by leveraging OnBoard’s secure meeting management platform. Some of the key benefits of OnBoard include:

  • Secure messages and surveys promote healthy engagement and participation between leadership and employees.
  • Integration with other software fosters productivity before, during, and after meetings. These integrations provide a cohesive system and allow companies to stay competitive.
  • Notes and annotations enable organization and easy tracking within a fast-paced working environment. These notes remain synced with all devices so you can pick up where you left off.
  • Skills tracking acts as a built-in human relations department that provides a comprehensive overview of your board’s skillset.
  • Meeting analytics allow leaders to gauge what works best for their meetings, from best times to conduct meetings to who views crucial reports.
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About The Author

Adam Wire
Adam Wire
Adam Wire is a Content Marketing Manager at OnBoard who joined the company in 2021. A Ball State University graduate, Adam worked in various content marketing roles at Angi, USA Football, and Adult & Child Health following a 12-year career in newspapers. His favorite part of the job is problem-solving and helping teammates achieve their goals. He lives in Indianapolis with his wife and two dogs. He’s an avid sports fan and foodie who also enjoys lawn and yard work and running.