/ Blog / By

What Precautions Should Be Taken While Using an Audio Video Conferencing Platform?


Conference Room Audio Video Solutions in Dallas, Tx has transformed from a niche business tool into an essential communication platform for millions worldwide. With IBM reporting that the average cost of a data breach reached $4.8 million in 2024, protecting your virtual meetings has never been more critical. Whether you’re conducting sensitive business negotiations, hosting confidential medical consultations, or simply connecting with colleagues, understanding and implementing proper security precautions can mean the difference between a successful meeting and a devastating security breach.

This comprehensive guide explores the vital precautions every organization and individual should implement when using audio video conferencing platforms. From technical security measures to behavioral best practices, we’ll cover everything you need to know to keep your virtual meetings safe, private, and productive.

Understanding Video Conferencing Security Risks

Before implementing protective measures, it’s essential to understand the threats facing video conference users today. The rapid adoption of virtual meeting platforms has created new attack surfaces that malicious actors actively exploit.

Common Security Threats

Meeting Hijacking and Zoombombing

Unauthorized participants can infiltrate meetings through shared links or leaked meeting IDs, disrupting proceedings with inappropriate content or stealing sensitive information. According to the Cybersecurity and Infrastructure Security Agency (CISA), uncontrolled access to conversations may result in disruption or compromise of your conversations and exposure of sensitive information.

Data Breaches and Information Theft

Confidential business discussions, personal health information, financial data, and proprietary strategies shared during video conferences can be intercepted by cybercriminals. Recent incidents have shown that even major corporations are vulnerable, with at least one AI company documented as spying on a competitor’s video conference call in 2023.

Malware and Phishing Attacks

Attackers may use video conferencing platforms as vectors for distributing malware or launching social engineering attacks through chat features, screen sharing, or malicious links disguised as meeting invitations.

Recording and Privacy Violations

Thousands of private Zoom meeting recordings have been discovered on the open web, according to The Washington Post, highlighting the risks of improper recording storage and sharing practices.

Essential Security Precautions for Video Conferencing

1. Implement Strong Authentication and Access Controls

Use Password Protection for Every Meeting

Never rely solely on meeting IDs for access control. Create unique, complex passwords for each video conference using a combination of uppercase and lowercase letters, numbers, and symbols. Consider using secure password generators like Nordpass to create truly random passwords that resist guessing attacks.

For critical meetings, implement unique passwords for each participant. This approach provides traceability—if a security breach occurs, you can identify which credential was compromised. Most modern platforms now auto-generate passwords alongside meeting IDs, but ensure this feature is enabled and properly configured.

Enable Waiting Rooms

Waiting rooms function as a virtual security checkpoint, placing participants in a separate space before the meeting begins. This feature allows hosts to visually verify each attendee before granting access, preventing unauthorized users from entering unnoticed. Enable waiting rooms for all meetings, especially those involving external participants or sensitive discussions.

Lock Meetings After All Participants Join

Once everyone expected has arrived, use your platform’s lock feature to prevent late arrivals or uninvited guests. This digital equivalent of closing and locking a physical conference room door is one of the simplest yet most effective security measures available.

Implement Two-Factor Authentication

Two-factor authentication provides an additional security layer beyond passwords. When enabled, users must provide two different types of evidence to verify their identity—typically something they know (password) and something they have (authentication code from a mobile device).

2. Maintain Updated Software and Systems

Outdated video conferencing applications expose security vulnerabilities that hackers actively exploit. According to CISA guidance, unpatched video conference applications can result in disruption of meeting privacy and potential loss of information.

Enable Automatic Updates

Configure all video conferencing tools on desktops and mobile devices to update automatically. If automatic updates aren’t available, establish a routine update schedule—checking at least weekly for new versions and security patches. The frequency of security updates for video conferencing tools has increased significantly as these platforms have become primary attack targets.

Keep All Devices Current

Update not just your conferencing software, but also your operating system, web browsers, and security software. Cybercriminals often exploit vulnerabilities in any component of your technology stack, not just the conferencing application itself.

3. Secure Your Network Connection

Your internet connection serves as the gateway through which all video conference data travels, making network security fundamental to overall meeting protection.

Avoid Public Wi-Fi Networks

Never connect to video conferencing or collaboration tools when on insecure internet connections or in public spaces. Public hotspots lack proper security controls, allowing attackers to intercept your data. If you must connect from a location with only public Wi-Fi available, use a virtual private network (VPN) to encrypt your connection.

Strengthen Home Network Security

For remote workers, home network security often represents the weakest link in the security chain. Implement these essential measures:

  • Change your router’s default password to a strong, complex password
  • Configure your router to use WPA3 or WPA2 wireless encryption standards at minimum
  • Disable legacy protocols like WEP and WPA
  • Choose a generic name for your Wi-Fi network that doesn’t reveal personal information or equipment manufacturers
  • Regularly update your router’s firmware

Verify Encryption Settings

Ensure your video conferencing platform uses end-to-end encryption for all communications. Look for solutions offering 256-bit AES GCM encryption for audio, video, screen sharing, and whiteboard applications. This encryption standard makes it extremely difficult for hackers to intercept and decode your meeting data.

4. Control Meeting Features and Permissions

Proper configuration of platform features significantly reduces security risks while maintaining meeting functionality.

Restrict Screen Sharing

Configure settings so only the host can share screens by default. This prevents unauthorized participants from displaying inappropriate content or accidentally exposing sensitive information visible on their desktop. Hosts can grant screen sharing permissions to specific participants as needed during the meeting.

Manage Recording Capabilities

Limit recording permissions to hosts only. When meetings must be recorded, announce this fact at the beginning, midway through for late joiners, and again at the end. Many jurisdictions require two-party consent before recording conversations, making these announcements both ethical and legally necessary.

Store recordings securely, preferably locally rather than in cloud storage where they may be more vulnerable to unauthorized access. Change default file names when saving recordings to avoid predictable naming patterns that could be exploited.

Exercise Caution with Chat Features

Video conferencing chat functions may not offer the same malware protection as dedicated email clients. Caution employees never to share confidential information or files through chat rooms. Be wary of potentially malicious links shared in chats, even from seemingly legitimate participants.

Disable or Mute Participants as Needed

Utilize features that allow hosts to mute participants upon arrival or for the meeting’s duration when appropriate. This reduces background noise and prevents audio disruptions. Similarly, implement controls to turn off participant video feeds when necessary.

5. Protect Privacy and Sensitive Information

Beyond technical security measures, protecting privacy requires thoughtful consideration of what information you expose during video conferences.

Choose Appropriate Backgrounds

Select clean, professional, non-distracting backgrounds that don’t reveal personal or confidential information visible in your environment. Use virtual backgrounds or background blur features to prevent accidental disclosure of sensitive documents, whiteboards, or screens visible behind you.

Be Mindful of Camera Framing

Position your camera to keep yourself centered in the frame, minimizing what viewers can see of your surroundings. Proper framing protects privacy while maintaining professional appearance.

Avoid Discussing Highly Sensitive Information

Remember that even with strong security measures, no video conferencing platform can guarantee absolute security. Avoid discussing information during video conferences that you wouldn’t discuss over regular telephone lines. For extremely sensitive matters, consider whether video conferencing is the appropriate medium.

Minimize Data Collection

When configuring video conferencing platforms, collect and store only the necessary personal information required for identification and authentication. Avoid requesting excessive details unrelated to the meeting’s purpose. This minimization reduces the risk of unauthorized access and potential data breaches.

6. Implement Organizational Security Policies

Individual precautions must be reinforced by clear organizational policies and regular training.

Develop Comprehensive Security Policies

Establish clear guidelines for video conference security that address password requirements, acceptable use, data handling, recording practices, and incident response procedures. These policies should be documented, easily accessible, and regularly reviewed.

Conduct Regular Security Training

Provide comprehensive training to all users on operating video conferencing equipment and software securely. Human error remains a critical security risk—even with advanced security technologies in place, individuals can inadvertently compromise meeting security through weak passwords, sharing links inappropriately, or falling victim to phishing attacks.

Create user guides or video tutorials for easy reference. Regular refresher training ensures users stay current with evolving threats and best practices.

Perform Security Audits

Conduct security checks on systems regularly, watching for suspicious behavior. During audits, focus on identifying weak points in your systems and developing remediation strategies. Early detection of security risks benefits all video conferencing implementations.

Choose Enterprise-Grade Solutions

Avoid using consumer-grade software or plans for business meetings. Consumer tools typically lack the administrative controls necessary to properly secure meetings. While no video conferencing service can guarantee 100% protection from threats, enterprise-grade products provide more complete security tool sets. Many vendors currently offer business-level solutions free for limited periods.

7. Ensure Compliance with Data Protection Regulations

Organizations must ensure their video conferencing practices comply with applicable data protection laws and industry regulations.

Understand Relevant Regulations

Depending on your industry and location, different regulations may apply:

  • HIPAA: Healthcare organizations must protect patient health records and data transmission. HIPAA-compliant video conferencing platforms are essential for telemedicine applications.
  • GDPR: Organizations serving European Union individuals must comply with General Data Protection Regulation requirements regarding data privacy.
  • CCPA: California Consumer Privacy Act applies to certain organizations handling California residents’ personal information.
  • Industry-Specific Standards: Financial services, government, defense, and other sectors may face additional compliance requirements.

Verify Platform Compliance

When evaluating video conferencing platforms, inquire about the provider’s compliance certifications. Look for platforms demonstrating compliance with ISO 27001, SOC 2, and relevant data protection regulations. Platforms possessing these certifications are more likely to provide robust security features and protect organizational data effectively.

Understand Data Handling Practices

Review the platform’s privacy policy to understand what data is collected, how it’s used, where it’s stored, and with whom it might be shared. Ensure data is not routed through servers outside your authorized regions unless explicitly permitted by your organization’s policies.

How to Setup a Video Conference Room

Creating an effective video conference room requires careful consideration of equipment, layout, and technology integration. Proper setup ensures both in-person and remote participants can communicate clearly and collaborate effectively.

Start by assessing your room size and typical meeting attendance. Small huddle rooms accommodating 2-4 people require different equipment than large conference rooms hosting 15+ participants. Select a video display appropriately sized for your space—the general rule suggests a diagonal screen size approximately half the room’s length. For rooms seating 8-10 people with a 16-foot length, consider at least a 60-inch display, though larger spaces may benefit from 80+ inch screens or dual-display configurations.

Position cameras strategically at eye level when possible, typically just below or above the primary display. This placement creates a natural orientation for face-to-face collaboration. For larger rooms, select cameras with pan-tilt-zoom capabilities and auto-focus features to ensure all participants remain visible regardless of their position. Wide-angle lenses work well in smaller spaces where capturing everyone in tight confines is essential.

Audio equipment selection should match room size and layout. Verify microphone pickup range ensures total room coverage, adding expansion microphones for larger spaces to ensure people furthest from the camera are clearly heard. Position microphones and speakers strategically—on tables where participants sit or as a sound bar under the display screen—to optimize audio quality and minimize echo or reverberation.

Lighting significantly impacts video quality. Use a combination of natural and artificial light sources while avoiding harsh shadows or glare. Diffused, indirect lighting works best for evenly illuminating participants’ faces. Smart lighting systems that control ambient light can maintain ideal meeting conditions regardless of external conditions.

Consider the room’s physical layout and acoustics. Incorporate sound-absorbing materials such as acoustic panels, carpets, or curtains to minimize echo and reverberation. Ensure adequate insulation reduces external noise interference. Arrange seating to allow all participants to be seen on camera while maintaining comfortable spacing.

Choose user-friendly, integrated technology that makes starting meetings and sharing presentations simple. Implement centralized controls for joining meetings, controlling displays, sharing content, and adjusting volume levels. Ensure strong internet connectivity and backup networks to prevent disruptions during video conferences—reliable, high-speed internet is the foundation of successful virtual meetings.

Finally, integrate your chosen video conferencing platform (such as Zoom, Microsoft Teams, or Google Meet) with room scheduling systems for seamless reservation management. Provide clear signage and digital displays outside conference rooms to assist with wayfinding and show current and upcoming meetings in real-time.

Best Practices During Video Conferences

Technical Preparation

Test Connections Before Meetings

Always test your audio and video connections several minutes before the scheduled meeting time. Most platforms offer test call capabilities under settings or options menus. This proactive approach identifies and resolves issues before they impact your actual meeting.

Optimize Your Internet Connection

Connect via wired Ethernet when possible to prevent WiFi dropouts and speed issues. For laptop users, plug into wall power during video conferences, as battery operation can adversely affect video quality. Ensure your internet connection meets minimum requirements—residential plans with 25 Mbps download and 3 Mbps upload speeds should suffice for most video conferences, though group calls with seven or more people benefit from at least 8 Mbps.

Close Unnecessary Applications

Video conferencing can strain your computer’s CPU, especially when multiple participants share video feeds simultaneously. Close unnecessary applications and browser tabs to free up processing power and bandwidth, prioritizing resources for your conference call to prevent disruptions and ensure smooth transmission.

Meeting Etiquette and Engagement

Mute When Not Speaking

Keep your microphone muted when not actively speaking to minimize background noise and distractions. Familiarize yourself with your platform’s mute button and use it appropriately. Remember to unmute before contributing to the conversation.

Maintain Eye Contact Through Camera Awareness

Position your camera at eye level and look directly at it when speaking to simulate eye contact with other participants. This creates a more natural and engaging conversation experience compared to looking at your screen.

Use Video Appropriately

Enable your camera to maintain engagement and connection with other participants. However, if video isn’t required for the meeting’s purpose, turning it off conserves bandwidth and may improve overall meeting quality. Consider your security posture—webcams can reveal background information that might be exploited through social engineering.

Wait for Natural Breaks

Avoid interrupting others during discussions. Wait for breaks in the conversation before speaking, showing respect for colleagues and maintaining professional atmosphere. Use non-verbal cues like raising your hand or the chat function to signal your intention to speak without talking over others.

Security Vigilance

Don’t Share Meeting Links Publicly

Never share conference links or meeting invitations through social media posts. Invite attendees from within the conferencing software’s secure environment, and instruct them not to forward links to others. Share invitation links only via secure communication channels like encrypted email servers.

Monitor Participant Lists

Keep track of who joins your meeting. Most platforms display a participant list—review it periodically to ensure only authorized individuals remain present. Be prepared to remove participants quickly if necessary.

Be Cautious with AI Assistants

With the increasing prevalence of AI assistants capable of attending meetings in place of individuals, exercise additional caution regarding who has recording and screen sharing permissions. The emergence of AI-generated deepfakes poses new risks, with documented cases of expensive scams using fake video personas.

How Can I Ensure Good Audio and Video Quality During the Meeting? Maintaining excellent audio and video quality requires attention to both technical setup and environmental factors. Poor quality disrupts communication, creates fatigue, and undermines meeting productivity.

For audio quality, invest in appropriate equipment rather than relying solely on built-in computer microphones. Even relatively inexpensive external microphones can dramatically improve sound quality. Consider headsets with boom microphones specifically designed to pick up speech while minimizing environmental noise. USB headsets with professional-grade microphones and advanced noise-cancelling technology eliminate background distractions, allowing focus on the conversation regardless of location.

Verify your computer recognizes and uses your external microphone. On Mac systems, click the volume control in the menu bar, select sound options, and ensure your external microphone appears in the input list with the input level bar moving to indicate sound detection. On Windows, right-click the volume icon, select sounds, choose the recording tab, and select your external microphone from the available devices.

Position microphones correctly to optimize pickup range. For conference rooms, ensure microphones are distributed appropriately to capture all speakers clearly. In personal setups, position the microphone 6-8 inches from your mouth at a slight angle to minimize breath sounds while maximizing voice clarity.

Address room acoustics to improve sound quality. Conduct video conferences in quiet spaces away from sources of background noise. Use sound-absorbing materials like rugs, wall art, fabric blinds or curtains, soft furniture, and plants to reduce echo and reverberation. When possible, close doors and windows to minimize external noise interference.

For video quality, lighting proves as important as camera selection. Position yourself facing natural light sources when possible, but avoid sitting directly in front of windows which create backlighting and silhouette effects. Supplement natural light with dedicated lighting fixtures—using two lights with diffusers eliminates most shadows, while three-point lighting provides professional-quality illumination for direct camera work.

Upgrade from built-in laptop webcams to external cameras offering higher resolution and wider fields of view. External cameras provide flexibility in positioning and angle adjustment to optimize framing and lighting. For professional applications or larger conference rooms, consider 4K cameras with pan-tilt-zoom capabilities, though HD cameras suffice for most business purposes.

Position cameras at eye level whenever possible for natural orientation and better visual engagement. Mount cameras securely to avoid shaking or movement during meetings. Ensure adequate distance between the camera and participants—too close creates unflattering angles, while too far reduces detail visibility.

Monitor and manage CPU usage during video conferences. Overworked processors slow performance and degrade audio and video quality. Check CPU usage through Task Manager on Windows or Activity Monitor on Mac, closing unnecessary applications to free resources for your video conferencing platform.

Finally, ensure stable internet connectivity throughout your meeting. Test your connection speed before important calls, aiming for minimum 10 Mbps download and 2 Mbps upload speeds. During the meeting, prioritize bandwidth by closing downloads and limiting other internet-using applications. If experiencing persistent quality issues, consider upgrading your internet plan or switching to a wired Ethernet connection for maximum stability.

Conclusion

Implementing comprehensive precautions when using audio video conferencing platforms protects your organization from security breaches, privacy violations, and productivity losses. The measures outlined in this guide—from technical security controls to behavioral best practices—create multiple layers of defense against evolving cyber threats.

Remember that security is not a one-time setup but an ongoing commitment. Regular training, software updates, security audits, and policy reviews ensure your video conferencing practices remain effective against new threats. While no system offers absolute security, following these precautions dramatically reduces your vulnerability and demonstrates due diligence in protecting sensitive information.

By combining robust technical measures with informed user behavior and clear organizational policies, you can harness the tremendous benefits of video conferencing while minimizing associated risks. Whether conducting business meetings, medical consultations, educational sessions, or social connections, these precautions enable you to communicate with confidence in the digital age.