Best Practices

Keep Your Meetings Secure - learn how to add security to your Zoom meeting

  1. Keep your Zoom Client/App up to date!
    • Download the latest version
    • Update to the latest version (5.0.0)
      • NOTE: After May 30, 2020, all Zoom clients on older versions will be required to upgrade to 5.0.0 before joining meetings as GCM Encryption will be fully enabled for all Zoom meetings
      • Zoom’s version (4.6.10) introduced a new Security icon in host’s meeting controls for easy access to key in-meeting security options
      • To learn more about upcoming and current releases, including changes to existing and new features refer to the Release Notes on the Zoom Help Center
  1. Don’t share your Meeting IDs (Personal or Automatically Generated) publicly
    • e.g. posting publicly on social media or on the web
  1. Use your Personal Meeting ID sparingly
    • For even better security, have Zoom automatically generate your meeting ID (so you don’t have to use your Personal Meeting ID) when creating a new meeting – Scheduling meetings
  1. Password secure your meetings, especially for larger meetings dealing with sensitive/confidential information
    • You can set this to be the default for all your meetings or set it for individual sessions as needed
    • Add a password when scheduling a meeting
    • When sharing meeting details, communicate the password separately from other meeting details
    • For extra security, disable the Embed password in meeting link for one-click join setting
  1. Manage participants and get control over your session by using in-meeting security capabilities
    • Enable a Waiting Room to control who can enter your meeting
    • Set your meeting so that participants can’t join your session before the host by unchecking the option Enable Join Before Host 
    • Prevent participants from screen sharing – Sharing your screen
    • Prevent participants from private chatting – In-Meeting chat
    • Lock the meeting to prevent anyone new from joining
      • To lock: When you are in a meeting, as host, click on the Security icon and select Lock Meeting
        • When you lock the meeting, no new participants can join, even if they have the meeting ID and password.
      • Tip: Confirm everyone who is supposed to be in the meeting has joined before locking!
    • Expel a Participant: If an unwanted participant has jointed your meeting, you can remove them from the session:
      • When you’re in the meeting, click Participants at the bottom of your Zoom window. In the participants pop-up box, you can mouse over a participant’s name, and several options will appear, including Remove. Click that to kick a participant out of the meeting
    • Attendee On-Hold: if you need a private moment, you can put attendees on-hold. The attendee’s video and audio connections will be disabled momentarily.
      • Click on the attendee’s video thumbnail and select Start Attendee On-Hold to activate this feature

General Information - general best practices for all Zoom sessions

  • Make sure that you can log in and run the Zoom application 
  • Make sure your Internet connection is stable (wired connection is preferred when possible)
  • Make sure all participants are muted when they join the meeting
    • Unmute participants as necessary
  • Mute your microphone if you are not speaking
  • Connect to only one audio source to avoid bad audio feedback
  • Communicate expectations and any meeting instructions in your meeting invitation, for example:
    • All participants will be muted during the meeting
    • If you have any questions or comments during the meeting, use the in-meeting chat
    • Presenters should speak close to the microphone so remote participants can hear
  • Have the content and applications prepared for sharing before the meeting
    • Practice before the meeting to get familiar with sharing your screen and confirm your audio and video work
  • When you have your video on, look at the camera instead of your screen
  • If your meeting is recorded make participants aware
    • Announce you will be starting the Zoom recording when most or all of your participants are in the meeting
    • Only a host can record a meeting (or grant the ability for a participant to record), however, be aware that others can record their screen using a cell phone or screen capture software on their computer, for example
  • Establish and follow rules for etiquette: Here are 7 Tips from Zoom to Ensure a Great Attendee Experience

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