Best Practices - Zoom Meetings

What is Zoom?

Zoom is an easy-to-use video-conferencing tool that offers a seamless experience for collaboration across mobile devices, desktops, and conference rooms. Its broad accessibility and intuitive features make it ideal for virtual meetings, remote work, and online events. However, it’s important to use Zoom responsibly and securely to protect your privacy and sensitive information.

The following best practices will help you maximize Zoom’s benefits while safeguarding your meetings and data

Common Risks (and How They Affect You)

Category	Why It Matters
"Zoombombing" or Disruptive Intrusions	Without a Waiting Room, uninvited users may enter and disrupt meetings before you can screen them.
Unauthorized Access to Meetings	Weak or absent passcodes can allow unwanted participants to join your meetings, potentially exposing confidential discussions.
Public Meeting Links Exposed to Attackers	Sharing meeting links publicly can lead to attendance by strangers or malicious actors who find the links online.
Outdated Software Vulnerabilities	Using outdated Zoom versions increases susceptibility to known security flaws and exploits.
Inappropriate or Malicious Content Sharing	Allowing anyone to share their screen increases the risk that inappropriate, offensive, or harmful content is broadcast to participants.
Loss of Meeting Control	Inability to manage disruptive or malicious participants can derail meetings, affect productivity, and compromise participant safety.
Malware and Data Breaches via File Transfers	Accepting files from unknown participants or allowing open file sharing can introduce viruses, ransomware, or leaks of sensitive information.
Eavesdropping and Data Interception	Using insecure networks or allowing anonymous access increases the risk that unauthorized individuals may intercept meeting content.
Unlawful or Unintended Disclosure of Conversations	Recording meetings without informing participants or improperly storing recordings can lead to legal issues or breaches of sensitive data.
Accidental Exposure of Sensitive Information	Failing to review and configure proper security settings can leave meetings vulnerable to various threats, such as unmuted microphones, unlocked meetings, or data leaks.

Best Practices

Category	Why It Matters
Leverage Waiting Rooms	Activate the Waiting Room feature so you can screen and admit only invited participants, preventing unwanted guests from joining unexpectedly. Disable the option to allow participants to join before the host when scheduling meetings.
Use Strong, Unique Meeting Passcodes	Always enable a meeting passcode and share it only with authorized participants. Avoid using easily guessed codes.
Never Share Meeting Links Publicly	Send meeting links directly to participants rather than posting them on social media or public websites, as public links are susceptible to uninvited access.
Update Zoom Regularly	Keep your Zoom software up to date to ensure you have the latest security enhancements and bug fixes.
Control Screen Sharing	Restrict screen sharing to the host or co-hosts unless absolutely necessary, minimizing the risk of accidental or malicious content sharing.
Manage Participants Effectively	Use Zoom controls to mute participants, turn off video, or remove disruptive users if necessary. Assign co-hosts to help manage larger meetings.
Be Mindful of File Sharing	Disable or limit in-meeting file transfers unless required for collaboration, as unexpected files may contain harmful content.
Ensure Secure Connections	Always join meetings from secure networks and avoid using public Wi-Fi. If possible, require that participants be signed into Zoom.
Record Responsibly	If meetings are recorded, inform all participants and ensure that recordings are stored securely, with access restricted to authorized users. (Review General Considerations for Recording and Saving Transcripts of Zoom Meetings)
Review Security Settings Before Each Meeting	Familiarize yourself with Zoom’s security features and settings and review them before starting every meeting to ensure they fit your needs.

Related Resources

Zoom Video Conferencing (HUIT Tools & Services)

Getting Started with Zoom (HarvardKey required)

AI Assistant Guidelines (HUIT Tools & Services)

Help keep your Zoom webinars safe and disruption-free