IT Security Tips for Safe Video Conferencing

Video conferencing has always been a common tool to use to communicate with employees whether they are at the office or working remotely. With the current surge of employees transitioning to working from home due to the health concerns of COVID-19, the usage of video conferencing has significantly jumped up. The ability to chat through an online meeting app provides a useful solution for team members to continue to have their face to face meetings. However, with the switch to video conferencing, employees should also know how to stay secure. Hackers and cyber criminals are always looking for new ways to attack and with video conferencing on the rise this is another angle for a cyberattacker to use as another way to travel into a network. IT security should always be practiced by team members in order to maintain a secure IT environment. Here are some helpful IT security tips for employees to practice in order to stay safe when video conferencing.

Check Your Video Invite

Make sure the link you received for your video conferencing meeting is coming from a credible source. Only click on meeting links from someone you know. If you don’t know the person who sent you the link, don’t click it! It could be a phishing scam. Do some extra research and check first to make sure the person who sent you the link to the online meeting is the person hosting the meeting or that they are attending the meeting.

Screen Sharing Options

Keep screen sharing options just for the host to control. This is especially important if you are using zoom. This way you are protected in case anyone should try enter the meeting uninvited and take over screen sharing controls.

Password Protect Your Online Meetings

Always make sure to password protect and send out a password to whom you are inviting to an online meeting. It is important to create a strong password for your video conference meeting so it stays safe and secure. Especially if you will be discussing sensitive information about your company during this meeting.

Keep A Watchful Eye

As a host of a virtual meeting, one should keep a watchful eye on who is attending. Have your roster for the meeting written out ahead of time so you can compare during the meeting who has joined. Therefore, you can detect if any anonymous or unrecognizable guests have entered the meeting. Anyone who enters an online meeting who you do not recognized should be required to confirm to you who they are before you continue on with your meeting.

Stay Up-To-Date

Keep your online video conferencing apps always up-to-date and make sure to be using the latest software.

Sharing Meeting Information

When sharing an invite for a meeting, whether it is a link for where to meet, the password for the online meeting or a summary about the meeting once it has concluded –  share this information in a safe place such as in an email. Or thru your Google or Outlook calendar as long as they are on a secure network. Do not share openly such as in a social media setting. Sometimes it is more convenient to share information quickly in a setting that is readily available to us, however, it may not be secure. Choose an option that will offer the most security when it comes to sharing info about your virtual meeting.

Secure Network

Always be sure to run your online meeting using a secure Wi-Fi network or a VPN.

Employee Training

Work together with your managed IT services provider to learn more about what type of employee training you can offer your team so they are educated on how to keep safe during a video conferencing meeting. Offering employee training to your employees is a great way to help maintain a secure environment. Give your employees the tools they need so they can learn more about how to be safe and make good IT security choices.

Google and Microsoft

Lastly, for all Google G Suite and Microsoft 365 clients – these platforms offer highly secure online meeting platforms with a series of tools that can come in handy for video conferencing. Check with your local IT services provider to learn more about how these programs can help your team.

For more information on how to stay safe and set up a secure network for video conferencing, please give us a call today.

June 17, 2025
Meeting IT security compliance standards is crucial for businesses that handle sensitive data, particularly in industries such as healthcare, finance, defense, and e-commerce. Regulatory frameworks such as HIPAA, CMMC, PCI-DSS, and GDPR exist to help ensure businesses protect customer information and maintain robust cybersecurity practices. Unfortunately, many organizations fall short of these requirements, often due to common, avoidable mistakes. These gaps can result in costly fines, data breaches, and reputational damage, which can significantly impact the business's bottom line and customer trust. 1. Failing to Conduct Regular Risk Assessments The Pitfall: Many businesses overlook the importance of conducting routine risk assessments. Without these, it’s challenging to identify vulnerabilities or evaluate whether your current cybersecurity controls meet compliance standards. How to Avoid It: Implement a regular risk assessment schedule. Work with a qualified IT provider to evaluate your systems, identify weaknesses, and document remediation plans. These assessments should be performed at least annually, or whenever significant changes to the system occur. 2. Inadequate Employee Training The Pitfall: Your employees are your first line of defense—and often your most significant vulnerability. A common compliance issue arises when businesses fail to train staff on cybersecurity best practices or on handling sensitive data appropriately. How to Avoid It: Invest in ongoing cybersecurity awareness training. Ensure employees understand how to recognize phishing emails, create strong passwords, and report any suspicious activity. Training should be updated regularly to reflect current threats and compliance requirements. 3. Improper Data Handling and Storage The Pitfall: Storing sensitive data in unsecured locations, failing to encrypt information, or retaining data longer than necessary are significant compliance risks. These practices are often flagged during audits. How to Avoid It: Adopt data classification policies that define how different types of data should be handled; encrypt sensitive data both at rest and in transit. Establish clear data retention policies and ensure that obsolete data is disposed of securely. 4. Lack of Incident Response Planning The Pitfall: When a security incident occurs, time is of the essence. Many businesses lack a documented incident response plan, or their existing plan hasn’t been thoroughly tested. This can lead to delayed responses, increased damage, and regulatory penalties. How to Avoid It: Develop a formal incident response plan that includes roles, responsibilities, communication protocols, and steps for containment and recovery. Run simulated breach scenarios with your IT team to ensure everyone knows how to respond effectively. 5. Using Outdated Software or Systems The Pitfall: Running outdated operating systems, software, or firmware is a common issue that can lead to compliance failures. Unsupported technologies are more vulnerable to exploitation. How to Avoid It: Keep all systems and applications up to date with the latest patches. Use automated tools to track software versions and receive alerts about end-of-life technologies. Schedule regular maintenance windows to apply updates and upgrades. 6. Insufficient Access Controls The Pitfall: Allowing too many employees access to sensitive data—or failing to revoke access when it’s no longer needed—can lead to data breaches and non-compliance. How to Avoid It: Implement role-based access controls and follow the principle of least privilege. This principle means that each user should have the minimum level of access necessary to perform their job. Regularly audit user accounts and permissions to ensure access is current and appropriate. Use multi-factor authentication (MFA) to add an additional layer of protection. 7. Neglecting Third-Party Vendor Risks The Pitfall: Businesses often overlook the fact that their compliance responsibilities extend to third-party vendors. If a vendor mishandles your data, you could still be held accountable. How to Avoid It: Vet third-party vendors carefully. Ensure they meet the same compliance standards as your business and include security requirements in your contracts. Conduct periodic audits or request compliance certifications from your vendors. 8. Failing to Document Policies and Procedures The Pitfall: Even if your security practices are strong, failing to document your compliance policies can result in audit failures. Regulators want to see evidence that you have formal processes in place. How to Avoid It: Create and maintain clear documentation for all compliance-related policies, including data protection, access control, incident response, and employee training. Make these documents easily accessible for audits and regularly review them to ensure updates are current. Conclusion Compliance with IT security standards is not a one-time project—it requires ongoing attention, regular updates, and a proactive approach to maintain effectiveness. By understanding and addressing these common pitfalls, your business can stay ahead of regulatory requirements, strengthen its security posture, and reduce the risk of costly incidents. This ongoing attention is crucial to maintaining your business's security and audit readiness. If you’re unsure whether your business is meeting current IT compliance standards, professional support can help. Contact SDTEK today to schedule a compliance assessment and learn how our IT services can keep your business secure and audit-ready. With our support, you can navigate the complex landscape of IT security compliance with confidence.
April 9, 2025
In today’s digital-first world, cybersecurity isn’t just a luxury—it’s a necessity. Whether you run a small startup or a growing enterprise in Fort Wayne , protecting your business’s data, systems, and clients is essential for long-term success. From ransomware attacks to phishing scams, cyber threats are evolving every day, and the best way to stay ahead of them is by partnering with a reliable IT services provider that understands the unique needs of local businesses. Here’s why investing in professional business IT support is one of the smartest decisions Fort Wayne businesses can make—and how working with SDTEK helps protect your operations, your data, and your reputation.