I recently attended an informal webinar with a business coach. While I've participated in their sessions before without any issues, this time, the session was Zoombombed. It began with some mischievous annotations on the slides and escalated to the sharing of inappropriate content. Even after the Zoom session was shut down and restarted, the perpetrator changed names and attempted to share their content again. Finally, the host was able to kick all the hacker's personas out of the session, allowing us to continue.
Occurrences like this can be unsettling for both participants and hosts alike. It's essential to create a sense of security in our online sessions. By implementing some proactive strategies, we can safeguard our virtual spaces and foster a secure and welcoming environment for everyone involved. You can take control of your virtual space and make it a secure and comfortable place for everyone.
Before Your Meeting: Setting the Stage for Security
The most effective way to prevent unwanted disruptions is to adjust your Zoom meeting settings before the meeting even begins.
Avoid Using Your Personal Meeting ID (PMI): Your PMI is a permanent link that makes your personal Zoom room accessible to anyone who possesses it. To enhance security, especially for public or professional meetings, consider using a unique, randomly generated meeting ID for each session. This approach ensures that the link expires after the meeting and cannot be used again.
Enable a Passcode: Adding a passcode adds an extra layer of protection, ensuring that only invited guests can join your meeting. While you can conveniently embed the passcode in the invitation link, it’s better to share the link privately and directly with your intended participants.
Enable the Waiting Room Feature: Think of this feature as your virtual velvet rope. By enabling the Waiting Room, anyone attempting to join your meeting will be placed in a digital holding area until you, as the host, manually admit them. This helps you to screen participants and maintain control from the very start.
Disable Join Before Host: While this setting may seem convenient, it allows participants to enter the meeting before you are there to moderate. For a smooth experience, it’s best to keep this setting off, allowing you to greet guests and manage the session from the start. If you need to use Join Before Host, consider adding a password for extra security.
Limit Screen Sharing: To prevent anyone from taking over the screen and displaying inappropriate content, limit screen sharing to the host only. You can always change this setting during the meeting to allow a specific participant to share their screen if needed.
During Your Meeting: Taking Control
Even with the best pre-meeting practices in place, disruptions can happen. Zoom's in-meeting security features empower you to manage your session in real-time, allowing you to take control as needed.
Lock the Meeting: Once all expected participants have joined, you can lock the meeting. This feature prevents any new participants from entering, even if they have the meeting ID and passcode.
Mute Participants and Control Chat: To maintain a calm and focused environment during your meeting, you can enable the option to Mute All Participants Upon Entry. You can also individually mute participants, turn off their video, and manage chat settings, including restricting private messages.
Remove Disruptive Participants: If an attendee engages in disruptive behavior during your meeting, you can remove them. Once removed, they won’t be able to rejoin the meeting unless you change your settings to permit it.
Suspend All Activities: If a disruption is serious, Zoom has a Suspend Participant Activities feature. With one click, you can pause all video, audio, screen sharing, and chat for everyone, while locking the meeting. This gives you the ability to regain control of the situation and remove the disruptive individual.
Navigating technology can sometimes feel daunting, but it doesn't have to be that way. My goal is to be the supportive partner you need—someone who listens carefully, understands your unique needs, and provides clear explanations without judgment. If you're looking for meaningful solutions rather than quick fixes, let's talk.
I’m here to empower you in your digital journey, offering patient and personalized support every step of the way. If you need assistance with this or any other tech-related topic, I'd be happy to help. Let’s take this journey together—schedule a consultation at go.ldbits.com/letsmeet.
