Conferencing has become a vital aspect in numerous organizations specifically those that need to interact and communicate with people living in another state or country. Not only does it help reduce cost but it serves to increase company productivity as well since the need to travel to another country is removed. With just a press of a button, companies are able to hold important business meetings over the phone.
However, as more and more people continue to use this mode of communication, factors that threaten it continue to appear. These factors can take the form of unwanted visitors, data breaches, and the possibility of data leakage. Surprisingly, conference call security wasn’t prioritized in the past since companies believed that increasing network security and keeping sensitive company information confidential was much more important. During this time, most conference hosts were not aware who their participants were which further proved that sensitive data might have spread to other people. Fortunately, in the recent years, conference call providers have started to exert more effort in increasing conference security.
One of these efforts include using dial out service instead of the usual dial in. Unlike with dial in where the call details are directly sent to the participant so they could manually join the conference, a dial out feature means that the operator will be the one to directly connect the participants to the call. This ensures that only invited guests are able to enter the live call and ,at the same time, prevents unwanted guests from joining. Another method would be using operator-assisted calls in order to closely monitor the conference and make sure it runs smoothly.
These efforts may seem good and all but it can be ineffective if some participants refuse to coordinate with the operator or host. Keep in mind that as a participant, they also have access to all the confidential information that will be discussed in the conference call. There are multiple ways a participant can help in ensuring the security of a conference call.
Different Ways a Participant can Help Secure Conference Calls
- Keep all conference access details safe. As mentioned above, there are two main ways of joining a conference call. One is through dial in whereas the other is through the use of dial out service. Although dial out is preferable to dial in, there are cases where using the latter is unavoidable. How can you make your conference access details safe? Make sure that your passcode, whether standard or unique, does not fall in the wrong hands. Numerous conference call services have started to utilize unique passkeys in order to strengthen security, but again, this can be ineffective unless you, as a participant, active exercise precautions. One way to keep details safe is to avoid writing down your passcodes on paper and leaving it wide open for everyone to see. You can utilize a password-keeping application that hides your credentials behind a master password so only you can view it. Just as well, avoid sharing credentials or forwarding emails that contain conferencing dial-in details.
- Avoid taking online conference calls using public WiFi or public phones. While convenient, it is best to avoid participating in conference calls using public WiFi or phones where encryption or connectivity security is unlikely to be implemented. It is a necessary security measure to only connect to known secure WiFi connections when taking conference calls to lessen the likelihood of getting confidential or sensitive conference calls compromised.
- Answer all operator inquiries honestly. In order to verify your identity, operators will ask numerous questions before connecting you to the conference. Remember to answer honestly and accurately so the conference can start immediately with no setbacks.
- Maintain conference call confidentiality. This statement stands for itself. Most conference calls deal with sensitive company information and if these data got leaked, it could have great repercussions that can put a company at a great disadvantage. To be safe, avoid leaving discussion notes of sensitive meetings lying around or keep them in a password-protected document.