Danny Bassette, IT Consultant for Pandamensional Solutions, Inc, the parent company of Sentinel Publications, offers this advice:
“For private groups using Zoom, be they businesses, families, classes, etc:
Despite the focus on Zoom, general computer safety tips still apply. Cover cameras when not in use, close programs when not needed, keep internet software (including Zoom) up to date, the cake is a lie (until independently verified, assume everything on the internet is maliciously misleading). Standard prevention, you don’t wear a seat-belt because you expect a crash. You wear it ‘just in case’.
Zoom specific, use the waiting room and add a good password to the meeting. This should keep any hooligans out. And if they do get in, the host(s) should be ready to remove them. If you’re not talking, mute your mic to cut down on static. Assume the meeting will be recorded, adjust your background and/or speaking accordingly.
After that, it’s about managing the people you’ve invited in. If you’ve gathered, it’s for a reason. Presumably you all share that goal and will stay on topic. And if not, that’s why Board’s have Chairs, family’s heads, team’s captains, etc.
For groups that need to let outsiders view the meeting, for whatever reason:
If you only need to let people observe, but not offer any input, streaming may be best here. Zoom supports streaming to both YouTube and Facebook (other options are possible).
Use the precautions mentioned above, and share the stream link with anyone needing to view the meeting. But if you need to let unknown people join, for whatever reason, that’s where things get complicated.
If letting the public in, lock everything down. Go through the settings and set it so that all new participants can’t do anything: muted, video off, no screen share, no annotate, no chat, no remote control, etc. Most of that can be set before the meeting, but should be confirmed once the meeting starts. Then, for those that are ‘known good’, allow them to talk and be seen. Will delay things a few minutes at the start, but should prevent unfortunate disruptions.
Adding a ‘co-host’ (or five) will make managing the meeting easier, especially if the group is very large. If it’s any sort of Board/Committee, there is no reason the entire Board couldn’t be co-hosts. Thus allowing them to turn their own settings on/off as needed.”
For Free Users:
- Use checklist from adl.org/blog/how-to-prevent-zoombombing
- Cover camera when not in use (just to be safe).
- Mute Microphone when not talking (cuts down on static).
- Update internet software (which includes Zoom).
- Close programs when done (ie Zoom after meeting).
For Business Users:
- See list for free users above.
- Use co-hosts.
- Use waiting rooms.
- Use passwords (unless it needs to be public for some reason).
- Decide on recording policy.
