When the Covid-19 spread got to the point that our church was no longer able to hold full church services, the choice was made to have meetings and other non-service based gatherings on the Zoom Platform. With the recent events surrounding Zoom and their gaps in security, some of the best practices for folks like me responsible for operating services like this are below.
Whether you have a single pro user account or a Business Tier account, set up Meeting templates for team members to quickly set up meetings with the proper security settings in place. Some of the settings I have in our template include:
- Required registration; all users invited to your meeting must register once they've been invited.
- Web Client Authentication required; any users using the web client (not the app) are required to authenticate to Zoom with a verified account.
- Meeting password; all users are required to provide the password to enter the meeting.
- Instant Meeting password; any quick meetings the team might spin up also are required to have a password, just in case...
- Embed Password; to make it easier for everyone when requiring a password, turn this on to have the password encrypted and included in the "one click join" feature for Zoom meetings.
- Audio: we provide call in numbers from Canada and the United States only.
- Mute participants on entry: No one needs to hear feedback from someone's mic if they join late...
- Waiting Room; probably the best security option available. Think of this as your bouncer at the door. If you see someone in your waiting room you don't recognize, you have the ability to not let them in!
- Turn off ability to Livestream; we use other social media channels for our livestream consumption and host face-to-face meetings (staff, other) via Zoom. This isn't a requirement for us.
Meeting promotion is important but consider using an email system like MailChimp to manage your target audience and get the metrics you need on engagement. Don't share your Zoom meeting invite on social media because it's public and literally anyone who finds that can attend!
If you're hosting a webinar or presenting something in a regular meeting, practice! You're in better shape of knowing where you might need to polish your presentation and more importantly, know how long you might need to schedule your meeting to accommodate any Q&A sessions.