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Copy of Legal Best Practices_Header-Jun-28-2022-12-52-05-46-PM
4 min read

How to Manage Video Conference Contracts for Virtual Success

2020 was the year “Zoom” became a verb for many companies, and video conferencing tools are alive and well almost three years later. There are many ways to improve your contract workflows, but video conference contracts often have criteria that need more attention. It's essential to evaluate whether or not a video conferencing tool is secure enough to protect your company’s confidential meetings and information.

After selecting your preferred conferencing solution, the next step is to put some contract best practice guidelines together for an added layer of security. This blog covers some do’s and don’ts to consider when dealing with video conferencing contract policy. 

1. Don't Publicly Post Video Meeting Invitations (or URLs) 

Commonly used video conferences generate unique meeting identifiers like meeting ID or URL to the call. You should never post this information into a shared chat environment, social media, or any public-facing website unless you’re hoping Dwayne "the Rock" Johnson pops in.

2. Don't Use Your Personal Meeting URL for Group Meetings 

How many times has the attendee of your 2 PM video call popped into the 1 PM video conference that is running over? That’s thanks to the “personal room” feature many video conference tools offer. While convenient, it certainly doesn't lend itself to security or privacy - especially if those calls have clients or confidential information. A workaround to consider is adjusting settings to create virtual “waiting rooms,” where attendees won’t be able to join until you admit them. 

3. Do Allow Only Specific, Authenticated Meeting Participants 

An easy and secure way to ensure you have the right participants is to create a password-protected meeting. Only users with the right code, PIN, or password will be able to enter. Some video conferencing tools even require the user to authenticate their identity before they can join. While this may be a less user-friendly option, it’s certainly a more secure one.

4. Don't Allow Non-Moderators to Screen Share or Alter Meeting Settings

We’ve all been on a conference call where we could hear someone who was not muted yell at their partner or talk to their cat. The best way to avoid this is to take advantage of moderator and host-only meeting controls. Important meeting functions like screen sharing, muting or unmuting other participants, and recording the call will be in the right hands and add another layer of privacy protection.

Running a remote legal team is here to stay. But video conferring loopholes don’t have to make it complicated. Arming your business with the information, policies, and best practices you need is essential for smoother business processes and secure video sharing. 

Want to learn more about streamlining your contract management process? Contact LinkSquares today.

Christina Sullivan is a Content Marketing Manager at LinkSquares.