Guidelines for presenting and participating in videoconference sessions
Require a password
- Require a password to join the meeting.
- Do not publicly share the password.
- Require participants to sign up for larger meetings before the meeting.
- Send the password and link to all registrants.
- Do not publicly share the password or links.
To avoid unwelcome participants and undesirable contributions, consider the following
- Use the Virtual Lobby, so participants cannot join until a host admits them individually.
- The Lobby is a virtual staging area that stops your guests from joining until you are ready. More information about the Lobby feature can be found here.
- Avoid using a personal meeting room when creating a meeting or when you do use a personal meeting room, lock the room when all participants have entered. A personal meeting room is like your physical office – when the door is unlocked, anyone can enter and interrupt your meeting.
- Ask guest participants in the meeting to identify themselves.
Mute participants upon entry to the meeting
- Mute individual participants or all of them at once to block unwanted, distracting, or inappropriate noise from other participants
- Enable 'Mute Upon Entry' to keep the clamour at bay in large meetings
Avoid unnecessary collection of personal information
- Mute participants upon entry to the meeting.
- Disable desktop/screen share for users.
- Do not record meetings unless necessary.
- Notify participants before recording.
- Ask participants not to record.
- Avoid opening files that are shared with you using the chat feature. They can be used to share malware.
- Don't click on links in chat. If the link is from a trusted source it is safe to copy the link and open in your browser.
Best Practices and Etiquette for Participants
- Test your software in advance and close all background apps. If you have to share your screen, this will reduce the risk of sensitive information being displayed inadvertently.
- If you wish to protect your privacy, identify yourself with your first name only or a nickname.
- Use a headset mic to reduce background noise and to be considerate of others around you. Mute the mic when joining and listening, unmute to speak.
- Use a virtual background to protect those around you.
- If the meeting is being recorded (the host will advise in advance), turn off your camera if in a shared space to protect the privacy of those around you.
- Do not disclose personal information about yourself or others during the discussion.