What are some of the best practices for creating and managing passwords for web conferencing sessions?

1 Use complex and random passwords

One of the most important steps to secure your web conferencing sessions is to use complex and random passwords that are hard to guess or crack. A good password should have at least eight characters, and include a mix of uppercase and lowercase letters, numbers, and symbols. Avoid using personal information, common words, or sequential patterns that could be easily guessed by hackers or automated tools. You can use a password generator or a password manager to create and store strong passwords for your web conferencing accounts and sessions.

2 Change passwords regularly

Another best practice for web conferencing security is to change your passwords regularly, especially if you host or join frequent or sensitive sessions. Changing your passwords every few months or after each session can reduce the risk of someone accessing your web conferencing account or session without your permission. You can also use different passwords for different web conferencing platforms, accounts, or sessions, to prevent a breach in one area from affecting others. Remember to update your passwords in your password manager or other secure places where you store them.

3 Enable password protection

Most web conferencing platforms have an option to enable password protection for your sessions, which means that only those who have the password can join or view the session. This can prevent unauthorized participants, intruders, or eavesdroppers from disrupting or spying on your web conferencing sessions. You should always enable password protection for your web conferencing sessions, especially if you are sharing confidential or sensitive information, or if you are inviting external or unknown participants. You can also customize the password settings to suit your needs, such as requiring a password for every session, or only for certain types of sessions.

4 Share passwords securely

Once you have created and enabled passwords for your web conferencing sessions, you need to share them securely with your intended participants. You should avoid sending passwords via email, text, or social media, as these channels are not encrypted and could be intercepted or hacked. Instead, you should use a secure and encrypted method to share passwords, such as a password manager, an end-to-end encrypted messaging app, or a phone call. You should also instruct your participants not to share the passwords with anyone else, or to write them down in an insecure place.

5 Monitor and manage participants

Another best practice for web conferencing security is to monitor and manage your participants during the session. You should use the features of your web conferencing platform to control who can join, speak, share, or record the session. You can also use a waiting room or a lobby to screen and admit participants before they enter the session. You should also keep an eye on the participant list and the chat window, and remove or mute anyone who is not supposed to be there, or who is behaving inappropriately. You can also lock the session after everyone has joined, to prevent any latecomers or intruders.

6 Review and update passwords

Finally, you should review and update your passwords for your web conferencing sessions regularly, to ensure that they are still effective and secure. You should check your password strength, change frequency, and protection settings, and make any adjustments as needed. You should also review your web conferencing platform's security updates, policies, and features, and make sure that you are using the latest version and the best practices. You should also delete or archive any old or unused passwords, sessions, or recordings, to prevent any accidental or malicious access.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?