How to Keep Conference Rooms Secure in a Hybrid Work Environment

Posted by ET Group on July 26, 2023

Summary:

Security risks in hybrid conference rooms include unauthorized physical access, eavesdropping on meetings, insecure data transmission, and vulnerable video conferencing systems. Measures like keycard access, redesigning spaces, implementing end-to-end encryption, and regular system updates can help mitigate these risks.
Other essential technologies for improving hybrid conference room security include firewalls, intrusion prevention systems, virtual private networks, multi-factor authentication, and data loss prevention tools.
Comprehensive data security policies are a key aspect of ensuring conference room security. Consider access control policies, password policies, secure communication guidelines, VPN usage policy, and regular data privacy training.
Training should provide clear guidelines for secure use of conference room technology, timely updates on security policies, and encouraging employees to report potential security threats.
Common security mistakes made in hybrid and remote workplaces include leaving systems unattended, using insecure networks, not regularly updating systems, and sharing sensitive information inappropriately. In case of a security breach, it’s crucial to identify and contain the breach, notify relevant parties, conduct an investigation, and implement recovery measures.
Continuous monitoring and improvement of conference room security is vital since new threats develop and evolve quickly. This can be achieved through regular audits, risk assessments, implementing a Security Information and Event Management (SIEM) system, keeping systems updated, frequent training, and having a robust feedback mechanism in place.

Conference rooms are some of the most vital spaces in modern hybrid workplaces, since they allow your onsite and remote team members to meet and collaborate effectively in real time. But keeping the technology that makes this possible safe from potential threats is a pressing new challenge you’ll have to overcome when investing in these spaces.

As experienced designers and installers of custom technology systems for hybrid work, our team at ET Group is well-versed in the steps required to prevent hacks, data breaches, and other security risks. Below, we tell you more about how to keep your new hybrid conference rooms safe when setting them up and using them.

The Biggest Risks that Come with Conference Rooms in Hybrid Spaces

The amount of information shared via conference rooms in the age of hybrid work is breathtaking—which is why security is of the utmost importance for these areas. The most significant risks for most organizations all fall into a few different categories:

Unauthorized Physical Access

Unauthorized physical access can occur when individuals are allowed access to conference rooms without proper checks. To address this, it’s a good idea to implement stricter physical security measures such as keycard access.

However, conference rooms designed for remote workers must also account for the possibility that offsite spaces or devices could be accessed by unauthorized parties. Password policies and data privacy training can help resolve these issues (which we’ll talk more about later).

Eavesdropping on Discussions or Meetings

Unfortunately, many conference rooms haven’t been designed with privacy in mind—leaving them vulnerable to eavesdropping from nearby areas. To mitigate this, it’s a good idea to revisit the space your conference room uses and implement technology that prevents information from being overheard by outsiders.

Hybrid and remote workers should also be encouraged to consider the offsite spaces in which they work—for instance, it may be prudent to discourage employees from joining meetings from cafes or other public spaces, and it’s probably a good idea for them to keep kids or other members of the household away from the technology they use to connect with your onsite team.

Insecure Data Transmission

Insecure data transmission occurs when information shared during meetings gets intercepted. To prevent this, your business should implement robust end-to-end encryption solutions to safeguard the data transmission during meetings. It may also be advisable to have your remote employees avoid accessing meetings or materials via unsecured WiFi networks, as this can create exploitable vulnerabilities for potential threat actors.

Vulnerable Video Conferencing Systems

Lastly, video conferencing systems can leave security gaps if they are incomplete, neglected, or misused. To handle this, ensure that your video conferencing systems are regularly updated and have robust security features including password protection and encryption. We’ll talk more about the technologies we recommend using next.

Essential Tech for Improving Hybrid Conference Room Security

When it comes specifically to data security, several technologies are crucial for fortifying hybrid conference rooms. These include:

End-to-End Encryption: These protocols ensure that any data shared during a meeting is encrypted, only accessible to the intended recipients, and not vulnerable to interception.
Firewalls and Intrusion Prevention Systems (IPS): These tools help safeguard the network from malicious activity and unauthorized access.
Virtual Private Networks (VPN): VPNs enable secure remote access, encrypting data transmission between remote employees and the organization’s network.
Multi-Factor Authentication (MFA): MFA adds an additional layer of security, requiring users to provide more than one form of identity verification to gain access.
Data Loss Prevention (DLP) Tools: These tools help prevent data leakage by monitoring and controlling data transfers.

Vital Policies for Ensuring Secure Hybrid Conference Rooms

Hybrid and remote work environments should also establish comprehensive data security policies and procedures, such as:

Access Control Policies: Define who has access to what data and systems, and ensure employees are given access only to the data they require for their job role.
Password Policies: Implement strong password policies and encourage the use of password managers.
Secure Communication Guidelines: All communication should be conducted through approved, secure channels, with end-to-end encryption (see above).
VPN Usage Policy: Mandate the use of a VPN when accessing the company’s network remotely.
Data Privacy Training: Regularly train employees on the importance of data privacy, potential threats, and how to respond to them. We’ll take a look at how to educate your employees to use hybrid conference rooms properly next.

Securing Your Conference Rooms Through Employee Education

Instructing and training your employees about key safety practices concerning conference rooms and their technology is critical. Here are some steps we recommend:

Regular Training: Conduct regular sessions to educate employees about the latest security threats they’re likely to encounter and what protective measures are in place. ET Group offers workshops designed specifically to empower employees to work safely and effectively in hybrid spaces.
Guidelines for Use: Provide clear guidelines on how to use the conference room technology securely, including logging out after sessions and not sharing access credentials.
Updates on Policies: Regularly update and communicate any changes in security policies or procedures.
Encourage Reporting: Foster an environment where employees feel comfortable reporting potential security threats or breaches.

Security Errors & Common Mistakes

Common security mistakes specific to conference rooms in hybrid and remote workplaces include:

Leaving Systems Unattended: One of the most common mistakes is leaving conference room systems unattended and logged in, creating opportunities for unauthorized access.
Using Insecure Networks: Employees may connect to insecure networks during remote meetings, making data vulnerable—this is an especially common risk when remote workers have not received effective training.
Not Regularly Updating Systems: Failure to update systems with the latest security patches can leave them susceptible to threats.
Sharing Sensitive Information Inappropriately: Discussing sensitive information without ensuring that the communication channel is secure can lead to data breaches.

Emergency Measures: What to Do If Your Conference Room Suffers a Data Breach

In case of a security breach involving your conference room, here are the steps you should follow:

Identify and Contain the Breach: The first step is to identify the source of the breach and contain it to prevent further damage.
Notify Relevant Parties: Inform your security team immediately, and also notify management. Legal and regulatory authorities should be informed if necessary.
Investigate and Document: Conduct a thorough investigation to understand the extent and impact of the breach. Document all findings for future reference and potential legal considerations.
Recovery and Action: Implement measures to recover from the breach and ensure it won’t recur. This may include updating security measures, providing additional training to employees, or changing procedures.

Why Monitoring & Updating Your Conference Room Technology Is Vital for Security

Data security standards are constantly changing because threats continue to evolve at a rapid pace. As such, it’s critical to keep updating and improving the technology you use to connect.

Monitoring and improving security for your hybrid conference rooms can be achieved by:

Regular Audits and Risk Assessments: Conduct regular security audits and risk assessments to identify any potential vulnerabilities and address them proactively. Our consulting services can help you understand the risks your organization faces and propose efficient solutions.
Implementing a Security Information and Event Management (SIEM) System: This software solution aggregates and analyzes activity from various resources, helping to detect security incidents early.
Keeping Systems Updated: Regularly update all conference room systems with the latest security patches and upgrades.
Training and Awareness Programs: Conduct frequent training sessions for employees on the latest security threats and protective measures.
Feedback Mechanism: Implement a robust feedback mechanism for employees to report any security concerns or suggestions for improvement.

While ensuring data security in your conference rooms requires an investment of time and resources, it’s a vital part of making sure your workplace can remain competitive and stay up to date with your team’s needs. Learn more about creating a cutting-edge hybrid work environment for your organization with our help, and make sure you’ll be able to help your people do their best work with secure, effective technology.

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