The Meeting Room Dilemma: Can Smart Meeting Rooms Be Both Secure and User Friendly?

The Meeting Room Dilemma: Can Smart Meeting Rooms Be Both Secure and User Friendly?

What do you do when facing two contradictory yet indispensable considerations? We recommend finding the right balance and getting the best of all worlds.

Smart meeting rooms that use video conference technology do wonders for internal corporate communication. They enable users to conduct spontaneous global video meetings, share content on large TV monitors and benefit from borderless collaboration. One would expect organizations to adopt this technology without hesitation. So how come some executives are still holding back? One of the most common reasons can be traced back to cyber security.

Data theft is a deep fear shared by many executives and business owners. In today’s advanced technology era, sophisticated data system breaches and illegal file thefts happen on a regular basis.

On the one hand, business owners have become dependent on fast internet connections, cloud computing and smartphones. On the other hand, some remain adamant in their refusal to install smart video cameras in their meeting rooms, or share files on smart screens. They prefer their meeting rooms clean of video conference technology. They’re giving up innovation and comfort, but to them, it’s a small price to pay for not having to worry about unwanted parties viewing or listening in on their meetings.


User Comfort Comes First

Some executives share a different mindset. This group strives to be at the forefront of technology, and wants to provide their employees with optimal tools for enhanced performance. These executives think in terms of seamlessness and user comfort. The faster, the better. Stay connected at all costs, with zero challenges or hardships for employees. Results come first and whatever happens, happens.

This approach is results-oriented, yet it is also vulnerable to security breaches. When executives think only in seamless user-experience terms, cyber security often takes a backseat. As technology lovers, these executives will gladly invest in advanced cyber security, but they’re also likely to neglect active security measures. Some may even be tempted to neutralize certain security features, in order to provide their employees with added comfort.


It’s All About Balance

No video in meeting rooms? Use comfort at all cost? A majority of executives and company owners share a more moderate approach. They want to benefit from a simple and advanced video conferencing service – as long as it’s secure. They want to conduct effective meetings, without having to worry about cyber security issues.

Today, organizations can benefit from extremely secure smart meeting rooms. The concern about security breaches is understandable, yet manageable so long as the following important rules are implemented:

  • Ongoing maintenance and updates: communication and video conference solutions must be maintained and updated in accordance with standard IT maintenance and network security protocols. Management must make sure that the organization’s IT team provides adequate attention and care to all smart meeting room tools.
  • Encryption: advanced encryption greatly reduces the chances of data theft. It is recommended to choose services which offer advanced end-to-end encryption. Today, a wide variety of cloud-based video communication services encrypt all outgoing content using SSL Encryption, https, and even TLS 1.2 with Advanced Encryption Standard (AES) 256-bit algorithm.
  • Unique Identification: every cyber step starts with identification. When it comes to smart meeting rooms, identification is a prerequisite to meeting scheduling. In order to schedule a meeting, users have to be signed in to their accounts. A meeting ID and a meeting link are uniquely generated for each meeting, so access is granted only to users who were invited by email. Moreover, meeting hosts can also create designated passwords for specific meetings. Sure, employees will have to stall for a few seconds to type in a password – but security-wise, that’s a small price to pay. Still, whether the hosts choose to enable designated meeting passwords or not, using advanced video conferencing solutions ensures that all outgoing content is encrypted.
  • Company Policy and Employee Training: cyber security effectiveness relies on employee awareness. Want to become a secure organization? Start by devising a cyber security policy that each and every employee must memorize and implement. If needed, schedule group training sessions that also address virtual meeting room conduct.


User Friendliness Starts with Security

When employees implement security protocols throughout their daily work routine, they’re actively advancing the seamless integration of high-level cyber security within their respective organizations – and their smart meeting rooms. Cyber security does not contradict user comfort; on the contrary, when employees feel secure, they feel liberated to express themselves and share data without thinking twice. If that’s not user friendly, then what is?

As we look towards the future, upcoming products promise to deliver cutting-edge seamlessness and security like we’ve never experienced. Video conference technology is developing at breakneck speed. Judging by current market trends, tomorrow’s systems may render the meeting room dilemma obsolete.

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