In recent years, video conferencing has become an essential part of how businesses, educational institutions, and even families in Malaysia communicate. Whether it’s for virtual meetings, remote learning, or staying in touch with loved ones, platforms like Zoom, Microsoft Teams, and Google Meet are widely used across the country. However, with this convenience comes a growing concern: cybersecurity threats.
Cyberattacks and data breaches can compromise sensitive information and disrupt communications. As Malaysia pushes forward with its digital transformation, ensuring the safety of video conferencing platforms is more important than ever. Here are some crucial security tips to help users in Malaysia protect their online meetings and maintain privacy.
1. Use Trusted and Updated Video Conferencing Software
Always use reputable video conferencing platforms that offer end-to-end encryption. Examples include Zoom, Microsoft Teams, Cisco Webex, and Google Meet. These platforms regularly release security patches and updates. Make sure to:
- Download software from official websites or trusted app stores.
- Keep your video conferencing software and devices updated with the latest versions to protect against newly discovered vulnerabilities.
2. Secure Your Internet Connection
A secure connection is the first step toward safe video conferencing. In Malaysia, many users access meetings from home, public Wi-Fi spots, or mobile data. To improve security:
- Use a strong password-protected Wi-Fi network.
- Avoid using public Wi-Fi without a VPN (Virtual Private Network).
- If using mobile hotspots, ensure the connection is encrypted and your hotspot is hidden from public view.
3. Set Strong Meeting Passwords and Use Waiting Rooms
To avoid unauthorized access, always protect your meetings with strong, unique passwords. Most platforms also offer “waiting room” features that let the host manually approve each participant before they can enter the meeting. This is especially important for sensitive or confidential meetings.
- Enable password protection for all scheduled meetings.
- Use random meeting IDs rather than personal meeting links to reduce the risk of meeting hijacking.
- Lock the meeting after all expected participants have joined.
4. Control Screen Sharing and Participant Permissions
Unrestricted screen sharing can lead to unintentional data leaks or even “Zoom bombing” incidents. As a host:
- Disable screen sharing for participants unless necessary.
- Restrict file sharing to prevent the spread of malicious files.
- Use host controls to mute or remove disruptive attendees.
These features are particularly useful for businesses in Malaysia handling confidential client data or proprietary business information.
5. Verify Participants’ Identities
Before starting any important video call, verify the identities of all participants. This is crucial in avoiding impersonation or phishing attempts. Tips include:
- Ask participants to sign in with official or work email addresses.
- Use unique invitations for each participant rather than sharing public meeting links.
- For sensitive discussions, verify identity via a second channel (e.g., phone call or company email).
6. Avoid Recording Unless Necessary
While recording meetings can be helpful for later review, it also introduces privacy risks. If you must record a session:
- Inform all participants and get their consent before recording.
- Ensure the recording is stored securely, preferably encrypted, and only accessible to authorized individuals.
- Avoid recording sensitive or classified information unless it is essential and secure storage is guaranteed.
Malaysia’s Personal Data Protection Act (PDPA) emphasizes the importance of managing and protecting recorded data responsibly.
7. Use Company-Approved Platforms and Policies
For businesses in Malaysia, it’s best to have clear internal policies regarding which video conferencing platforms to use. Employees should be trained on cybersecurity best practices, such as:
- Using work-issued devices instead of personal gadgets.
- Enabling multi-factor authentication (MFA) for video conferencing accounts.
- Following company guidelines for data sharing and virtual meeting protocols.
Companies should also consider appointing IT personnel to oversee virtual communications and handle security issues.
8. Be Cautious About What You Share On Screen
It’s easy to accidentally share sensitive information during a video call. Before starting screen sharing, make sure:
- All unnecessary windows, tabs, and notifications are closed.
- No personal or confidential information is visible on the desktop.
- Files and documents are named appropriately to avoid unintentional disclosure.
This tip is especially relevant for Malaysian professionals working in legal, financial, or healthcare sectors where data privacy is critical.
9. Log Out and Clean Up After Meetings
After a meeting ends, make sure to:
- Log out of the video conferencing platform.
- Clear chat logs and shared files if they contain sensitive data.
- Revoke access or delete meeting links that are no longer needed.
This is a simple but effective way to reduce residual security risks after the call is over.
10. Report Suspicious Activity Promptly
If you experience any unusual behavior during or after a video meeting—such as unrecognized attendees, phishing emails, or unauthorized recordings—report it immediately to your IT team or relevant authorities.
In Malaysia, you can also report cybersecurity incidents to CyberSecurity Malaysia through their website or Cyber999 Help Centre.
Final Thoughts
As video conferencing continues to play a vital role in daily life and business across Malaysia, taking proactive steps to secure your meetings is no longer optional—it’s essential. By following these best practices, individuals and organizations can protect themselves from cyber threats, ensure compliance with local data protection laws, and maintain the integrity of their virtual communications.
Stay informed, stay cautious, and stay secure.