How do you keep sensitive information private on a conference call?

1 Use a secure platform

The first step to safeguard your information is to choose a reliable and secure platform for your conference call. Avoid using public or free services that may have weak encryption, data breaches, or unauthorized access. Instead, opt for a reputable and trusted provider that offers features such as password protection, end-to-end encryption, caller authentication, and recording options. You can also use a VPN (virtual private network) to encrypt your internet connection and prevent hackers from intercepting your data.

2 Inform and verify participants

Before you start your conference call, you should inform all the participants about the agenda, the duration, and the confidentiality level of the discussion. You should also verify the identity and the role of each participant, especially if you are inviting external parties or new contacts. You can do this by asking them to introduce themselves, checking their phone numbers, or using a PIN (personal identification number) or a code to join the call. If you are not sure who is on the line, you can ask them to confirm their name and affiliation.

3 Limit and control access

Another way to protect your information is to limit and control the access to your conference call. You should only invite the people who need to be part of the conversation, and avoid adding unnecessary or unknown guests. You should also lock the call once everyone has joined, and monitor the attendance throughout the session. If someone drops out or joins in the middle of the call, you should pause the discussion and check who they are. You can also use a mute or a hold function to prevent background noise or interruptions from affecting your privacy.

4 Avoid sharing sensitive details

Even if you have taken all the precautions to secure your conference call, you should still be careful about what you say and how you say it. You should avoid sharing sensitive details that are not relevant or essential for the purpose of the call, such as personal information, financial data, passwords, or codes. You should also use clear and concise language, and avoid using jargon, slang, or acronyms that may confuse or mislead the listeners. If you need to share a document, a file, or a screen, you should use a secure and encrypted channel, and delete or close it after the call.

5 Follow up and review

The last tip to keep your information private on a conference call is to follow up and review your conversation. You should send a summary or a transcript of the call to the participants, and ask them to confirm or correct any information that was discussed. You should also remind them of the confidentiality agreement, and ask them to delete or destroy any records or copies of the call. You should also review your own notes and recordings, and store them in a safe and encrypted location. If you notice any suspicious or unauthorized activity, you should report it immediately and take appropriate actions.

6 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?