Are your meeting rooms secure enough?
4 min read
The modern workplace is increasingly relying on meeting rooms to foster collaboration, but this shift also brings rising security challenges. As businesses expand their meeting spaces, the risks of data breaches, unauthorized access, and network vulnerabilities grow, highlighting the need for robust security measures.
According to the latest IDC report Securing Collaboration: A Strategic Roadmap for Modern Workspaces, 50.8% of businesses now prioritize security when selecting videoconferencing solutions — up from 39.8% in previous years.
Source: Securing Collaboration: A Strategic Roadmap for Modern Workspaces, report by IDC
5 reasons to prioritize security for your meeting room solutions
1. Turning meeting rooms into secure spaces
Unauthorized access to meeting room systems can lead to data leaks, corporate espionage, and disruptions. For example, between September and November 2024, SRP Federal Credit Union experienced a significant data breach compromising sensitive information of over 240,000 individuals, including names, Social Security numbers, and financial details. This highlights the increasing importance of securing communication channels to protect sensitive corporate information from cyber threats.
2. Strong security can be seamless and user friendly
A common misconception is that robust security measures make collaboration more complicated. However, when security is built into the system’s design, it can seamlessly integrate with workflows without creating unnecessary friction.
The right security architecture allows employees to focus on collaboration without worrying about complex authentication steps or constant disruptions. Secure-by-design solutions eliminate the risks of unsafe shortcuts, offering employees a single, secure, and convenient process to follow.
3. Secure by design protects privacy during every meeting
Businesses across industries are prioritizing regulatory compliance, viewing it as a valuable opportunity to align with best practices and build stronger customer confidence. From GDPR to ISO 27001 standards, companies must ensure their tools comply with global security regulations.
A secure meeting room solution should offer:
- End-to-end encryption to prevent unauthorized access
- Compliance certifications (e.g., ISO/IEC 27001) as proof of strong security measures
- Regular software updates
- Customizable security settings to align with organizational policies
By investing in certified and compliant meeting room solutions, organizations reduce legal risks while demonstrating a strong commitment to data privacy.
4. A well-secured workspace fosters smooth productivity
Cyberattacks targeting meeting room systems can have costly consequences. According to IDC, 47% of organizations cite hacker exposure as a top security concern in flexible work models. A single breach can lead to financial losses, regulatory fines, and reputational damage.
For example, a report by IBM in 2023 observes that the average cost of a data breach in 2023 was $4.45 million – an expense no company can afford.
Implementing proactive security measures, such as real-time threat monitoring and automatic security patches, helps prevent costly incidents before they occur.
5. Security is a shared responsibility
Ensuring secure collaboration isn’t just the IT team’s job – it requires alignment between the organization, technology providers, and solution integrators. Best practices include:
- Partnering with vendors who prioritize security from product design to deployment
- Conducting regular security audits and risk assessments
- Implementing ongoing user training on security best practices
Source: Securing Collaboration: A Strategic Roadmap for Modern Workspaces, report by IDC
How ClickShare meets compliance standards
ClickShare safeguards your data while ensuring compliance with the latest security standards, giving you peace of mind and reducing the risk of penalties. With ISO 27001 certification and GDPR compliance, it’s the ideal choice for businesses prioritizing privacy and regulatory adherence.
By investing in the right security-first solutions, organizations can protect their data, minimize risks, and enable worry-free collaboration. The question is no longer if meeting room security matters – but how well your organization is prepared for the evolving cyber threat landscape.
For the smoothest and safest experience, we strongly recommend updating your ClickShare units to the latest ClickShare firmware.
Get expert insights in the IDC and Barco report to future-proof your collaboration spaces with secure-by-design solutions.
About the author
Oliver Van Camp
Product Director at Barco
As Product Director, Oliver Van Camp is leading the global innovation, product management and design teams of the Meeting Experience business unit at Barco. As an expert in defining product vision and strategy, his focus is on ensuring product teams deliver valuable products for customers and the business. Oliver is passionate about building a world of work where people truly connect, collaborate and co-create in meaningful experiences through the ClickShare portfolio.
Over the years, Oliver has built up experience in digital workplace technologies, product management, innovation and go-to-market strategies. Before joining Barco, he worked in various product and consultant roles for the likes of Proximus, PSA Group, Ferranti Computer Systems, and 9Altitudes.