Google Meet has quickly become an indispensable tool for businesses across industries. While its default settings and features may work for casual users, enterprises need more control to ensure security, efficiency, and professional collaboration. Customizing meeting policies and user roles in Google Meet can help tailor the platform to meet your organization's unique needs. 

This comprehensive guide will walk you through the default features, customization options, and best practices to optimize Google Meet for your business. 

Why Customization Matters in Google Meet 

Imagine running a critical team meeting only to encounter disruptions due to unstructured settings or unauthorized participants. This isn’t just inconvenient for enterprises—it could lead to security risks or loss of valuable time. 

Customizing Google Meet allows business owners to define policies that improve efficiency, safeguard sensitive information, and establish clear accountability. By taking advantage of Google Meet’s flexible settings, you can ensure smoother operations tailored to your workflows. 

What Are the Default Settings for Google Meet? 

Before you start customizing, knowing what you’re working with is important. Google Meet comes with robust default features designed to simplify online meetings, including:

• Auto-admit for internal participants – Team members in the same Google Workspace automatically join without approval. 
• Screen sharing options – Anyone can present by default unless restricted. 
• Basic moderation tools – Hosts can mute participants and remove disruptive attendees. 

While these features cover standard team meeting requirements, they may not address the needs of larger enterprises with stricter security or diverse team structures. 

Step-by-Step Guide to Customizing Google Meet Policies 

Step 1. Access the Google Admin Console 

Here’s where it all begins. To modify Google Meet policies, you need admin access to your Google Workspace account. Once logged in, follow this path:

Admin Console > Apps > Google Workspace > Google Meet > Meeting Settings 

Step 2. Define Meeting Safety Rules 

Under Meeting Safety, you can configure policies like:

• Restrict external participants – Limit who can join meetings to only those with invites or within your organization. 
• Enable meeting recording controls – Decide whether participants can record and ensure only relevant individuals track discussions. 
• Disable anonymous guests – Prevent chaos by barring unidentified users from joining. 

Step 3. Adjust Screen Sharing Permissions 

Avoid oversharing! Update screen sharing permissions to allow only hosts and co-hosts to share during meetings. 

Navigate to Screen Sharing Settings, then click “Hosts Only." 

Step 4. Monitor Usage with Audit Reports 

Track meeting activity for compliance or troubleshooting by enabling audit logs. This feature ensures transparency and lets admins oversee how Google Meet is being utilized across the organization. 

Step 5. Configure Participant Controls 

For sensitive meetings, such as boardroom discussions, enforce mute-on-join policies and restrict chat functions to prevent interruptions. These controls can be adjusted in Participant Settings. 

Understanding and Assigning User Roles in Google Meet 

The best way to ensure productive enterprise meetings is by defining user roles. Google Meet allows you to assign roles that control access and functionality, making meetings more structured and secure. Here's a breakdown of the available roles and their respective powers:

1. Host

The host manages the meeting. Hosts can:

• Admit or remove participants
• Manage mute settings for others
• Record the session 

Use the host role for key stakeholders, such as team leads or project managers. 

2. Co-Host 

A step down from the host, co-hosts can still facilitate meetings by sharing their screens, moderating Q&As, and ensuring meetings stay on track. Assign this role to department heads or tech support members when needed. 

3. Attendee 

Attendees are here to listen, participate, and collaborate. While their permissions are limited, attending enterprises can regulate their actions (e.g., disabling chat or sharing abilities) to maintain order. 

To assign roles, click on the shield icon during a live meeting or pre-define roles in your Google Meet settings for recurring team calls. 

Best Practices for Customizing Google Meet for Business 

1. Standardize Policies for Your Organization 

Develop and document a set of standardized meeting rules that every team member can follow. These could include guidelines for recording, inviting external users, or keeping sensitive data under wraps. 

2. Leverage Breakout Rooms 

For collaborative sessions that require smaller group brainstorming, the Breakout Rooms feature is a game-changer. Train your team on how to use and manage these efficiently. 

3. Encourage Training Among Users 

Some employees may hesitate to fully utilize these features. Organize training sessions to familiarize your team with advanced features beyond the basics. 

4. Test Before Implementation 

Whenever you modify a setting, conduct trial runs. Test your new rules during an internal meeting to ensure smooth implementation without disrupting workflow. 

5. Integrate Google Meet with Business Tools 

From Google Calendar to third-party integrations, take advantage of tools that enhance meeting workflows. For example, auto-sync meeting links when scheduling on your company calendar. 

The Advantages of Tailoring Google Meet 

Customization may take upfront time, but the benefits for your business are undeniable:

• Enhanced Security – Protect sensitive discussions by controlling who can join and what they can do. 
• Improved Efficiency – Streamline meetings with user roles and predefined settings to avoid interruptions. 
• Personalized Workflows – Ensure your Google Meet usage aligns perfectly with your company’s goals and structure. 

Optimizing Google Meet for enterprise doesn’t just improve team collaboration—it gives your business a competitive operational edge, ensuring productivity without compromise. 

Get Help Customizing Google Meet 

Tailoring Google Meet to perfectly align with your business needs may feel overwhelming, but it doesn’t have to be. At POINT, we specialize in helping businesses unlock the full potential of tools like Google Meet. 

Contact us today to transform the way you manage virtual meetings and drive maximum value for your enterprise! 

Partner with POINT now to perfect your Google Meet.