Key takeaways

• VPNs encrypt internet traffic, helping protect video calls and business data, particularly on public or unsecured networks.
• A VPN can introduce additional latency, but modern protocols and enterprise configurations minimise the impact.
• Split tunnelling can improve video call performance while maintaining security where permitted by your organisation.
• AI-powered meetings depend on secure, reliable, and low-latency network connections.
• Organisations should balance cybersecurity requirements with collaboration performance.
• The best meeting experience combines secure networks, reliable collaboration technology, and thoughtful workplace design.

As hybrid work has become a permanent part of modern business, employees are joining video meetings from offices, homes, customer sites, airports, hotels, and shared workspaces around the world. While this flexibility has transformed collaboration, it has also introduced new security considerations.

One of the most common questions organisations ask is whether employees should use a Virtual Private Network (VPN) when joining video calls. The answer isn’t always straightforward. While VPNs play an important role in protecting business data, they can also affect network performance if they’re poorly configured or used in the wrong situations.

At the same time, video conferencing has evolved far beyond simple audio and video calls. AI-powered meeting summaries, live transcription, cloud recording, and intelligent collaboration all depend on secure, reliable connections that balance security with performance.

Guidance from the UK National Cyber Security Centre (NCSC) emphasizes the importance of securing online meetings through appropriate network security, access controls, and governance rather than relying on any single technology.

This guide explains when a VPN makes sense for video conferencing, how it affects meeting quality, and the best practices organisations should follow in 2026.

What is a VPN?

A Virtual Private Network (VPN) creates an encrypted connection between your device and the internet, helping protect data as it travels across public and private networks.

Instead of sending internet traffic directly to websites or cloud services, a VPN routes that traffic through an encrypted tunnel before it reaches its destination. This makes it significantly more difficult for unauthorised parties to intercept sensitive information.

VPNs are commonly used to:

• Protect business data on public Wi-Fi
• Enable secure access to corporate systems
• Encrypt internet traffic
• Support remote and hybrid workers
• Help organisations meet security and compliance requirements

While VPNs improve security, they do not replace other cybersecurity measures such as multi-factor authentication, endpoint protection, identity management, or secure collaboration platforms.

Do you need a VPN for video calls?

Not every video call requires a VPN—but many business scenarios benefit from one.

Whether you should use a VPN depends on where you’re working, what you’re accessing, and your organisation’s security policies.

A VPN is often recommended when:

• Working from public Wi-Fi in airports, hotels, or cafés
• Accessing confidential company information
• Connecting to internal corporate systems
• Handling regulated or sensitive data
• Following mandatory organisational security requirements

However, there are situations where a VPN may not be necessary.

For example, employees working from secure home networks who are using cloud-based collaboration platforms may already be protected by other security controls such as encrypted applications, Zero Trust security models, and identity-based access management.

Ultimately, organisations should evaluate both security requirements and user experience when deciding how video conferencing traffic should be managed.

When should you use a VPN for video calls?

The right approach depends on where you’re working, what you’re accessing, and your organisation’s security policies.

Scenario	Use a VPN?	Why
Working from the office on a managed corporate network	Usually not	Enterprise networks often provide their own security controls and direct access to collaboration platforms.
Working from home on a trusted broadband connection	Sometimes	Follow your organisation’s security policy, particularly if accessing internal systems or sensitive data.
Using public Wi-Fi (cafés, airports or hotels)	Yes	A VPN encrypts your internet traffic and helps protect sensitive business information on unsecured networks.
Accessing confidential company files or internal applications	Yes	VPNs provide secure access to corporate resources while reducing the risk of data interception.
Joining routine cloud-based meetings without accessing internal systems	It depends	Many organisations use Zero Trust security or cloud-native controls instead of requiring all traffic through a VPN.
Working in regulated industries (finance, healthcare, government)	Usually yes	Compliance and security policies often require encrypted connections for remote access and collaboration.

While VPNs provide valuable security benefits, they should be viewed as one part of a broader cybersecurity strategy that also includes identity management, endpoint security, multi-factor authentication, and secure collaboration platforms.

How a VPN affects video call quality

The goal isn’t simply to maximize security or maximize speed—it’s to achieve the right balance between both.

A VPN introduces an additional step into the network journey. Instead of data traveling directly between your device and the video conferencing platform, it first passes through an encrypted VPN connection.

In most cases, modern enterprise VPNs have minimal impact on meeting quality. However, network configuration, server location, and available bandwidth all influence the user experience.

Latency

Latency refers to the time it takes for data to travel between participants.

If VPN traffic must travel through distant servers before reaching the collaboration platform, users may experience:

• Slight delays in conversations
• Participants speaking over one another
• Slower screen sharing
• Reduced responsiveness

Choosing VPN gateways closer to users or using cloud-optimized network architectures can significantly reduce latency.

Bandwidth

Video meetings consume considerably more bandwidth than email or web browsing.

High-definition video, content sharing, AI-powered transcription, and cloud recording all require stable network capacity.

If VPN infrastructure becomes congested or bandwidth is limited, users may notice:

• Lower video quality
• Audio interruptions
• Frozen video
• Delayed content sharing

Organisations should regularly review VPN capacity alongside wider network performance rather than treating collaboration traffic separately.

Encryption overhead

Encryption requires additional processing.

Although modern hardware and VPN protocols minimise this impact, older devices or heavily loaded VPN gateways may struggle to process encrypted traffic efficiently during large video meetings.

Fortunately, today’s enterprise VPN technologies are significantly more efficient than earlier generations, making encryption overhead much less noticeable for most users.

Split tunnelling

Split tunnelling allows selected applications—such as approved video conferencing platforms—to connect directly to the internet while other business traffic continues to pass through the VPN.

Where permitted by organisational security policies, split tunnelling can improve meeting quality by reducing unnecessary network hops while still protecting sensitive business data.

Split tunnelling allows selected applications—such as approved video conferencing platforms—to connect directly to the internet while other business traffic continues to pass through the VPN.

Where permitted by organisational security policies, split tunnelling can improve meeting quality by reducing unnecessary network hops while still protecting sensitive business data. Guidance from Tufts University Information Technology explains how split tunnelling can improve Microsoft Teams and Zoom performance while maintaining enterprise security requirements.

Modern VPN protocols

Enterprise VPN technology has advanced significantly over the past few years.

Modern protocols are designed to provide stronger encryption while reducing latency and improving overall performance compared with older VPN technologies.

Combined with cloud-based collaboration platforms and intelligent network management, today’s VPNs are far better equipped to support high-quality video meetings than many organisations experienced just a few years ago.

Common VPN problems during video meetings

Most VPN-related video conferencing issues can be resolved by improving network configuration rather than replacing collaboration technology.

When employees experience poor video call quality, it’s easy to assume the VPN is to blame. In reality, most problems are caused by a combination of network performance, VPN configuration, internet connectivity, and device settings.

Understanding the most common issues helps organizations identify practical solutions before they affect productivity.

Slow connections

If video meetings feel sluggish or take longer to connect, VPN routing may be adding unnecessary latency.

Possible causes include:

• Connecting to a VPN server that’s geographically distant
• Congested VPN gateways
• Limited internet bandwidth
• Outdated VPN software

Possible solutions:

• Connect to the nearest available VPN server.
• Use enterprise-grade VPN infrastructure.
• Close unnecessary background applications consuming bandwidth.
• Ensure VPN software is regularly updated.

Audio delays

Conversations become frustrating when participants hear responses several seconds late.

Although small delays may be unavoidable over long-distance connections, excessive latency often indicates network congestion rather than a problem with the meeting platform itself.

To improve audio performance:

• Prioritize wired network connections where possible.
• Reduce competing network traffic.
• Review VPN configuration with your IT team.
• Use collaboration devices with intelligent audio processing.

Frozen or low-quality video

Poor video quality is usually linked to bandwidth limitations rather than camera performance.

Common causes include:

• Insufficient upload speed
• Congested home Wi-Fi
• Multiple high-bandwidth applications
• VPN bottlenecks

Reducing unnecessary network activity and using stable internet connections often restores video quality quickly.

VPN disconnects

Unexpected VPN disconnects can interrupt meetings and disconnect users from corporate resources.

These issues may result from:

• Unstable internet connections
• VPN timeout settings
• Software compatibility problems
• Network changes when moving between Wi-Fi networks

Keeping VPN software updated and maintaining stable internet connectivity can significantly reduce unexpected interruptions.

Inconsistent meeting performance

If some meetings perform perfectly while others struggle, the issue may not be the VPN at all.

Meeting quality can vary depending on:

• The location of participants
• Overall internet congestion
• Cloud service availability
• Device performance
• Network demand at different times of day

Looking at the entire collaboration environment rather than focusing on a single component usually leads to more effective troubleshooting.

Best practices for secure video calls

Strong security should enhance collaboration—not make meetings harder to join.

Organizations can significantly improve both security and user experience by following a few practical principles.

Use trusted networks whenever possible

Secure office networks and trusted home broadband connections generally provide better performance than public Wi-Fi.

When employees do need to work from airports, hotels, cafés, or shared workspaces, a VPN adds an important layer of protection.

Keep collaboration software updated

Video conferencing platforms regularly introduce security improvements, bug fixes, and AI-powered features.

Keeping applications and collaboration devices up to date helps maintain compatibility while improving reliability and security.

Follow organizational security policies

Every organization has different security requirements.

Employees should follow guidance around:

• VPN usage
• Device management
• Password policies
• Multi-factor authentication
• Recording permissions
• AI meeting assistants

Protect meeting access

Simple measures can prevent unauthorized access to meetings.

These include:

• Waiting rooms
• Meeting passcodes
• Authenticated participants
• Restricted screen sharing where appropriate

The National Cyber Security Centre recommends combining these controls with good governance rather than relying on technology alone.

Understand AI and meeting data

AI-powered collaboration is creating new opportunities—but also new responsibilities.

Meeting summaries, transcripts, recordings, and AI assistants may process sensitive information.

Organizations should understand:

• Where meeting data is stored
• Who can access recordings
• Data retention policies
• Organizational compliance requirements

VPN and AI-ready collaboration

Secure, high-quality network connections are becoming even more important as AI transforms workplace collaboration.

Video conferencing is evolving beyond real-time conversations.

Today’s meetings increasingly include:

• Live transcription
• AI-generated summaries
• Intelligent search
• Speaker recognition
• Workflow automation
• AI assistants

These capabilities depend on reliable, high-quality audio and video being transmitted securely between meeting participants and cloud services.

As organizations adopt more AI-powered collaboration tools, network performance and cybersecurity become increasingly interconnected.

The goal is no longer simply protecting video traffic—it is protecting the entire collaboration workflow while maintaining a seamless user experience.

Common mistakes to avoid

A VPN is only one part of a secure collaboration strategy.

Some common mistakes include:

• Assuming every video call must always use a VPN
• Using free VPN services for business meetings
• Connecting to distant VPN servers unnecessarily
• Ignoring company security policies
• Forgetting to update VPN software
• Assuming a VPN protects against every cybersecurity threat
• Focusing on security while overlooking meeting performance

The most successful organizations balance security, usability, and collaboration rather than optimizing one at the expense of the others.

Where Neat fits in

Secure meetings should also be simple, reliable, and enjoyable to join.

Network security is only one part of delivering a great video meeting. Employees also expect exceptional audio and video quality, intuitive meeting experiences, and technology that works consistently regardless of where they’re connecting from.

This philosophy underpins Neat’s approach to collaboration.

Rather than adding unnecessary complexity, Neat designs integrated collaboration devices that reduce meeting friction while delivering exceptional experiences across modern workplace environments.

For meeting rooms, Neat Bar Generation 2 combines a high-resolution camera, adaptive audio processing, intelligent framing, and simplified deployment into a single device. By reducing the number of separate components within a meeting room, organizations can create cleaner, more reliable collaboration environments that are easier to manage and use.

For teams that regularly brainstorm, present ideas, or collaborate visually, Neat Board 50 combines video conferencing, wireless content sharing, digital whiteboarding, a multi-touch display, speakers, microphones, and an intelligent camera into one integrated solution. Fewer individual devices often mean fewer potential points of failure during important meetings.

As workplace technology continues to evolve, Neat Open gives organizations the flexibility to adopt the collaboration platforms, applications, and AI experiences that best suit their business while maintaining a consistent meeting experience.

Supporting every device are Neat’s proprietary technologies that intelligently optimize audio, video, framing, and meeting equity automatically. Combined with reliable network infrastructure and strong cybersecurity practices, these technologies help organizations deliver secure, high-quality collaboration experiences wherever employees are working.

Perhaps it’s time to book a demo and experience them for yourself.

Frequently asked questions

Should I use a VPN for Microsoft Teams or Zoom meetings?

It depends on your organization’s security requirements and where you’re working. A VPN is recommended when accessing corporate resources or using public Wi-Fi, but employees working from secure home networks may not always need one if other security controls are in place.

Does a VPN slow down video calls?

A VPN can introduce additional latency because data passes through an encrypted connection. However, modern enterprise VPNs are designed to minimize this impact, and well-configured networks often deliver excellent meeting performance.

Is it safe to join video meetings on public Wi-Fi?

Public Wi-Fi carries additional security risks. Using a trusted VPN alongside secure collaboration platforms helps protect business data when working from airports, hotels, cafés, or other shared locations.

What is split tunnelling?

Split tunnelling allows selected applications, such as approved video conferencing platforms, to connect directly to the internet while other traffic continues through the VPN. Where permitted by organizational policy, this can improve meeting performance without compromising security.

Do AI meeting features work over a VPN?

Yes. AI-powered capabilities such as transcription, meeting summaries, and speaker recognition work over VPN connections, provided there is sufficient bandwidth and stable network performance.

Can a VPN improve video call security?

Yes. VPNs encrypt internet traffic, making it more difficult for unauthorized parties to intercept data, particularly when employees are working on public or unsecured networks. However, they should form part of a broader cybersecurity strategy rather than being viewed as a complete security solution.

Sources

• How to Secure Your Online Meetings, National Cyber Security Centre (NCSC), https://www.ncsc.gov.uk/guidance/video-conferencing-services-security-guidance-organisations
• Virtual Private Networks (VPNs), National Cyber Security Centre (NCSC), https://www.ncsc.gov.uk/collection/device-security-guidance/infrastructure/virtual-private-networks
• Get the Best Video Experience on Teams and Zoom—Even When Using VPN, Tufts University Information Technology, https://access.tufts.edu/get-best-video-experience-teams-and-zoom-even-when-using-vpn
• What Is a VPN?, Security.org, https://www.security.org/vpn/