Some of us already spend countless hours stuck in meetings, so why does recording them for reference later sound like a good idea? Well, for some obvious yet overlooked reasons:
- Brilliant ideas get lost: There was too much said too quickly! Uh oh, no notes were taken and now you can’t recall important points that were covered.
- Now you see it, now you don’t: The presenter breezed through presentation material you needed more time to digest.
- “Looks like they couldn’t make it”: A participant misses a meeting (maybe they’re in a different time zone or maybe they just got double-booked). Now they need to get up to speed quickly and a general summary isn’t going to cut it.
- Constantly changing decisions: A consensus was reached but there’s no confirmation of the verbal agreement… now you’re going back and forth with negotiations, repeating the same conversation over again (ugh).
Plus, with more work taking place remotely, an extra cup of coffee doesn’t always help with staying engaged and focused during virtual meetings. Let’s face it—it can be easy to tune out during remote calls when there isn’t the same level of physical accountability. That’s all the more reason why recording virtual meetings can be a helpful way to adjust to a remote work lifestyle.
Steps to recording your online meetings
1. Choose the right meeting recording software
To start recording online meetings and conferences with software, the most important thing you need to have is a communications tool that supports this feature and is easy to use. Beyond just having the ability to record though, this tool should let you access recordings instantly and allow you to share it quickly.
When considering a tool that gives you the ability to do these three things well, just remember that not every software is built the same—some come with advantages that others don’t. Try to choose one that’s intentionally designed to account for every aspect of the recording process so that you can focus on the meeting itself and let the technology do the work for you in the background.
Here’s a helpful set of criteria for things you should consider when choosing your next meeting recording tool:
- Ready to use: The recording feature is already built-in, meaning you don’t need to download separate software or look for third-party integrations (for instance, even though Slack is a popular business communications platform, it doesn’t have the ability to record or store calls).
2. Create the recording
Nice! You’ve picked the right software to use. The next step is to actually get to recording. Typically, this step is pretty obvious. There should be a notable recording icon that allows you to start, pause, and resume your capture of the meeting:
Just make sure you’ve selected this before your actual meeting starts and not in the middle of it.
Here’s an example of what recording a meeting looks like with RingCentral Video (note that whatever video conferencing software you’re using, there should be some visual indication that the recording is happReady to take it a step further? You can try automating your recordings or even using keystrokes to start them. Here’s are two examples of situations where you might want to do that:
Common problem 1: You forget to record a lot of the meetings you intend to, sometimes because they happen so unpredictably, or maybe just because you’re used to in-person meetings and it’s not a habit you’ve picked up (yet!).
Solution 1: Set up automatic recording for all incoming or outgoing calls for desktop and mobile. If you’re the administrator for your business’s video conferencing or screen sharing software, you can even enable this for your entire team. Note that not every tool supports this feature; if it appeals to you, RingCentral is a popular option that allows you to do this.
Common problem 2: You want to record a phone call but the screen is small, the record icon isn’t obvious, and you can’t seem to figure it out on the spot.
Solution 2: Use on-demand recording, which lets you record a call anytime using a keystroke. With RingCentral, it’s as simple as pressing *9 (star 9) on a phone’s dial pad.
You’ve got your meeting recording, but where do you go to find it? Actually, this should be something you figure out before you hit record.
There are a couple of ways recordings are stored. Usually, either they’re automatically saved in a dedicated location within the tool, or you’ll have the option to manually choose a location for where recorded files go.
4. Share the recording
If you’re frequently sharing recorded files with others (both in and outside of your organization), then having the ability to conveniently do this is paramount. You want to make sure there’s versatility in the playback options supported. (As in you want to be able to stream a recording, not just download it!)
Common problem: You frequently need to share recorded files, but attaching a file size of 100MB+ in an email is just not feasible.
Solution: Make sure your meeting recording software supports hosting the video or call file so that all you need to do is share a clickable link for others to access your recording. This eliminates the need for your teammates= to download a large file every time.