Meetings are an essential part of any business or organisation, but they can also be a source of frustration and inefficiency if they are not recorded properly. Whether you need to capture the audio or video of a meeting for documentation, training, or sharing purposes, you need to follow some best practices to ensure the quality and clarity of the recording. Here are 10 top tips on how to record high quality meetings by audio or video.
1. Plan ahead
Before the meeting, make sure you have the right equipment, software, and settings for the recording. You may also want to create an agenda or outline for the meeting, so you can organise the recording into sections or chapters. Depending on the purpose and scope of your recording, you need to choose the right format and tool for your recording. There are different ways to record your meeting, such as:
Audio recording:
This is the simplest and most common way to record your meeting. It captures the sound of the speakers and their interactions. You can use a built-in microphone or an external microphone to record audio. You can also use a dedicated audio recorder or a software application such as Audacity or GarageBand to record audio.
Video recording:
This is a more comprehensive and engaging way to record your meeting. It captures both the sound and the visual of the speakers and their surroundings. You can use a built-in webcam or an external camera to record video. You can also use a software application such as OBS Studio or Zoom to record video.
Screen recording:
This is a useful way to record your meeting if you want to show slides, documents, or other digital content during your meeting. It captures both the sound and the screen activity of your computer or device. You can use a software application such as Vmaker or Loom to record screen.
2. Choose the right location, test and adjust your equipment and settings
Choose a quiet and well-lit location. The environment of the meeting can have a significant impact on the quality of the recording. Avoid places with loud noises, such as traffic, construction, or machinery, that can interfere with the audio. Also avoid places with poor lighting, such as dark rooms or direct sunlight, that can affect the video. Choose a location that is quiet and well-lit, preferably with natural light or soft artificial light.
To ensure that your recordings are clear and audible, you need to test and adjust your equipment and settings before your meeting. You should check:
- The battery level or power supply of your equipment
- The storage space or cloud service of your equipment
- The volume and quality of your sound
- The resolution and frame rate of your video
- The brightness and contrast of your screen
- The internet speed and bandwidth of your connection
- Angle the microphone of any recording device. The position and direction of the microphone can make a big difference in the audio quality of the recording. If you are using a built-in microphone on your laptop or phone, make sure it is not blocked by any objects or your hands. If you are using an external microphone, place it close enough to your mouth, but not too close to cause distortion or popping sounds. Angle the microphone towards your mouth, but not directly in front of it to avoid breathing noises.
3. Follow meeting etiquette
During the meeting, make sure you and the participants follow some basic rules of etiquette that can improve the recording quality. For example, speak clearly and loudly enough for the microphone to pick up your voice. Avoid talking over each other or interrupting each other. Use polite and respectful language and tone. Stay on topic and avoid irrelevant or personal conversations.
4. Obtain permission and consent
Recording a meeting without informing or obtaining consent from all participants is unethical and may violate privacy laws or policies. Therefore, you need to inform and obtain consent from all participants before recording. You should:
- Explain the purpose and scope of your recording
- Ask for permission from all participants
- Respect their decision if they decline or opt-out
- Provide them with an option to mute or turn off their microphone or camera
- Notify them when you start and stop recording
- Share or delete the recording according to their preferences
You should also follow any rules or guidelines set by your organisation or industry regarding recording meetings.
6. Be aware of background noise
Even if you choose a quiet location for the meeting, there may still be some background noise that can affect the recording quality. For example, there may be sounds from other people in the building, air conditioning, fans, or electronic devices. To minimise background noise, close any windows and doors, turn off any unnecessary appliances or equipment, and ask other people to keep quiet during the meeting.
7. Start and end your audio recording with a clear introduction and conclusion
To make your recordings more organised and professional, you should start and end your recording with a clear introduction and conclusion. In the introduction, you should:
- Greet all participants
- Introduce yourself and other speakers
- State the date, time, and topic of the meeting
- Summarise the agenda or objectives of the meeting
- Remind all participants that the meeting is being recorded
In the conclusion, you should:
- Thank all participants
- Recap the main points and outcomes of the meeting
- Assign any tasks or action items to the relevant people
- Confirm the next steps or follow-up actions
- End the recording with a polite farewell
7. Use clear and concise language and avoid jargon and slang
To make your recordings more understandable and accessible, you should use clear and concise language and avoid jargon and slang. You should:
- Speak slowly and clearly
- Pronounce your words correctly
- Use simple and familiar words
- Explain any technical terms or acronyms
- Avoid filler words, such as “um” or “like”
- Avoid colloquialisms, idioms, or jokes that may not be understood by all participants
You should also use proper grammar, punctuation, and spelling if you are transcribing your recordings into text.
8. Record your audio or video recording in segments
Depending on the length and purpose of the meeting, you may want to record it in segments rather than in one continuous file. This can make it easier to edit, organise, and share the recording later. For example, you can record each agenda item or topic as a separate segment, and label them accordingly. You can also pause or stop the recording during breaks or transitions.
9. Edit your audio recording
Depending on your needs and preferences, you may want to edit your recording before sharing it with others. You can use an audio or video editing software or app to trim, cut, splice, merge, or enhance your recording files. You can also add effects, transitions, captions, annotations, or music to your recording files.
10. Transcribe your recording and share it
Finally, you can share your recording with your intended audience, whether it is your colleagues, clients, partners, or customers whether that be in audio or transcription format. There are a number of reasons why should have your audio or video meeting transcribed. It makes it easier to share and view. Also, it:
Improves accessibility and inclusion:
By providing a written record of what was said in the meeting, you can make sure that everyone can access the information, regardless of their hearing abilities, language preferences, or learning styles. Transcription also helps people with disabilities, such as visual impairments or dyslexia, to follow along and participate in the meeting.
Enhances comprehension and retention:
Sometimes, it can be hard to catch every detail or remember everything that was discussed in a meeting, especially if it was long or complex. With a transcript, you can review the key points, clarify any misunderstandings, and reinforce your learning. Transcription also allows you to search for specific words or phrases, which can save you time and effort when looking for important information.
Facilitates collaboration and feedback:
Having a transcript of your meeting can make it easier to share the outcomes and action items with your team members, clients, or stakeholders. You can also use the transcript to solicit feedback, ask questions, or provide comments on the meeting content. Transcription can help you keep everyone on the same page and improve communication and collaboration.
Increases productivity and efficiency:
By outsourcing the transcription task to a professional service, you can save yourself the hassle and time of doing it yourself. You can focus on your core tasks and responsibilities, while the transcription service delivers a high-quality and accurate transcript within your deadline. Transcription can also help you avoid duplication of work, as you can reuse the transcript for other purposes, such as creating reports, presentations, or summaries.
About OutSec
OutSec is the UK’s leading online transcription company whose business has grown substantially since 2002. We are one of the most successful transcription companies in the United Kingdom.
OutSec provides secure outsourced transcription services to the medical, legal, property and surveying, universities, media and interviews, advisory boards, conferences & seminars, inventories, financial, corporate, HR, recruitment and Executive Search sectors.
Why is Dictation More Efficient than Typing?
Well, the simple fact is that we can all speak considerably faster than we can physically type:
“The average person types between 38 and 40 words per minute”.
A “good rate of speech ranges between 140 -160 words per minute.”
In other words, dictation is up to four times faster than we can type. Therefore, simply dictating a document is more cost-efficient, giving you more time to dedicate your efforts elsewhere in your business.
Therefore why not add OutSec as a business continuity option for your business? Accounts are free, you pay on a per-minute basis (rounded to the nearest minute) on a pay-as-you-go basis, with no contracts or minimum spend. What do you have to lose? Why not open an account today!
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