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Recording Work Meetings: Maintaining a Meeting Record is a Must!

By Sabika Tasneem
Employees attending online work meeting that is being recorded

Why record your work meetings? How to manage such large recordings? What benefits can these have for your organization? Work meeting recordings are critical business assets. Let us figure out why that is so.

Meetings have always been a major part of work-life. It seems like that has carried through in this virtual remote world as well. Recording these work meetings is an additional element that many companies are starting to benefit from.

Our world is increasingly becoming globalized and remote work's prevalence is continuously rising. A major reason for this increase is the support that virtual work meetings provide in connecting with dispersed employees.

In a 2019 research, it was estimated that remote work would rise by 77% between 2019 and 2022.

However, the ongoing pandemic has sped up this process exponentially, with global research estimating that, by the end of 2021, about 25 to 30% of employees will remotely work more than one day a week. Hence, the number of online work meetings has grown to the point that maintaining an accurate record has become of utmost importance.

To put it simply, recording your work meetings is critical if you want to capture and distribute knowledge across your organization, ensure retention, and focus on doing what's actually important.

Recording Work Meetings Infographic

Learn More About  Managing Recorded Meetings in VIDIZMO

 

Let us now explore the seven most critical reasons why recording work meetings is a must for all organizations:

7 Reasons Why Online Work Meetings Should Be Recorded:

There is no question that recording online work meetings is absolutely necessary. Nonetheless, as with any emerging trend, there are always skeptics opposed to the new norms. Here is how recording work meetings benefit your team:

  • Never Lose Important details

Research on work meetings in the USA showed that busy professionals attend over 60 meetings per month, with most meetings' duration being around 31 to 60 minutes. It is next to impossible for humans to retain that much information.

A tired work-from-home employee sleeping during an online work meeting

Ever lost track of what is going on in the meeting?

A survey showed that around 91% of employees have daydreamed during meetings. While 73% admitted to having completed other work while attending these meetings.

This is why recorded meetings help the employees easily recall what was discussed during the meeting regarding things like their task assignment, work feedback, or general goals.

If you have your recorded playable on an efficient enterprise video platform like VIDIZMO, you could even attach handouts in the relevant parts of your recordings and your team could annotate and comment to discuss and provide additional input. It will ensure better interactivity and collaboration even after a meeting ends.

  • Less Note-taking, More Fruitful Discussion

An employee taking notes during an online work meeting

When employees know that the work meeting is being recorded, they start getting more involved in the discussion rather than being bogged down by noting down minute details.

These notes they make are, in most cases, not an accurate representation of the meeting discussion anyways, as the work meetings these days are fast-paced with several topics discussed in one go. Human writing speed is just not fast enough, especially when employees have to contribute to the discussion alongside note-taking.

  • Recordings allow every employee to be included in the work meetings

It is ironic how choosing a mutually agreeable time for all employees to have a meeting takes a great deal of time.

With the fast-paced nature of work, scheduling conflicts are bound to occur, especially for meetings held on an urgent basis. Adding to this problem are unexpected emergencies, like a health problem, leading to the employee missing out on an important meeting.

Recording all work meetings can take away the pressure of waiting for the right time. Unless an employee's presence is absolutely necessary, the meeting can just be held and made available later on as an on-demand video viewable at every employee's convenience.

  • Record is kept for future review of the work meetings

Watching recorded work meetings, like goal setting or quarter-end review meetings, helps evaluate team success by comparing results with pre-defined goals or past quarters' results.

It is always best to have a record kept of the discussions held for reviews and comparisons so that there are no doubts left in terms of who said what and valuable work time is not wasted on sifting through notes and meeting minutes. Annotations can also be made directly on recorded meetings to accurately reference the part that needs to be discussed.

  • Knowledge management with a record of important work meetings

Opt for an intelligent video content management system like VIDIZMO. Integrate it with video conferencing platforms like Zoom and Microsoft Teams to manage your work meeting recordings.

It can be adopted to auto-ingest all the meetings. You can create a centralized YouTube-like video library containing different playlists and collections of recorded online work meetings. When new employees are onboarded or an employee enters a project midway, this handy centralized video repository can be used to quickly bring them up to speed without having separate lengthy meetings to explain all the things in a haphazard or time-consuming manner.

Here's How We Use Video!

  • Recording work meetings keep the employees accountable

Recording work meetings keeps all the employees on alert and ensures that they only discuss necessary action items rather than straying away from the topic. Reviewing the recordings also brings such things to light, making the employees be mindful of what they are saying next time. Research has shown that every month 31 hours on average are spent in unproductive meetings. Keeping the employees accountable can help save the valuable time of busy employees.

  • Recordings put a stop to recurring redundant work meetings

Employees are often forced to hold recurring meetings that require duplicated efforts. Meetings like new employees onboarding and information sharing can be held just once. Then, the recordings of these meetings can be published as on-demand videos on your centralized video library and shared with employees whenever the need arises to save up time and money.

Research has estimated that these basic meetings cost about $338 on average, while 21% of the meetings held are purely for the purpose of information sharing.

Recording these work meetings helps reduce this number and increases employee productivity by freeing up their time for other important tasks.

 

Why Do Organizations Avoid Recording Work Meetings?

Organizations are usually wary of recording online work meetings due to the risk of security breaches and information leaking out. The meetings held are often confidential. They can have confidential details linked to financial planning, product direction, employee information and trade secrets. Each meeting needs to be shared with a different group of people. So, organizations struggle in sharing these recordings with limited access. Ensuring security is a big struggle.

So, How Can Recorded Online Work Meetings Be Shared While Maintaining Security?

The concern of security is completely valid and the solution is simple. Organizations should opt for a video hosting platform like VIDIZMO, which automatically ingests recorded meetings in its video portal from video conferencing solutions like Zoom and MS Teams. The meetings can then be readily playable as an on-demand video.

With compliance, security and privacy features like SSO integration, end-to-end encryption, audit log, and much more, an enterprise video hosting platform can help your organization develop a centralized video library. You can then share the recorded work meetings with role-based access control and content segregation based on user groups like different work teams or departments. You can also customize the video portal based on your branding guidelines and add in-video interactivity like quizzes, handouts or surveys to engage viewers.

 

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Online Video meetings are the future and their presence is only going to rise. A survey conducted amongst enterprises from different industries showed that 57% of them anticipate an increased adoption of room videoconferencing solutions at their offices to connect with remote employees working from different regions.

Maintaining an accurate record of these work meetings is the need of the hour and the companies who adapt well to the change are surely going to be successful. Why not try VIDIZMO's capabilities first hand to experience the ease yourself?

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Tags: Meeting Recordings

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