Make sure you get the best results when recording business meetings
Maintaining an accurate record of minutes of meetings is something that becomes increasingly important at a corporate level. Minutes of meetings record a number of useful things, including what actions have been decided upon, who the responsible parties are, deadlines and milestones.
It is also useful to have a record of any other discussions that took place during the meeting, particularly if there were any contentious issues under debate. Distributing minutes of meetings will also provide details of the meeting to anyone who was unable to attend on the day.
Taking accurate minutes of meetings is not easy. A notetaker has to be skilled at following different threads of discussion and able to summarise accurately what everyone said. Not surprisingly, in large meetings where the conversation becomes heated or multiple people are talking at once, the notetaker will soon become overwhelmed.
The Benefit of Digital Audio Recordings:
Recording meetings with digital audio equipment is a useful way of obtaining a record of an important meeting. Once the meeting is over, the audio file can be transcribed and an accurate transcription created for distribution to all participants. Transcripts made from audio files are more accurate than traditional minutes of meetings because everything that was said will be included in the meeting transcript, with the exception of verbal ‘fluff’ and filler words.
Improve the Quality of the Recording:
The end transcription will only be as good as the original digital recording. It is therefore sensible to take the time to maximise your chances of producing a good quality record.
1. Invest in Good Quality Recording Equipment
The lower the quality of the recording, the longer it will take a transcriptionist to produce a transcript of the meeting. Small Dictaphones are okay for recording one person speaking, but for a large meeting, digital recorders are the best solution. Do not forget to purchase external microphones when recording multi-speaker discussions.
2. Limit Background Noise
Meetings are best held in self-contained offices. Make sure you warn people in the immediate vicinity to keep the noise down and remove anything that will cause unnecessary ambient noise, for example: water coolers or fans.
3. Ask People to Speak Up At All Times
Some people speak more quietly than others, so remind them to raise it up a notch.
4. Have Enough Microphones in Place
One microphone will not be enough when there are multiple speakers in the room.
5. Control the Meeting
Sometimes meetings get a little out of hand and people become excitable. If this happens, the moderator should ask individuals to repeat what was said so that everything is recorded.
If you have lots of speakers or podium speakers in a larger room, it is a good idea to utilise the services of a professional audio visual company to ensure the entire meeting is recorded as accurately as possible.