If you’re a sales leader, meetings are essential for keeping track of team performance, developing pipelines, resolving disputes, and sharing industry trends. But how can you ensure that your team’s internal meetings are productive?
Recording meetings can help your sales team maintain focus and make sure everyone stays on task. Several conferencing platforms offer free and paid recording options.
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Recording Options
Whether your company uses Zoom, Google Meet, Microsoft Teams or another conferencing platform, you can record your meetings. It can be an effective way to ensure participants have a clear understanding of the content, share important details with others who couldn’t attend or verify decisions made during meetings.
You can also choose to store your recordings in the cloud. This means your files will be saved on a conferencing platform’s portal or storage tool ( OneDrive for Microsoft Teams, Google Drive for Google Meet), and you can share the link with other attendees.
Panopto Express is a free meeting recording tool that enables you to capture and upload video meetings in an easy-to-use format. It offers several features including visual indexing, smart search, and smart chapters that automatically generate a table of contents from key moments in the recording.
Storage
For meetings that involve multiple participants, online file storage and sharing solutions are the best bet for ensuring everyone has access to the information they need at all times. From files like meeting memos to PowerPoint presentations, there’s never a shortage of documents that require collaboration and communication.
While there are several tools to choose from, the most user-friendly ones are designed for maximum convenience and productivity. Most offer robust features for recording, connecting, and conferencing, and have unmatched support across all devices.
The best option for most organizations will be the cloud storage options offered by Zoom. They have excellent support, including live chat, phone and email help.
Microsoft allocates each Office 365 tenant a base 500 GB of Stream storage, plus another 0.5 GB per licensed account. In a recent testing involving more than 3,000 video and audio recordings, it was estimated that 7.65 MB of storage was consumed per minute by the largest meeting recording.
Access
When online meetings involve clients, employees or any other stakeholders, it is important to keep track of what is discussed. Recording sessions allows organizations to repurpose content later or for review purposes.
Organizations that train new employees on a company process, collect information for client negotiations or share product requirements in a virtual meeting would benefit from recording the session to preserve a permanent record of what was discussed.
A recording option or icon can be found on the main toolbar of the platform or under the advanced settings represented by a three-dotted icon. When recording is active, the host or participants will receive an audio message or a pop-up notification informing them that the session is being recorded.
While it is generally legal to record virtual meetings, there are ethical and legal concerns that may require an organization to decide whether or not to capture every meeting for the sake of safety and security. These considerations include application use policies and data retention and backup policies that apply to digital files, including video recordings.
Privacy
Despite the many advantages of online meetings, they can also be vulnerable to privacy breaches. Especially in cases where meetings involve sensitive information, such as issues to be discussed or the identity of attendees, the risks are higher.
Fortunately, a number of technologies and services provide security options to help protect the confidentiality of meetings. Some of them include end-to-end encryption, permission controls and more.
Some providers allow hosts to password-protect a meeting, while others limit access by providing unique ID numbers for each participant. These measures are a good way to prevent uninvited guests from joining.
Another privacy option is to mute participants or turn off video and audio during the meeting. This helps prevent people from sharing too much or chatting over the others, which can be embarrassing or distracting.