In short order, video conferencing has become an integral part of improving productivity at organizations large and small. Simply by adding support for sharing visual materials in a real-time conversation, video conferencing systems enable teams to go far beyond the limitations of the old conference call lines.
Whether your teams are connecting with colleagues in remote locations, broadcasting presentations with internal audiences, ensuring that every stakeholder can attend meetings (if only virtually), or performing any of the other hundreds of valuable reasons to use video conferencing in the workplace, video conferencing enables team members to participate in discussions, meetings, brainstorming, and more with a close feeling of physical proximity — even if the rest of their teammates are located halfway around the world.
That is, of course, assuming everyone can participate.
A modern business may never rest, but its people absolutely must. From time to time we may need to make ourselves available in real time for colleagues across the oceans, but more often than not, work can and should wait until the daylight hours.
Moreover, even if your business doesn’t yet have to worry about global time zones, there are still any number of other challenges that drain the value out of video conferences. Scheduling conflicts, travel and vacation plans, employee turnover, and dozens of other factors can make it impossible for the right people to be on the conference as it happens.
And that’s a problem, because as with all live events, video conferences are only useful if your people can attend.
Or at least, that used to be the case. Because now an increasing number of video conferencing solutions include native support for recording — and while watching a recorded video conference won’t allow teammates to contribute to the discussion in real-time, having a recording of a meeting available will allow those employees who for one reason or another couldn’t attend live to still get the full context of what happened in the session.
Recording your video conferences provides you with a complete record of the meeting that everyone can revisit and rewatch. Not only does that mean people who couldn’t attend can watch the meeting recording later on-demand, it also means that people attending live can more actively participate without feeling compelled to passively take notes. Recorded meetings are also fantastically useful training tools you can leverage whenever a new team or lead is joining a project and needs details on what’s happened prior to their involvement.
Related Reading: Why You Should Be Recording Your Meetings At Work
Of course, none of those things can happen if you can’t easily share recordings with the right people after a meeting ends. Video files are large and much more difficult to share compared to other text documents, particularly a half-hour or hour-long meeting video. If you’ve ever tried to share a video conference recording, you’ve probably run into some common challenges.
The Trouble With Sharing Meeting Videos
While it’s true that more and more video conferencing solutions now include support for recording, simply pressing record is only the first step — and arguably, the least important. From there, you need to make it easy for team members to find and play that recording when they need to.
When it comes to sharing, most video conferencing solutions are quite limited. Generally, they only allow the conference host to download an MP4 of the session, which can then be uploaded elsewhere. Exactly where is left up to the person who scheduled the meeting, often with few good options. YouTube or Vimeo, for example, are great solutions for sharing videos publicly, but risky places to host private business meeting videos that contain sensitive information you don’t want to get into the wrong hands — not to mention, you turn over your intellectual property rights to those platforms when you upload your content. File sharing services like Dropbox and Google Drive are also options, but these solutions will require a viewer to download the entire video file before they can play it, if their device has the storage space and can even play it.
Sharing meeting recordings securely — so the right people can watch them with just a click — requires a solution for doing just that. And interestingly, one of the newer entries into the video conferencing market, Zoom, has recently expanded its capabilities around sharing meeting recordings.
Sharing Recorded Zoom Meetings
Paid Zoom subscribers now have a few options for sharing Zoom recordings natively through the platform in the cloud. Exactly what and how you can share, however — including the length of time your videos are available for viewing and allotted storage space for your videos in the cloud — will depend on your plan, so you’ll want to confirm the details of your contract before you set up any long-term initiatives.
Here’s how you share a meeting recording in Zoom:
- Log into your Zoom account and select Recordings on the right side of the screen.
- Click Share… next to the recording you want to share.
- Select your preferred privacy settings for the recording (as shown below).
- Copy the link and paste it into an email or your corporate messaging app to share it with your colleague(s).
Sharing through Zoom can be a valuable time-saver and an easy way to get individual team members quick access to a recent recording. But for more regular, programmatic needs, Zoom still has a way to go. The sharing settings above simply aren’t robust enough — they don’t support approvals and workflows on what’s shared, they don’t provide any means to trim or edit the stored recording, and they don’t do anything to make the video easy to search for relevant moments when a viewer has something specific they need to find.
As more and more organizations of every size are realizing, nearly every employee can benefit from having the ability to capture, share, and search internal meetings with ease. So how do you enable these abilities at scale to support productivity and knowledge sharing throughout your entire organization?
A More Scalable Solution For Recording & Sharing Zoom Meetings
Panopto’s industry-leading video platform even includes a pre-built integration for Zoom, which automatically uploads Zoom recordings to your organization’s secure video portal where they can be shared with just a few clicks and watched from anywhere on any device.
And along with making Zoom videos easy to centralize and store, Panopto also automatically transcribes every word spoken aloud and indexes every word shown on-screen in the zoom meetings uploaded to your library with our industry-leading video search engine called SmartSearch. That means that you and your colleagues can find and jump to the exact moment in any Zoom recording where a specific topic is discussed, without having to hunt and peck through the full video.
Moreover, with Panopto there are no limits on how long your videos will be stored or how many videos you can upload to your library. Whether you’re recording just a few select meetings or every single one, Panopto gives you space for them all, without adding costs. And all your Zoom recordings that are uploaded to Panopto are set to private by default, so you don’t have to worry about sensitive information getting into the wrong hands.
Sharing Zoom Recordings With Panopto
After your Panopto administrator sets up the Zoom integration, sharing a Zoom recording is as simple as navigating to your Panopto video library, adjusting sharing permissions on the recording, and copying the shareable link.
Step 1: Find your Zoom recording in Panopto. If you were the host of the meeting, you’ll find the meeting recording in a folder called “Zoom Recordings” under “My Folder” when you log into Panopto. Panopto will also email you a link when the video has been uploaded so you can also go straight to the video by just clicking that link.
Step 2: Adjust the privacy settings on the video you want to share. Panopto’s Zoom integration automatically sets uploaded videos to private, so the only people who can access a Zoom recording by default are the meeting host and any Panopto Administrator. Click the sharing icon above your video to set the viewing permissions.
Step 3: You can now share that recording link with a simple copy and paste, invite specific people to view it through an email from Panopto, or make it discoverable by others within your organization via search by making it accessible to anyone at your organization.
Want to see how Panopto and Zoom work together to make recording and sharing meetings more efficient and your teams more productive? Contact us to set up a personalized demo today.