It may not always seem like it, but just about everyone is looking for ways to make every business meeting productive. A quick Google search reveals plenty of top-ideas lists that offer extremely effective advice for making meetings more productive, including sticking to agenda items, inviting the right people, and planning next steps.
But there is one particular strategy that nearly all of these lists neglect — record the meeting and host the video in your knowledge center.
Knowledge managers will be the first to tell you that recording company meetings is good for business — at most organizations, meetings are where details are covered, options considered, and decisions made. Often, the deck or documents reviewed in meetings only reflect a fraction of what really took place there, which is why a recording the entire endeavor can add so much value (especially for others in the future).
Whether a group is meeting on site or teams are collaborating remotely via video conferencing, there are many good reasons to record and share video recordings of internal meetings.
When you record your business meetings, you’ll create an exact record of everything that was presented and discussed — a perfect fallback resource for anyone who’s ever had the thought, “didn’t we cover that in our last conversation?” When attendees know a recording will be available, they won’t be distracted by writing or taking notes on their computers — allowing them to focus and participate more deeply, and in turn, making your meetings more valuable and effective.
When new hires come on board — or when projects expand and add new team members from other areas of the company — it’s essential to get those new members up and running quickly. Recording your meetings acts as an investment in this future onboarding, creating an on-demand record of every “how” and “why” in your projects and processes that your new people can watch (and even re-watch) to help themselves understand the way things work and what steps will be next.
Often, revealing new knowledge in a meeting counterintuitively can lead to more work. Once others realize someone has new and valuable information, it won’t be long until that person is sidetracked with requests for creating written documentation, scheduling training sessions, or holding repetitive one-on-one knowledge sharing meetings.
Sharing knowledge within the organization is critical to maintaining a leading edge these days, but so is your experts’ time spent on innovative projects and day-to-day work. Having a recording of the initial meeting can go a long way to instantly share knowledge with others without taking more time away from your expert. And if an extended training session is needed, having the tools to record the presentation and share the video internally will make that knowledge available on-demand for other employees in the future.
Sometimes simply getting the right people together at the same time can be the biggest hurdle to moving critical projects forward. Web conferencing can remove location barriers, but it won’t allow people to attend two meetings at once.
When you start recording your internal meetings, busy employees and leaders — often pulled in multiple directions — have more control over their schedules with the ability to view and contribute to meetings after they’ve occurred. Meeting invites are no longer first-come, first-serve as people can allocate their time to meetings where they will be most impactful, and still contribute to lower priority meetings that overlap.
Humans beings aren’t perfect. With all the information covered in a productive meeting — data on slides, ideas on whiteboards, topics covered in conversation — it’s quite easy for even the most attentive participants to miss a point or misunderstand an instruction. With a recording, however, employees can go back and replay meetings to suss out the details they may have missed, an easy way to ensure they were perfectly clear on what was discussed. And today, it’s even possible to search your meeting recordings for words spoken or presented on-screen or in slides, making it effortless to instantly find the precise, relevant moments in question.
Video conferencing tools are often used to record internal business meetings, but software like Skype for Business, WebEx, GoToMeeting, and Adobe Connect tends to fall short when it comes to archiving and sharing meeting videos. Content and knowledge management platforms like SharePoint also lack many of the features a video platform has for hosting, sharing, and searching video content.
If you plan to start recording more or all of your internal business meetings, adding a video platform that works with your video conferencing software to capture and share video will minimize the effort it takes to make your meetings even more productive.
An enterprise video platform can record the video conference experience, transcode and optimize videos for playback on any device or browser, and then make the videos available on-demand to all of your employees in a video content management system (video CMS), which is like a private YouTube for corporations.
Finding a particular meeting or even the exact part of a meeting where a particular topic is discussed is also simple with an enterprise video platform. Not only can you search the metadata of videos uploaded to your video CMS, but you can also search any content spoken or shown within a video.
This is an invaluable feature that you won’t find in video conferencing or regular content management systems, and it’s perhaps the most important feature for companies who want to gain the maximum benefit from recording meetings.
Panopto’s enterprise video platform will help you record meetings and archive the content so your videos can be searched, discovered, and used again later. Want to see Panopto in action? Contact us for a 30 day free trial.