Meetings are being recorded more and more often. That makes sense, because a lot is discussed during a meeting: ideas, decisions and action points, for example. And sometimes there’s just a bit too much to remember it all. By recording a meeting, you can easily listen back later to hear exactly what was said.
But how does it actually work? Are you allowed to record a meeting just like that? And what are some handy ways to record a meeting using your phone, laptop or, for example, in Microsoft Teams, Google Meet or Zoom? We explain it all in this article.
Recording a meeting
Recording a meeting means capturing the conversation, usually as audio or video. Or both, of course. There are various ways to do this:
- Using a phone
- Using a laptop
- Using an online meeting tool such as Microsoft Teams
Recording online meetings, in particular, has now become quite commonplace. Take, for example, recording a Teams meeting and watching it back later. This allows colleagues who weren’t there to catch up on the discussion. You can also, of course, record the meeting and have it transcribed and/or summarised by AI. It saves time and energy!
Recording a meeting with your phone
Your phone is, of course, still the easiest way to record a meeting. You just put it on the table, press record, and you’re all set. Please note: the recording quality isn’t usually great, so if there’s a lot of background noise, static, or if people are sitting far apart, a phone might not be the best choice.
Recording a meeting with a laptop
Do you have your laptop to hand? If so, you can often use it to make a recording. You can do this, for example, using recording programmes, online meeting tools or transcription software. Many programmes save the recording automatically, so you can listen to it later or share it with colleagues.
Recording an online meeting
When holding online meetings, recording is often a standard feature. Platforms such as Microsoft Teams, Zoom or Google Meet offer a built-in recording option. It’s usually very straightforward: as soon as you start recording, all participants receive a notification. Once the meeting is over, the programme automatically saves the recording so you can watch it back later. Another handy feature is that a transcript is often included automatically.
Are you allowed to record a meeting?
An important question: are you allowed to record a meeting? If you’re a participant in the meeting yourself, you’re allowed to record it in the Netherlands. Please note: the rules vary from country to country. That said, it doesn’t mean you can just do it without asking. After all, it’s only polite to let people know in advance. Usually, nobody objects. So:
- Inform participants in advance
- Explain why you’re recording
- Share where the recording is stored
- Delete recordings when they are no longer needed
This helps prevent misunderstandings and ensures that everyone continues to enjoy working together.
The benefits of audio recording a meeting
Recording a meeting has several benefits.
1. You won’t miss any important information
You’re not holding that meeting for nothing: there’s a lot to discuss. With a recording, you can listen back to exactly what was said.
2. Useful for minutes
If you’re taking the minutes, you can use the recording to listen back to key points at your leisure. And if you don’t have a minute-taker, it’s handy to have your recording transcribed.
3. Colleagues can watch it back later
Was someone unable to attend? Then they can watch – or listen to – the recording. Handy for that one micromanager who wants to be kept in the loop about everything, for example.
4. Creating effective summaries
Recording and summarising a meeting is becoming increasingly easy with transcription or AI tools. These can automatically summarise the key points.
The drawbacks of audio recording a meeting
Recording a meeting is useful and has many advantages. However, there are also a few disadvantages to recording a meeting.
1. People sometimes find it harder to speak freely
You often see this in interviews too: when a recorder is switched on, people tend to hold back. Sometimes participants choose their words more carefully when they know they’re being recorded.
2. Privacy and consent
Not everyone is comfortable being recorded. It is therefore important that you explain clearly why you are recording the meeting and what you will do with the recording.
3. Lots of information to listen back to
Listening back to an hour-long recording naturally takes time too. That’s why it’s a good idea to highlight key moments or draw up a summary straight away. Or, of course, have a transcript made: that way, you can quickly see who said what, and listen back if you really don’t want to miss a thing.
Taking minutes from an audio recording
A recording can be a huge help when taking minutes. Instead of trying to write everything down during the meeting, you can take your time afterwards to select the key points.
Here’s how to do it:
- Listen to the recording
- Make a note of all the key points and action items
- Write a short summary
- Share the minutes with all participants
And here too, it’s worth checking whether your recording software can automatically transcribe and perhaps even summarise the recording. That’ll save you a lot of time.
Meetings are easier with the right environment
Whether you’re recording a meeting, taking minutes or making an important decision, the setting plays a major role. A quiet room with good technology and the right acoustics makes it easier to record conversations.
At Jaarbeurs MeetUp, you’ll find modern meeting rooms with fantastic audiovisual facilities. Ideal if you want to record presentations, organise hybrid meetings or review online meetings.
This way, you can focus fully on the conversation and be sure that nothing is missed.
