Here at Get Ahead VA our team includes experts in a wide variety of fields. From Accounting to Admin, Hootsuite to Holiday cover, Email Marketing to Excel, our virtual assistants can add value to many aspects of your business. In this Expert Showcase series our team are sharing some of their expertise with you, in a selection of ‘How to’ guides to help you get the best bang for your buck in your business.
In this guide one of our virtual assistants Ashley talks about how you can effectively record meetings or interviews and avoid the common pitfalls that many people make.
“Recording meetings or interviews can be hugely beneficial. It keeps an accurate record of exactly what was (and wasn’t said) at the time, which you can always refer to at a later date. It can allow you to focus on the content of a meeting without worrying too much about capturing the relevant notes. It can enable all parties to feel confident that there will be no misunderstanding.
If you are recording a meeting then I always encourage people to think as if they were videoing it, as many of the same principles apply.
Background sound levels are absolutely critical. Recording a meeting in a quiet room is likely to produce a much clearer recording than one in a busy environment. But you need to consider more than that. Think about ambient noise such as that from open windows, machinery in the background, or even echoes in large empty rooms.
Use the right equipment
You wouldn’t expect your smartphone to film a US blockbuster, so don’t expect the same when it comes to recording interviews. Plan ahead for the kind of meeting, the environment, the number of people involved etc and decide what equipment you need. If it is just a chat between two people then a recording app on your phone might be perfect. Just make sure your phone is fully charged or take a power charger with you. For larger meetings, microphones and a recording device will be required. Ensure microphones are placed so that everyone can be heard, particularly respondents in interviews. Run tests before you start recording and consider using a backup device as well just in case the worst happens.
Agree the ground rules
Particularly if you are recording a meeting with a number of people involved, discuss up front how you will ensure that every voice gets heard. Make it clear that the meeting will be recorded so participants need to ensure that they do not interrupt each other, talk over each other or have conversations between themselves on the side. Everything needs to be channelled through the group and everyone needs to be given their fair share of voice. Don’t be afraid to remind people of the rules during the meeting if needed, or stop the recording to take a pause and reset if conversation gets heated.
With the right planning and equipment you can ensure that every word is recorded clearly. Transcripts can be completed if required, delivering you both an audio and a written record of what was said.”
If you think you could benefit from the audio transcription skills of Ashley or any of our other virtual assistants please get in touch. Our highly experienced team love to take on the tasks you don’t have time to do, don’t have the skills to do, or simply don’t want to do. You can call on 01483 332220 or email us at [email protected] to find out more about our nationwide virtual assistant service. We pride ourselves on being the staff you don’t see, but the difference you do.