28 Jul What to look for when transcribing board meetings
We have over a decade’s experience of producing exactly the sort of record you’re after – we have thousands of hours of board meetings, meeting notes and transcripts to our name, and we can demonstrate an impressive track record of client satisfaction over this time.
We transcribe dictations recorded using many forms of software including our own bespoke system, and the other major transcription software providers such as Express Dictate.
With the exponential upward trend in the mandatory recording of meeting notes comes the necessary dedication of time to this oftentimes arduous administrative task. The problem is that many meetings are long, especially the quarterly board meetings, and to make a worthy transcript of them can take anything from two times to ten times the meeting’s length. Meeting dictation software is now widely available to use.
Why are transcripts so important versus just an audio file record?
It’s easier to scan a transcript for key words and the section, or sections, you need to refer to.
Making sure you capture the right content
All content discussed in any meeting is highly important and sensitive data. Capturing all of it concisely and securely is paramount. This is incredibly difficult if you are relying on, say, one support staff member taking notes as you go, or, as is a favourite go-to for many these days, using voice recognition software to attempt to capture the meeting in written form live.
When you have six, seven or more competing voices in an environment like this, the latter can lead to some highly amusing, yet (we’re betting) equally frustrating results. There is no denying the advancement of AI and speech-to-text technology; however, it lacks a certain sophistication that you can still only achieve from intelligent, human transcription. Ironically, in this situation, when one has two or three hours’ worth of meeting content to sift through, to correct any mishears, homophones and to make other potentially extensive grammar alterations, the issue of the time it takes to make these records hasn’t been solved; rather, the goalposts have merely been shifted. The time is now spent correcting these errors and filling in any gaps in the data.
Full audio recordings of meetings are great to have, and in this age of virtual meetings, the ability of videoconferencing software to record both video and audio automatically has been efficient and a blessing for many. However, as with any meeting that handles confidential client or company-specific data, security, of course, is an issue, as you are effectively giving the program you are using permission to ‘access your meeting’ and listen to everything that’s being said. More traditional methods of recording meetings, such as via a Dictaphone or recording on your smartphone using the voice recorder, are safer, but in both instances, you are left with hours of recordings that have to be listened to and either summarised or, in some cases, transcribed in full, be that via Express Dictate or other bespoke software, to create appropriate regulatory records from a compliance perspective. In other words, the recording itself only gets you halfway there.
The best ways of capturing everything you need from meetings
AGM, board and committee meetings should have a clear agenda. Without an agenda, a clear, coherent and compliant record is harder to obtain. Committee meetings may not always cover the same content, and members will come and go or take on additional duties, but the premise for each meeting is to establish a definitive set of objectives that need to be met.
There is a direct correlation between the quality of a meeting and the quality of the resulting record of that meeting, so naturally, first and foremost, this is top tip number one. Board meetings have the ability to be some of the best, most in-depth internal meetings a company can have. However, as with any meeting involving numerous speakers, if a live audio recording is made, however that may be executed, participants should always take care to speak as clearly as possible and to not talk over fellow colleagues or members where at all possible. This is particularly pertinent in a virtual meeting setting, where it’s not as easy to play off one another’s body language or chip in as quickly with an, ‘I’m sorry, could you repeat that, please – I didn’t hear you’.
What to do with your recordings?
It has long been the role of administrative and support staff to turn these spoken words into written words to create a formal record. However, the role these employees play within a company has changed over the years, and they are finding themselves without the time to complete such tasks; less tedious and time-consuming work is expected of them these days.
Express Dictate can help you capture information from board meetings and other calls, interviews and general meetings. We find Express Dictate easy to use although there are other meeting dictation software providers on the market so we’d encourage you to carry out due diligence on whatever provider you decide to use.
Using an ISO-accredited, reliable and secure transcription service like VoiceNotes is one of the best ways, if not the best way, of outsourcing this work. We are trained, highly experienced audio transcriptionists and proofreaders with the sharpest of ears and eyes that never miss a typo or a missing piece of punctuation. We care about more than just getting the words on the page. We ensure pinpoint accuracy and consistency, and we fact-check every name, every company, every fund, and anything else that needs verifying.
Moreover, as this is our bread and butter, we truly can be the answer you have been looking for from a time management point of view. We can have a full two-to-three-hour meeting transcript with you, fully proofed, within 48 hours (two business days), or a summary call report dictated post-meeting back with you within the same business day.
Why VoiceNotes is the number 1 choice for accuracy and security when it comes to board meeting transcriptions
- Quality is guaranteed, as every transcription passes through at least two members of our team – one audio transcriptionist and one proofreader
- Fast turnarounds due to employing our own staff, so we don’t need to search for a freelancer and check their availability
- Only our trained, experienced, editorial-grade proofreaders and copy-editors will work on your project
- You will have a dedicated account manager
- You can upload your audio files securely
- Everything is date and time-stamped for legal and compliance auditing
- We have over a decade’s experience with FTSE 100 companies, SMEs and individuals
- We are ISO 27001-accredited, ensuring data is kept safe and confidential at all times
- For compliance and security, we guarantee to keep all work and data-handling on your transcription UK-based
- No set-up fees
- No minimum requirements
How much does it cost?
We have a 2-step process as every transcription passes through at least two members of our team – one audio transcriptionist and one proofreader. We charge from £3 + VAT per audio minute. However, we also have a subscription-based price which guarantees a lower price for regular work. Please ask us about what you are looking for and we can usually meet your requirements.
Here are some further articles you may be interested in:
For details on how to record a meeting note for regulated sectors, click here.
In July 2020, our infamous article ‘From Regulation To Recession’ was published. If you’d like to read this article, click here.
For testimonials from banks and investment firms who use VoiceNotes, please click here.
For transcription services used in Human Resources, please click here.
For details about the importance of an ISO-accredited transcription company, click here.
To hear our views on fintech, hedge funds and online Meetings, click here.
Transcribing Zoom Meetings, click here.
Please get in touch with any questions or to request a free trial of our transcription service using Express Dictate: firstname.lastname@example.org / 0207 117 0066 / online form.