Travel Down, Technology up. Welcome to the Age of Video & Conference Calls!

The Shift to Virtual Meetings: Pros, Cons, and Best Practices

Many companies have reduced travel and meeting budgets in response to economic challenges. As a result, teams are now relying on technology, such as web conferences and video calls, instead of in-person meetings.

Can Virtual Meetings Replace Face-to-Face Contact?

With in-person meetings less common, businesses are asking if virtual meetings can provide the same benefits. Each approach offers distinct advantages and challenges. Understanding these can help you create the best meeting experiences for your team.

Pros and Cons of Technology-Enabled Meetings

• Pros:
  • Save time and money by eliminating travel.
  • Offer more flexibility in both location and scheduling.
  • Allow you to archive sessions for later review or sharing.
• Cons:
  • Make it harder to read body language and facial expressions.
  • Reduce opportunities for social interaction and team bonding.
  • May lead to unnecessary distractions for some participants.

A study from Gartner found that 82% of company leaders plan to allow remote work at least some of the time after 2020 (2020). This trend means learning how to get the most from virtual meetings is more important than ever.

Getting Ready for Remote Working

To succeed with virtual meetings, you need both the right tools and good habits. Here are some steps to make the most of remote work and video conferences:

• Use reliable video conferencing software.
• Ensure your internet connection is stable.
• Choose a quiet location with good lighting.
• Prepare an agenda and share it before the meeting.
• Encourage participation from everyone attending.

Recording Calls for Reference and Sharing

Recording your calls is important for archiving, taking minutes, or sharing with those who missed the meeting. However, many users are unsure of how to record meetings, especially on platforms like Skype, which may not include a built-in recording function.

• Check the features of your conferencing app for call recording options.
• Use third-party call recording software if needed—for example, tools like SuperTinTin for Skype.
• Always inform participants when a call is being recorded.

Why Transcribing Meeting Recordings Is Essential

Recording a meeting is only the first step. Transcribing these recordings provides even greater value:

• Transcripts make it easy to review important decisions and next steps.
• They help team members who missed the meeting stay informed.
• Transcripts are searchable, saving time when looking for details.
• They promote accessibility for all participants, including those with hearing differences.

Attaching a large video file to an email is often impractical. A written transcript is easier to share and review. Using a service for professional transcription streamlines this process.

Best Practices for Transcribing Virtual Meetings

• Use automated transcription for fast results when you need quick notes.
• Select human-based transcription services when accuracy is crucial, such as for legal or business decisions.
• Choose services that offer closed captioning or subtitling to make video content more accessible.
• For global teams, consider translation services or audio translation to bridge language gaps.
• Have a transcript proofread using transcription proofreading services to ensure quality.

How to Choose the Right Transcription Solution

• Compare transcription pricing to find a plan that fits your budget.
• If you need captions, check captioning services pricing before ordering.
• Place your transcription order or order captions online for fast turnaround.

Conclusion: Streamline Remote Meetings with GoTranscript

As companies shift to virtual meetings, capturing and sharing information effectively is critical. Recording calls, transcribing them, and making information easy to access takes your business communication to the next level. Services like GoTranscript offer a full range of solutions, including transcription, automated transcription, closed captioning, and translation. Let GoTranscript help you get the most out of every virtual meeting.