Project Management

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Topics: Career Development, Leadership, Talent Management
Online meetings (video), recording, streaming and projects
What, in your opinion, are the advantages and disadvantages of recording online meetings?

What is the effect of recording meetings on the behavior of team members?
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Dear Luis,

One benefit of recording meetings is it avoids confusion and ambiguity about what was said in a meeting.

However with video conferencing how you phase sentences and how you communicated must be tailored to your audience especially if it is a multi culture team that are located across multiple regions.

Usually in meeting one person one be nominated to take minutes of the meeting that would summaries the key points and then email them onto all relevant stakeholders.

There is more concern about having the PMO as integrated and as seamless as possible were all relevant documentation are stored centrally and can be linked and joined and documents connected to avoid duplication and overlapping.

As with the recording of meetings, this method allows notes to be taken after the meeting, team members acting more professional but maybe reluctant to bring up certain topics or ask certain questions as they know they are being recorded.

Also this material could become part of a discovery exercise for a court case if an litigious reason arise as a result of the project. Team members could be called to give the evidence.

Also if team member leaves the organisation but there is still a visual record of them be part of a previous organisation they worked for this may have a negative impact of their career especially if any litigious reasons arises from their time at the organisation.

With any technology their are plus and minus for it implementation so a strong business case must exist before it is considerable and a trial period for its use must be followed before any role out.

Daire
...
1 reply by Luis Branco
Apr 21, 2020 6:19 AM
Luis Branco
...
Dear Daire
Thank you for participating in this reflection and for your opinion

To what extent can the recording of meetings be one:
- Barrier to innovation (for fear)?
- Communication barrier (loss of freedom of expression)?
A recording would be very useful for any members of the project team who were unable to attend that day
...
1 reply by Luis Branco
Apr 21, 2020 6:22 AM
Luis Branco
...
Dear Tim
Thank you for participating in this reflection and for your opinion

We agree that the recording allows team members to have contact with the content of the meetings if they have not been able to attend.

What other advantages do you see?
And inconveniences?
Apr 21, 2020 5:02 AM
Replying to Daire Guiney
...
Dear Luis,

One benefit of recording meetings is it avoids confusion and ambiguity about what was said in a meeting.

However with video conferencing how you phase sentences and how you communicated must be tailored to your audience especially if it is a multi culture team that are located across multiple regions.

Usually in meeting one person one be nominated to take minutes of the meeting that would summaries the key points and then email them onto all relevant stakeholders.

There is more concern about having the PMO as integrated and as seamless as possible were all relevant documentation are stored centrally and can be linked and joined and documents connected to avoid duplication and overlapping.

As with the recording of meetings, this method allows notes to be taken after the meeting, team members acting more professional but maybe reluctant to bring up certain topics or ask certain questions as they know they are being recorded.

Also this material could become part of a discovery exercise for a court case if an litigious reason arise as a result of the project. Team members could be called to give the evidence.

Also if team member leaves the organisation but there is still a visual record of them be part of a previous organisation they worked for this may have a negative impact of their career especially if any litigious reasons arises from their time at the organisation.

With any technology their are plus and minus for it implementation so a strong business case must exist before it is considerable and a trial period for its use must be followed before any role out.

Daire
Dear Daire
Thank you for participating in this reflection and for your opinion

To what extent can the recording of meetings be one:
- Barrier to innovation (for fear)?
- Communication barrier (loss of freedom of expression)?
...
1 reply by Daire Guiney
Apr 21, 2020 10:18 AM
Daire Guiney
...
Dear Luis,


[QUESTION] To what extent can the recording of meetings be one:

[1] - Barrier to innovation (for fear)?

People do not like their ideas and concepts shot down in front of their peers and work colleagues and with the advent of youtube and video streaming sites some team members maybe afraid that the content of these videos may get into the general public.

Some people do not like the way the look on video and may not want accessible video content that their work colleagues can see.

Also who would be able to view the content and how would it be distributed.

There is issue of who owns the content even if the organisation has employees sign this into their contracts as it would mean that the video would be only for internal use.

There has been examples of were employees have found their staff pictures used in official organisation marketing material without their knowledge so this could be another reason for not wanting to record meetings.

It is important for the project manager to create an environment that is conducive and constructive for their project team so the recording of meetings maybe more of a hindrance than a help.

[2] - Communication barrier (loss of freedom of expression)?"


Some people on a project team do not like to put their head above the parapet and prefer to work in the background, do the work their assigned and answer questions when asked in a meeting setting. They may be shy, not good a public speaking, introvert personality type, not the 'talkative type' and many other reasons.

There is a tendency to employ similar personalities on a project team as they are skills needed for managing projects however a diverse set of personalities across a project team is more beneficial than have a project team who are all outspoken, outgoing and sometime over eager to help.

Daire
Apr 21, 2020 5:46 AM
Replying to Tim PM
...
A recording would be very useful for any members of the project team who were unable to attend that day
Dear Tim
Thank you for participating in this reflection and for your opinion

We agree that the recording allows team members to have contact with the content of the meetings if they have not been able to attend.

What other advantages do you see?
And inconveniences?
It does provide an audit trail for governance too, but yes it could act as a barrier to some people's communication (which is not desirable on a project). However, in practical terms you would need to decide how would you store and replay the calls in the long term beyond the lifespan of the project. Also what about Data Protection legislation, GDPR, presumably the video would come under that? Would people have to agree to it being recorded?

Personally, I'd prefer to keep a recording of just the audio for a few days until after the minutes have gone out and anyone who was on leave has had a chance to hear it, then delete it if there are no issues from the minutes.
...
1 reply by Luis Branco
Apr 21, 2020 9:27 AM
Luis Branco
...
Dear Tim
Thank you for sharing your opinion with us

In order to be able to record the meetings, there must be the consent of the participants.
In a project team if the company requests that the videos be recorded as the Project Manager reacts? And the project team?
A lot depends on what you intend to use the recording for and what your participants perceive you to be using the recording for.

If you and they are on the same page and the intent is positive (e.g. to bring someone who was not able to attend up to speed) then you will get less of the Hawthorne effect happening.

The level of psychological safety and trust within the team also influences this. The higher those are, the less likely that recording events will influence how those events play out.

Kiron
...
1 reply by Luis Branco
Apr 21, 2020 9:31 AM
Luis Branco
...
Dear Kiron
Thank you for participating in this reflection and for your opinion

How do you measure the intention with which things are done these days?
To what extent can the change of the Project Manager and / or the managers send the intention to cyberspace?

What advantages do you see when recording meetings? And what are the drawbacks?
Apr 21, 2020 7:02 AM
Replying to Tim PM
...
It does provide an audit trail for governance too, but yes it could act as a barrier to some people's communication (which is not desirable on a project). However, in practical terms you would need to decide how would you store and replay the calls in the long term beyond the lifespan of the project. Also what about Data Protection legislation, GDPR, presumably the video would come under that? Would people have to agree to it being recorded?

Personally, I'd prefer to keep a recording of just the audio for a few days until after the minutes have gone out and anyone who was on leave has had a chance to hear it, then delete it if there are no issues from the minutes.
Dear Tim
Thank you for sharing your opinion with us

In order to be able to record the meetings, there must be the consent of the participants.
In a project team if the company requests that the videos be recorded as the Project Manager reacts? And the project team?
...
1 reply by Tim PM
Apr 21, 2020 10:15 AM
Tim PM
...
I could see the consent process being a pain at the start of a meeting - especially a virtual one. And what happens if people, e.g. external suppliers, decline....
Apr 21, 2020 8:12 AM
Replying to Kiron Bondale
...
A lot depends on what you intend to use the recording for and what your participants perceive you to be using the recording for.

If you and they are on the same page and the intent is positive (e.g. to bring someone who was not able to attend up to speed) then you will get less of the Hawthorne effect happening.

The level of psychological safety and trust within the team also influences this. The higher those are, the less likely that recording events will influence how those events play out.

Kiron
Dear Kiron
Thank you for participating in this reflection and for your opinion

How do you measure the intention with which things are done these days?
To what extent can the change of the Project Manager and / or the managers send the intention to cyberspace?

What advantages do you see when recording meetings? And what are the drawbacks?
...
1 reply by Kiron Bondale
Apr 21, 2020 3:42 PM
Kiron Bondale
...
It all comes back to trust. If the PM or leader says one thing but does another, you know they can't be trusted.

The main advantages of recording meetings are:

- Making it easier to write up the minutes
- Having an audit trail
- Helping those who couldn't attend the meeting get up to speed

The downsides of recording meetings are:

- The Hawthorne effect
- Privacy concerns
- Depending on the quality of the recording and how well people's voices were recorded some of the content might not have been recorded

Kiron
My preference is to avoid recording of 'working sessions' and 'brainstorming' meetings as it will inhibit free and open discussion. However, there may be value in recording formal decision meetings. Even in face-to-face meetings there can be misunderstandings - even more so with on-line meetings.

That being said, there are a number of considerations with regards to on-line meetings:
1) Someone may be recording the meeting regardless of any official position on the matter. It may be better to have the official rather than personal version.
2) The recorded meetings are not subject to participant review as are minutes or notes thus there is no filter to 'deal' with miss-statements or misunderstandings. (- that is not what I meant or - I misspoke).
3) recordings can end up in the wrong hands, taken out of context or manipulated
4) a recorded session could become a 'show' with participants playing to the recording rather than exploring potential solutions to project issues.
5) Some participants may be more comfortable and familiar with recorded meetings than others and monopolize the meeting.

In my experience there are times when I wish I had a recording of someone's commitment and other times where I think "thank God no one recorded that."

In the end I agree that on-line meeting have a different dynamic than face-to-face. There are pros and cons (benefits and risks) to recording meetings and one has to be aware of these and mitigate accordingly.
...
2 replies by Daire Guiney and Luis Branco
Apr 22, 2020 9:57 AM
Luis Branco
...
Dear Peter
Thank you for sharing your opinion with us

Interesting points for reflection that brought to the debate

We agree when you write: "In the end I agree that on-line meeting have a different dynamic than face-to-face. There are pros and cons (benefits and risks) to recording meetings and one has to be aware of these and mitigate accordingly "
Apr 22, 2020 2:39 PM
Daire Guiney
...
Dear Peter,

I agree with your point that some team members may use the recording of meetings as a stage to manipulate the work environment for their own benefit.

Off course this may happen without the meetings being recorded but I have found that when people are being recorded, even if its at a wedding or a family occasion, their persona and personality changes especially if they do not know those person present very well.

it seems that it is an opportunity to inflate their personality and come across as a completely different personality.

I think the recording or meetings for latter playback give rise to such instances occurring and as a result you are not getting a true picture of this person.

With this they may try to play down or play up their strengths and weaknesses which does not bode well for the project team or the project.

Daire
Apr 21, 2020 9:27 AM
Replying to Luis Branco
...
Dear Tim
Thank you for sharing your opinion with us

In order to be able to record the meetings, there must be the consent of the participants.
In a project team if the company requests that the videos be recorded as the Project Manager reacts? And the project team?
I could see the consent process being a pain at the start of a meeting - especially a virtual one. And what happens if people, e.g. external suppliers, decline....
...
1 reply by Luis Branco
Apr 23, 2020 4:15 AM
Luis Branco
...
Dear Tim
Thank you for sharing your opinion with us

Platforms can be configured to start filming meetings automatically

I believe that, at the beginning, the protocol of asking if the participants accept that the meeting is filmed is fulfilled.

Over time, the footage becomes the "new normal" and, as a consequence, the actors are not asked anything
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