November 5, 2020, 8:30 a.m. to 6 p.m. EDT | November 6, 2020 – February 7, 2021, On-Demand | Online Conference
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[QUESTION] To what extent can the recording of meetings be one:
 - 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.
 - 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.
We record our online meetings. It helps everyone stay focused on the meetings without worrying about taking notes especially the minutes takes as they can go back and listen to the records then formulate the meeting minutes.
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
Other possibilities include:
1) failure to understand what was said
2) poor wording or statement
3) transmission static
4) change in conditions requiring adjustment in strategy
Too many people lose focus during on-line meetings and later assume based on later discussion. Also, people are too busy organizing their thoughts for a response rather then actually listening to the entire statement being made. Thirdly, there may be significant secondary discussions going on concurrently, and forth, the speaker is not always identified by all participants.
Thus, a forth bullet for 'downside' is a higher probability of misunderstandings. This, as well as the other risks, can be mitigated but some thought has to be applied. An in-line meeting is to be managed different than a face-to-face.
The way I see it.
Advantages: it is a quick, effortless way to record meetings, and recording can be used as minutes from the meeting. The recording provides also really objective representation of the meeting - what was said and discussed.
Disadvantages: it can be inconvenient to quickly check or search the minutes for a specific point of discussion, or a quick overview, one has to either watch the whole meeting video, or fast forward the recording, but then you lose the whole picture. I personally prefer to have minutes written (call me old school :) ), so one can quickly go through them to get the whole picture and focus on a certain point which interests me. As said earlier, people are not quite open to pose questions or discuss when there is recording of the meeting.
Another disadvantage, or more like comparison to the standard way of taking minutes, is that in the written minutes, people tend to scrap the emotions from statements, while the recording takes a snapshot of a specific moment in time, including the emotions. If someone may have had a rough time before meeting and expresses some emotions or be more critical, this will stay in the recording, which may not be of his / hers advantage in a long run.
I find it a good practice, and to be well received by the participants, to ask at the beginning of the meeting all participants if it is ok to record the meeting. I think the people then feel more relaxed. But from my experience, this does not happen in all the meetings.
Why would you feel that a recording of an on-line meeting would overcome the risk of misunderstanding? Just because I can verify "what" was said, I might still miss "how" it was said in terms of body language, tone and so on.
I was responding to Luis's follow up question to my original response - he had asked "To what extent can the change of the Project Manager and / or the managers send the intention to cyberspace?" and I was responding to that...
i started recording MS Teams meetings because:
1)Unable to attend all meetings related to the project i'm managing.
2)Not always understood about business members requirements.
I ask permission in the beginning.
MS Stream, the program included in MS Office 365 package, lets you trim and share video afterwards.
I decided to try a month ago, in my opinion as said, it may help to clarify doubts and unfold requirements,
After a month experience it, more than a dozen meetings recorded, some people approve, others don't.
Not easy to manage, so i only record the meeting if all the people attending agree.
As everything there is the positive and the negative perspective about the situation.
As project manager, it's one more tool at my disposition.
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 "
Like any other information, video recordings can be viewed as having permanent or transitionary business value.
When you record a meeting as an input to the preparation of meeting minutes, the value is transitionary. The recording should be deleted once its purpose has been satisfied.
When you record a presentation for the purpose of re-broadcasting, it becomes an organizational asset and needs to be protected as such.
I will leave it to lawyers to equivocate on the legal value of video recordings.
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