It is convenient to use the recording function instead of handwriting the minutes of the Zoom meeting

It is convenient to use the recording function instead of handwriting the minutes of the Zoom meeting

Notes
・Since this content is intended to provide general information, it includes initiatives in which we are not involved.
・Photos and images used in the article are images. It may differ from the content provided by the actual product or service.
・The content of this blog is based on the information at the time of publication. Therefore, regarding the content of the product, images and operating procedures may differ from the current version due to version upgrades, etc.

*Zoom and services that include the name Zoom are services provided by Zoom Video Communications, Inc.

From July 15, 2022, Zoom will have a 40-minute limit even for meetings with two participants if you have a free subscription. (Previously, it was only for meetings with 3 or more people.)
Companies and organizations using Zoom for business should consider switching to a paid license at this opportunity. 

In today’s world where AI-based services are common, some people may be writing meeting minutes by hand. Minutes of board meetings and general meetings of shareholders are especially important, so many people who are in charge of secretarial work have a hard time.

Under these circumstances, with Zoom, which allows anyone to easily hold online meetings, you can efficiently create minutes by using the recording function.

In this article, we’ll take a closer look at how to smartly take notes for meetings over Zoom.

This article is for people who:

  • The person in charge of creating the minutes of the Zoom meeting
  • People who are looking for an efficient way to create meeting minutes
  • People who want to know how to record / record useful for creating minutes of Zoom meetings

What is the “recording function” that can be used to create minutes on Zoom?

Zoom’s recording function, as the name suggests, is a function that allows you to record and record online meetings.

I will explain how to use it in detail later, but it is characterized by being able to operate freely, such as recording the entire meeting or recording only a part of the meeting.

By using the recording function, you can save the participants of the online meeting and the flow of the meeting as data, which can be used as a substitute for minutes. Another point is that you can create more accurate minutes by reviewing the recorded data of the meeting.

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Explain how to use the recording function

Explain how to use the recording function

Zoom’s recording function has two methods: manual recording of meetings and automatic recording.

In this chapter, each recording method will be described in order.

How to manually record and record data instead of minutes

To record the Zoom meeting manually, click “Record” displayed at the bottom of the screen with the Zoom meeting started.

While recording, you’ll see a “Recording…” message at the top of your device’s screen.

If you want to stop recording, just click the “Pause/Stop Recording” button at the bottom of the screen.

Note that recording can be stopped and resumed at will, even during a single meeting. It would be a good idea to find the best way to use it according to the content of the minutes you want to create.

How to automatically record and record data instead of minutes

If you want to automatically record the Zoom meeting and create minutes, you must change the settings before starting the meeting. The specific steps are as follows.

  1. Log in to the Zoom web portal
  2. Click “Settings”
  3. Open the “Recording” tab
  4. Select the data storage method (*described later)
  5. Change the ‘auto record’ toggle to blue

If you change the settings according to the above procedure, you will be able to record automatically when you start a meeting with Zoom. If you frequently need to take meeting minutes, autosaving may be more convenient.

How to check the recorded minutes

The audio and video data of the recorded meeting is saved in the “meeting” displayed on the Zoom screen. If you select the “Recorded” tab, you can check the saved recordings and use them as meeting minutes.

There are two methods for saving recorded data.

There are two methods for saving recorded data.

Zoom has an audio recording function that can replace meeting minutes, but there are two ways to save data. In this chapter, let’s review the differences in how recordings are stored so that you can decide which one is right for your company.

Zoom Recording Feature 1: Local Recording

Local recording is a method of saving recording data on the device using the Zoom app. Local recording is available for free licenses as well as for those with paid licenses.

To enable local recording, change the settings using the following procedure.

  1. Log in to the Zoom web portal
  2. Click “Settings”
  3. Go to “Recording” tab, go to “Local recording” and change the toggle to blue
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Zoom Recording Feature 2: Cloud Recording

Cloud recording, as the name suggests, is a mechanism in which recorded data is stored in the Zoom cloud. A paid license is required to use this storage method. Please note that you cannot select cloud recording as a storage method with a free license.

Paid license holders are automatically granted the following storage capacity.

Usage plan storage capacity
Pro 1GB
Business 1GB
Education 0.5G
Enterprise Unlimited

After using up the free storage capacity, it is a system that allows you to increase the storage by making an option contract.

If you want to change the storage method of recording data instead of minutes to cloud recording, follow the steps below to operate the Zoom app.

  1. Log in to the Zoom web portal
  2. Click “Settings”
  3. Go to “Recording” tab, “Cloud recording” and change the toggle to blue

Advantages of storing the information necessary for creating minutes in cloud recording

Advantages of storing the information necessary for creating minutes in cloud recording

From here, we will explain in detail the benefits of recording Zoom meetings with cloud recording.

Since it is saved on the web, it does not put pressure on the data capacity of the device

A big advantage of storing data in the cloud instead of meeting minutes is that you don’t have to use the data capacity of the device that uses the Zoom app.

If you hold a web conference for a long time, the volume of recording data tends to increase. If the storage space of the personal computer is small, in the worst case, it may not be possible to save the data necessary for the minutes.

But with cloud recording, you don’t have to worry about that.

When 80% of the storage limit is reached, the owner of the Zoom account will be notified by email, so you can prevent missing data due to lack of space.

Can be viewed from multiple devices

When the recording data that replaces the minutes is saved in the Zoom app cloud, you can check the audio and video from another device. The point is that you can watch it even if you do not have the device you always use at hand, such as when you are in the office.

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Just remember that you must be logged in with the same Zoom account.

Easily share and collaborate with other participants

Zoom’s cloud recordings can be easily shared by simply passing the link to other participants. It is also convenient when you want to share and check the contents of the minutes with multiple persons in charge.

Also, if you just want to view the data in the cloud recording, you don’t have to have the Zoom app on your device. Another advantage of cloud recording is that you don’t have to bother asking the person you shared with to install the Zoom app.

summary

If you have a meeting via Zoom, you can reduce the time it takes to create minutes by using the recording function. If you acquire a paid license and use cloud recording, you can automate the creation of minutes data.

If the recording data of the meeting is saved in the cloud, it will be easier to share with other participants, so please consider using this opportunity