How recording the meetings helps build a knowledge repository?

Remote working grew exponentially in the last couple of years, with more than 70% of professionals expecting it to become a new normal. Video meetings have become a dependable source of information exchanges. However, remembering every tiny detail of a meeting may become a daunting task when it stretches long or happens late in the day. Hence, companies can build a knowledge management system to deal with the aftereffects.

Why should you build a knowledge management system?

As per the concept of Knowledge Management, one of the company’s assets is knowledge, which can transform business and generate profits. Every company processes bulk amounts of data, information, expertise, and learning daily. The size of data keeps growing with each passing day. Hence, it becomes vital to gather and store all this information to benefit the organization.

One of the contributors to this asset class is the meetings you conduct. With conference room meetings in the offices replaced by virtual meetings, the need to record meeting minutes becomes essential. 

Importance of a knowledge management system

The continuous processing and exchange of information happen continuously in an organization. Hence, it becomes a growing need to store all the data and knowledge categorically for easy consumption by the employees. Access to the knowledge management system will help employees learn about critical matters and also upskill themselves.

Other significant benefits of this system are as follows:

1. Learning becomes a habit.

One of the reasons for building a knowledge management system is that it helps cultivate a culture of learning within the organization. The knowledge repository saves time by providing essential information at once. It improves the self-assessment and self-improvement factors in employees.

2. The organization breeds innovation.

When your organization manages knowledge regularly and effectively through a knowledge management system, employees can bring creativity into play at performing different tasks. Your brainstorming sessions get filled with innovative ideas and suggestions.

3. Decision-making ability improves

The more information is gathered and stored, the richer the asset or wealth of an organization. At critical points, the knowledge management system serves as a filter to help you make informed decisions. Whether it is management personnel or a subordinate level employee, access to a vast knowledge base reveals improvement in their decision-making abilities.

How to build a knowledge management system?

The core feature of a knowledge management system is to store information, data, and knowledge that users can retrieve at the time of need. But you must not confuse knowledge management systems with business intelligence. While the former includes both explicit and implicit knowledge, business intelligence centers around direct knowledge. 

To build a knowledge management system, you can follow this approach:

1. Sourcing the data and information to be filled

You want to build a knowledge management (KM) system. Hence the prerequisite is to know what you want to document. You can collect the required information in the following ways:

  1. Analyze the issues for which users raise the tickets with your support team
  2. Hold a meeting with your team to discuss the pain points openly.
  3. Use analytics tools such as Google Analytics to understand what information users are looking for on your site.

Deploy social tools to sift through social media conversations about your business as 89% of customer service professionals nod to customers sharing their experiences on social media platforms.

2. Organizing the data and information

You should organize your knowledge management system in a way it becomes easy for people to access information. Here’s a to-do list:

  1. Categorize the data based on the information included in it.
  2. Give special attention to the most frequently used elements.
  3. Don’t forget to interlink within articles to direct users to other helpful links.
  4. Use a mix of texts, animations, and videos to impart beneficial information.
  5. Add a space for feedback to record responses.
3. Analyzing and optimizing the KM system

The goal is to convey the information captured in your knowledge management system effectively. While there is no definite way to track user satisfaction with the content, you can resort to a simple binary feedback form. 

Was this page helpful?” [Yes or No]

The recorded responses can help you optimize the information to make it more worthy.

4. Updating the knowledge management system

Elicit feedback from customers to continually improve your knowledge management system. Take proactive measures for self-improvement and reward yourself with a revenue boost, satisfied customers, and higher ROI.

What does building a multimedia knowledge repository mean?

The global workforce started working from the comfort of their homes to curtail the spread of the deadly COVID-19. Daily meetings in physical offices between stakeholders to track the progress, create a new pitch deck, or review the performance transformed into virtual meetings. Video conferencing solutions such as ZOOM, Microsoft Teams, Google Meet facilitated seamless communication between concerned people. 

The experience is new so are the problems associated with it, such as missing out on the critical part, technical glitches, among others. The one way out could be to record meeting minutes and share them with the team. 

When you record meetings, you can capture the complete video session that can help in the easy distribution of knowledge across departments. Other benefits could be helping your customers by providing them helpful information through video content. 

In short, building a multimedia knowledge repository by recording meetings could go a long way in streamlining business activities. Already 43% of remote and in-house teams are relying on video conferencing solutions. The numbers will only grow with time. 

Why should you record video meetings?

The core product of Superpro.ai is meeting rooms which can empower your business communications. But before choosing the product, you must go through the various advantages of recording video meetings.

1. You do not miss any detail.

According to a survey, most employees attend 62 meetings in a month. If an average session lasts for around 30 minutes, it is practically impossible for a human being to retain so much information. Chances of missing critical information are high. Therefore the best response to it is to record video meetings.

2. You can do away with note-taking.

After all, the whole purpose of the video meeting is communication, and the note-taking process can defeat the purpose. So, when you record meeting minutes, the participants can focus on the discussion and contribute.

3. You can involve every employee.

In remote work, zeroing in on a meeting time suitable for all can be difficult due to various reasons. There can be health emergencies or any other disruption that may prevent an employee from attending the meeting. Recording the sessions and making them available to employees on-demand can add to the convenience of everyone.

4. Your recordings become helpful for future references.

Monthly or quarterly review meets can refer to the recorded meetings to evaluate the progress based on the decided goals. When you record meeting minutes, you save time by not going through the notes to check the highlights. Also, annotating critical moments in the meeting helps as a quick reference.

5. Your organization becomes better at knowledge management.

A collection of recorded video meetings in a centralized video library becomes a convenient knowledge repository to reiterate similar information every time. If you want to train your new hire about the company’s integral values, these recordings can prove to be helpful.

6. Your employees remain accountable.

When you record video meetings, employees become mindful of what they are communicating during the session. Also, the recordings can serve as a yardstick to measure employees’ contribution to the goal.

7. You reduce the number of redundant meetings.

Defining a standard procedure of some processes can save you time getting involved in a video session every time. Recorded video meetings for new hire orientation, key information sharing, or essential training activities can free up employees’ time and help them concentrate on crucial tasks.

Dealing with the associated concerns

Organizations are fearful of recording video meetings to allay the risk of potential security breaches and information leaks. The concern is genuine because each session holds a definite purpose and is helpful for a selected few. Hence, controlling and sharing information in a recorded form becomes a bit tricky.

Superpro.ai solves your security concerns by letting you maintain a centralized video library having SSO integration, end-to-end encryption, and other compliance and privacy features. The cloud storage benefit gives you the advantage of sharing controls with concerned people and departments. All in all, it is a revolutionary method to transform your business communications.

Do more with Superpro.ai

Since remote working is the future of business, video meetings are here to stay. Also, 73% of people indulge in other works while attending a video meeting shows the importance of recording the sessions for building a knowledge repository.

Superpro.ai is here to give you a stress-free experience through its products. Our personalized meeting room offerings are feature-rich to deliver a wholesome experience. You are not going to need any extra software or plugin to make it work. We take care of it for you, so you are busy with more significant tasks.

Click here to get started.

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