Live Notetaking Explained for Business
Not many businesses consider live notetaking as a viable option for their meeting or discussion needs, but keeping a thorough record is business-critical.
Despite being often overlooked, live notetaking is an option that saves time, resources and effort! This service can provide you with instant detailed and near-verbatim transcripts that could serve your business in a number of ways. Whether you want records of a meeting to be shared with those who missed it or safeguard your business against legal disputes, a live notetaker could help.
In this article, we’ll cover what live notetaking is, the ways in which it could benefit your business and how you can pick the right live notetaking services for you.
What is a live notetaking service?
A live notetaking service involves professional typists being sent to your premises or joining a conference call. These typists will typically be able to type a minimum of 100 words per minute (WPM). They will record whatever you need, whether it’s the transcript of a meeting, discussion, a legal meeting, or a market research focus group.
Most services type ‘near-verbatim’. Verbatim is a term used to describe when the exact words said are followed. These typists will create lengthy, readable transcripts that contain all of the rich information in full sentences, with the speaker clearly identified.
Why use a live notetaker?
Now that you have a good understanding of what a live notetaker is, it’s important to look at the benefits associated with this. If you need notes taken quickly, it would be inefficient to use a member of your own team. This means that they won’t be able to contribute to the discussion or focus on other tasks. Plus, if you don’t have a professional typist in your midst, it’s unlikely that they are going to be able to type quickly enough. That’s why using a live notetaker will not only save time but effort and resources as well. It means you can leave time to focus on more important things.
When can a live notetaker help?
There are seven main scenarios whereby a live notetaker can assist. This includes the following:
- Reliably record meetings — the number one value that live notetaking delivers is the creation of an accurate and reliable meeting record. This might seem obvious — it’s why notes are taken in the first place. What a live notetaker brings is diligence and impartiality. There is a single, clear record of decisions. Department priorities won’t slant what is recorded, and you can update attendees and non-attendees alike with the exact course of events — making sure that nothing gets lost.
- No one has to be distracted by taking notes — Live notetaking removes the burden of taking notes from everyone in a meeting. This means that everyone can focus on the discussion, giving their full attention to problem-solving and communication — not scribbling down what was said for later reference. This can shorten meetings and improve the decisions that get made.
- Analyse discussions for research purposes — an accurate record of your meetings allows you to go back over discussions, enabling you to analyse what has been said. Data is imperative to businesses today, yet a lot of important data and information is spoken, which makes it impossible to track and assess. This is where a live notetaker comes in.
- Ensure no one misses a discussion — with a live notetaker, you’ll be able to make sure that all information is shared with anyone who is not in attendance. From conflicting work commitments to simply someone being unwell, there are a number of reasons why someone important may be absent from a meeting or discussion. A live notetaker can ensure that they don’t miss out on anything critical.
- Safeguard your business against legal disputes — Live notetaking can provide thorough, accurate and impartial records. This can serve as great evidence should a legal dispute arise.
- Ensure there’s no friction during sensitive HR meetings — During certain types of meetings, having a notetaker can ensure the atmosphere is professional and that there is no friction. This is especially important during disciplinary hearings. Their presence can ensure that volatile situations don’t get out of hand.
- Guarantee impartiality — Live notetaking ensures there’s an unbiased person who can create unbiased notes. This keeps the peace during business discussions. It’s why live notetakers are valuable for HR reasons. However, it can also bring clarity to departmental disputes. If you were to use an in-house team member to take notes, they may only jot down the bits that they feel are important, which can create bias.
How do you pick a live notetaking service?
Now that you know about all of the benefits that are associated with live notetaking, you’re going to need to choose a business with care if you want to experience all of the benefits that have been mentioned. Here’s a look at the different factors you need to consider.
Three levels of notetaking
A quality notetaking service will deliver three distinct levels of service, and the ability to choose between the three. These include:
- Delivery of immediate notes: With a live notetaking service, you will get an immediate copy of the notes delivered directly after. These may be a little rough, but if you’re in a rush, they let you hit the ground running.
- A cross-checked redraft: Once the notes are complete, a quality notetaker can go away and quickly cross-check those notes for accuracy. That means proofreading. But also checking that acronyms and names are spelt correctly. This can be done immediately afterwards and delivered by around 9 the next day.
- Minutes: Live notes can then be transformed into proper minutes. That means including timestamps, direct speaker accreditation and formal structure. This process is often added for an extra fee and completed within 48 hours.
Professional services won’t struggle with multiple speakers — they’re able to identify every contribution throughout the discussion. Therefore, you don’t need to worry if you have a big meeting with lots of key players, as a professional notetaking service will be able to effectively transcribe it all.
Impartiality is key when it comes to recording the contributions from all the speakers involved in a meeting or discussion. That’s why you need professional notetakers. Taking unbiased notes can be important in a lot of businesses. This is something you can’t get if you use an internal team member. There is always going to be bias, whether intended or not, which is why a professional service comes so highly recommended.
Confidentiality is a massive issue for businesses today, and so it’s important that you pick the right professional notetaking service. After all, you don’t want your data to fall into the wrong hands. A professional service will have non-disclosure agreements with their notetakers as standard. You can even request extra NDAs if necessary.
They will also use secure connections, such as encrypted log-in portals and storage to ensure your data is safe. If the transcriptionist is going to be taking the data off-site, it’s recommended that you look for companies with ISO 9001 and ISO 27001 accreditation.
Get the right live notetaking service for your business
All in all, there is no denying that there are a lot of benefits that are associated with using a live notetaker for your business. While these individuals can ensure that all meetings and discussions are accurately transcribed, their benefits extend a lot further than this. They will also free up resources at your own business while making sure that there’s no bias when it comes to your notes and records.
The only thing you need to do is make sure you choose a live notetaking company with care, and with the advice that has been provided, you can make certain that you pick the right service for you.