Be it in-person or online, conferences are one of the many constant variables in running a business. There are regular town halls that are essential to the betterment of the company’s operations. Meanwhile, some people look forward to detailed earnings calls or simple daily volume reports to closely monitor the team’s performance in accurate figures. When important notes are to be shared, admit it or not, group announcements are best served orally than just via lengthy memos.

Evidently, conferences make for easier information dissemination, but did you know you can take it up a notch? However big or small, wiser organizations take these meetings an extra step further by using conference call transcriptions.

If you’re looking to improve your next conference, here are ways transcriptions can help:

It attends to the absentees.

In a perfect world, all conference calls hold perfect attendance and everyone hops in the call not one minute late. In real life, unfortunately, that rarely happens. Because of this, most companies opt to have their conference audio or video recorded to fill in for those who couldn’t make it.

While these tapes do the job of rewinding the entire session for the absentees, transcriptions are key for more effective information digestion. When everything is written down in text format, highlighting important names and terms, as well as looking for progress reports and future agendas are as easy as 1-2-3!

It caters to a global audience. 

When trying to get a message across a wider scope, more thought and consideration must be put in place for the audience. Think global. Unless you have a real time interpreter during the entire conference, transcriptions are the perfect option to cater your international participants. This way, no news will be left unshared and every tiny detail will be recorded in the transcript precisely as they were presented.

It aids the deaf and hard of hearing.

Transcriptions are not only of extra service to your global participants, but it is also beneficial for the deaf or hard of hearing community. Again, when reaching for a greater number of people, it is only right to think and tick off all possible methods to get to your attendees. Although conferences are ideally intended for announcements to be spoken out loud, it couldn’t and shouldn’t hurt to work a little extra for an alternative to send your message through the other end. Let transcription be your trusty Option C, right after A) the actual live conference and B) the taped copy of it.

It minimizes the need for notetaking.

The art of transcribing may very well be summed up in a single sentence: Listen now, jot down notes later. With transcriptions, you don’t need to worry about dividing your attention in hopes of capturing every single word mentioned in the conference. Be present and focused 100%, record the meeting, and have the material transcribed. It’s that easy! You can do the typing yourself, but you can always hire a reliable transcription service to carry the load of note taking for you at a timely fashion.

It helps produce accurate internal and external communication materials fast.

Apart from holding assemblies, producing communication materials are a must in an organization. When coming up with email blasts, presentations, or reports based from a conference speaker, for example, words quoted should not just be true – they have to be accurate to the dot. If you can’t go on a full-blown verbatim typing marathon throughout the entire conference, that’s fairly understandable. In this case, allow transcriptions to be the way to achieve this task. With the luxury of going over the conference again and again, best believe you can eliminate the risk of misquoting a person or spreading false information to the target recipients of the material.

It creates rapport with journalists.

Press releases are another usual thing for big companies. Participants in an earnings call, for instance, vary from employees to bosses, stakeholders to investors, current clients to potential customers. People who are involved or want to get involved are there, but let’s not forget about the invited reporters who bring this information to a bigger scale, to the public.

Although business journalists are trained to never miss a detail in a story, transcripts help make their jobs easier. With the conference transcribed, double checking for names and numbers, plus grabbing a direct statement from a presenter is made more effective and efficient. If organizers were to provide transcripts after a session, truly, it would be appreciated and could potentially build great rapport with the regular reporting media that cover all things business.

It improves connection with existing and future clients.

Transparency is an all-around essential, which is why corporations try and hold as much reporting as they can to the mass – both for their internal and external audience. Undoubtedly, conferences are an excellent mode of feeding data and key points to people, but not everyone has the time and energy to partake or re-watch them in full length at all times. This is where having letters and numbers in writing come to play.

Through prepared transcripts, sending out notes and forwarding texted meeting summaries to current customers or probable clients become an easy-breezy task to keep them in the loop on how things are looking in the company. If the market is kept involved and updated, this more likely may result in long-lasting and stronger connections, which can drive the org to bolder successes.

It promotes archiving.

In this day and age, creating and saving data is a piece of cake! Whether it’s held in-person or through a video or phone call, there are multiple modes of keeping a conference archived for future organizational use. Meetings may be digitally recorded and, just like keeping minutes for a meeting, can be stored all typed up electronically.

If, for whatever reason, you find the recorded audio and/or visual copy of the meeting corrupted or hard to fetch, the transcribed version of it could easily save the day! Should you need to review what milestones have been achieved over the years or and how, in concrete figures, the company has progressed overtime, you can never go wrong with checking out archived assembly transcripts.

It makes mapping for future company plans easier.

Every conference starts with a recap on previous meetings and ends with an agenda for future discussions. The drive to move forward and the desire for growth, simply, is what’s keeping these gatherings rolling, one after the other.

Transcripts of these assemblies officially draws, in paper, the map of where the company is heading. Irreversibly, these documents feature an organization’s primary goal quicker – allowing for more focused planning and targeted labor.

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No matter how long and grand or short and sweet conferences can get, it goes without saying that it plays an important role in many, if not all, companies and the people in it. Next time you host another meeting, try something new. Go for an add-on and amp things up a bit with conference transcriptions!