How To Record Zoom Meetings For Online Employee Training

Develop. Grow. Train. Repeat. 

Training employees is expensive, time-consuming, and takes a lot of effort. According to the 2018 training industry report, organizations with 100-999 employees spent about $1,096 per employee, organizations with 1,000-9,999 employees spent about $941 per employee, and companies with 10,000 employees or more spent $1,046 per employee on training. Usually, a new joinee undergoes an HR training from an HR person and then is assigned a mentor who is most likely an existing employee who shows them the ropes. What if you could automate parts of that process? 

The employee joins and uses his company ID to login to an online training session where he learns about his role, understands company policies, goes over the workflows, and learns how to set up his workstation to complete his onboarding. Sounds easier, right?

Creating online employee training programs is slowly becoming the norm. Almost 77% of the companies in the US had already shifted their training online by 2017. And the number has only increased since then. If your company is too planning to join these progressive companies, there are a lot of ways in which you can engage with your team without excessive overhead costs. Now, we know what you’re thinking – how difficult is it to make an online training for your employees? That’s the question we’ll try to answer today.

Imagine you were conducting online training for one or more employees, and you could record that session and use it as a baseline for other employees? Nifty, right? The good thing about video sessions is that not only are they preferred by most people (since they retain more info when presented video), it also is one of the most cost-effective training styles out there. Some of the most affordable ways of online video training include using screencast videos and recording Zoom meetings. Using a Zoom meeting, you can easily record the instructors, his instructional content (screen), and his audio at the same time, all in high quality. 

How To Record A Zoom Meeting- A Step-By-Step Guide

Zoom, one of the most commonly used cloud-based, video-conferencing software in the present times, is often used for conducting online meetings as well as training sessions. However, the usage of a Zoom meeting recording for training purposes is not as common, though increasing popularity rapidly. And now is a good time to join the bandwagon. 

Here’s how the recording process looks like: 

Step 1: Get yourself a Zoom Profile

This step is for those who are completely new to the Zoom application. To start with, you need to download the Zoom application to your desktop and sign up with your email address. If you are planning to use Zoom for training, we’d recommend using your business email address. 

To set up your account, you can add a profile picture, change your password and update your email info. Additionally, you could also adjust your timezone and sync your calendar or contacts by integrating with third-party apps like Google, Outlook, or Exchange. 

Step 2: Adjust Your Recording Settings

Before you start recording your meeting, take a moment to ensure your settings are in the right order, and set as per your requirements. 

Here’s how you adjust your recording settings: 

  • Click on your profile icon. 
  • Click on the Settings option from the drop-down menu. 
  • Selecting the Recordings tab from the sidebar. 

A dialog box like this one would appear: 

There are two primary settings that you have to focus on here:

Recording Storage: 

On the top of the dialog box, you’d find the option to decide on a location to store the recorded files on your computer. By default they are store at: 

Windows: C:\Users\User Name\Documents\Zoom 

Mac: /Users/User Name/Documents/Zoom 

You’d also find the recording stored on the cloud. To access those files, you’d have to check the Recorded section in the Meetings tab of your Zoom account. 

Recorded Screen: 

Given that your training would probably have content like a presentation or software that you’d be explaining by sharing your screen, you must also decide how you want the recording to come out. You have three options for that: 

  • Record the speaker/speakers: In this case, you’d only have the presenter(s)’ video recorded. So, your final output would have people talking on the screen. To get this video, you don’t share your screen at all during the meeting. 
  • Record the screen with speaker audio: In this case, the video of the screen or presentation along with the speaker’s audio will be recorded. For this, you don’t have to change any settings in the recording dialog box.
  • Record the screen with the speaker’s video: (Best for training): Now if you want the recording to have the screen along with a thumbnail video of the speaker at one of the corners you check the option “Record video during screen sharing”. We’d recommend that you don’t check the option underneath it which says “Place video next to the shared screen in the recording” as it takes up a lot of screen space. 

Step 3: Start Your Meeting

The opening screen of Zoom gives you four options, one of which is to start a new meeting,. Once there, you can share the joining information with other people you may want in the session!

Alternatively, a better choice is to schedule a meeting. Using that, you get to assign the name, time and modify other settings of the meeting related video, audio, and set joining restrictions, if any. 

Step 4: Setup your screen 

Once in the meeting, set your screen for the recording. This means, share your screen (if you are presenting), keep your video on and check your audio. 

Ideally, you should select the window with the screen/software you want to discuss, or with the presentation, you have prepared for the session. If you chose to share your entire desktop, make sure that there are no unnecessary elements on your screen, distracting the viewers. Lastly, you can also choose the option of Whiteboard if you are planning to demonstrate something during the session. 

Step 5: Start Recording

At the bottom of your Zoom meeting, you would have the Record icon. Click on that, and your Zoom meeting will start recording. During the recording, if you wish to take a break, you can use the pause/stop button. The Pause button will temporarily stop recording which means that your final output will be one single recorded file. The Stop button will permanently stop recording, so if you start recording again, you’d get a new file.

Ideally, we’d recommend using the Pause option instead of Stop to get a continuous recording and reducing editing work on your plate. 

Once your training is complete, you can either choose to stop the recording or end the meeting and your file will be saved in the location you’d decided earlier. 

How To Use The Recorded Zoom Meeting For Online Training

Now that you have your recording, you’d have to edit it a bit. Basic finishing touches include removing unwanted clippings (if any) at the beginning, the end, or during the video. You can also add an introductory and concluding slide to the video. 

Once your video is done, upload the video on an online training creation platform like Siminars. Such a platform can help you build a rather holistic training module from just a simple video.  You can add complementary resources like downloadable PDFs for your training, add quizzes and questions to test knowledge and understanding of your team members and even keep a record of the learning progress. 

In The End

Recording live Zoom meetings is a quick, easy, and cost-effective way to make engaging videos that can be used for online employee training. Once you are accustomed to using Zoom recordings, you’d realize that there are many existing recurring meetings in your company that can be repurposed for employee training. Within no time, you’d be able to not only collect a lot of training content but also reduce training time and effort.