Doing a Video Presentation? Here Are Some Tips from an Experienced Transcription Provider

Doing a Video Presentation? Here Are Some Tips from an Experienced Transcription Provider

Doing a Video Presentation? Here Are Some Tips from an Experienced Transcription Provider

Unlike PowerPoint presentations (PPTs) and images, videos can tell great stories that greatly influence people. Most businesses use video as a successful marketing tool. As an experienced business transcription company providing reliable video transcription services, we’ve assisted many businesses in transcribing their video and audio recordings into accurate transcripts. Transcripts can make the content more accessible for users.

Let us check out the different types of video presentations and certain key tips to present them in an effective way.

Sales videos

Sales videos aim at encouraging your customers to purchase the product. So, make sure it aligns with your audience’s needs and highlights your value proposition. Such videos are great tools to introduce your brand and its upcoming products. It can even simplify complex information and get the buyer’s journey moving toward the end of the funnel.

  • 80% of video marketers say video has directly helped increase sales (Optin Monster)
  • 68% of marketers say video has a better return on investment than Google Ads (Biteable)

To make your videos outstanding, consider –

  • highlighting your service or product benefits
  • focusing on order and organization
  • following a logical sequence
  • adding captions, voiceovers, and music
  • integrating visuals and clips well to videos

Feature customer reviews and interviews on how your product or service helped them. You can also consider recording live sales presentations and sharing those videos with your prospects once the meeting ends, which encourages sharing the video with others. Also, provide a report on competitors’ analysis and offer clear reasons on why your product is a winning option to choose.

Investor pitching

Video pitching is an effective way to connect with investors for your business. Interactive videos help build a personal connection with investors even before meeting them. Find ways to present business plans in an engaging, easy-to-understand, and appealing manner to convince the investor.

To attract investors’ attention,

  • make the video short –i.e. between three to five minutes
  • start with an interesting story to grab the viewer’s attention
  • discuss the issue your business is trying to solve
  • let them know why you need to raise money
  • ask for funding in a compelling way

Employee training

To stay competitive, it is critical for businesses to train their staff regularly with new products or any updates in the industry. The Human Resource department can consider sharing video presentations for the team to stay updated. Invest in creating effective training videos that can help engage your staff and make it easier for your organization to reach business goals. Proper training also motivates them to work better and stay current.

Here are a few things to keep in mind when creating employee training videos:

  • include step-by-step instructions in using any new software or apps
  • include creative ideas in your video to help it stand out
  • include company information and add a welcome video for new employees
  • convey the company’s mission and make the new staff feel excited to work for you
  • include how-to videos to make your staff comfortable with the latest technology and tools


Demo presentations are effective tools to let your clients, investors or potential customers understand how beneficial it would be to invest in your company or product. Most brands, especially in the eCommerce sector, are investing in product demo video presentations to increase sales and reduce the number of returns.

Here are some tips for great product demo video presentations:

  • Prepare a presentation script that has a consistent flow
  • Identify the target audience and provide content accordingly
  • Discuss the key features of the product
  • Showcase how-to-use images and videos
  • Never share confidential messages on screen
  • Finally, thank the audience for their time in the follow-up message


Informative videos are meant to educate your audience on certain topics, mainly related to your project or brand. You can include shareable, instructive as well as educational content.

Some general video presentation tips you can’t ignore:

  • Make sure that the video format and design matches the overall tone and message
  • Choose the right video types based on your specific business requirement
  • Begin with a bold statement to capture your audience’s attention
  • Include an interesting story to get your audience’s attention
  • Make it interesting with Q & A sessions and by asking questions
  • Add some humorous memes to make your audience laugh
  • Combine relevant visuals with your message
  • Add music to enhance emotions in video presentations
  • Include animations and motion graphics to catch the viewer’s instant attention
  • Focus on ensuring clear audio and use quality recording equipment

Video presentations can strengthen your business marketing strategies. It can successfully engage your target audience. It is also a great tool for teaching and education. However, make sure to include transcripts for the audio or video recordings you post, as it is important to make your content easily accessible for viewers as well as search engines. Professional video transcription service providers can assist in generating highly accurate transcripts of your videos.


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Video Conference Recording and Storage May have Legal Implications, say Reports

Video Conference Recording and Storage May have Legal Implications, say Reports

Video Conference Recording

Conferences and meetings are commonplace in most successful companies. Advancements in technology and communication and the advent of mobile phones have made video conferencing much easier and more comfortable. Video conferencing is a strong way to communicate with employees on important commitments, decisions and resolutions. Video conferences can be transcribed into useful reference notes with the help of business transcription services.

Video conferencing enables two or more number of people to visually connect and interact with each other. It allows meetings with anyone and at any time without the hassles of travelling or changing location. Only a connected device or a monitor with a webcam are required for video conferencing. This process is engaging and creates a feeling that the all participants are a part of the meeting and in direct contact with each other.

Today, with Covid 19, almost all businesses have stepped into video conferencing and are familiar with how to conduct virtual meetings, including the technology and the security aspects. Popular remote meeting technologies include recording features as default settings, and this is a procedural shift for most businesses. Along with recording features, some video conferencing platforms even have a transcription facility and administrating reporting that monitors call activity and metadata as well as content. It is now time for the legal industry to consider the potential legal implications of this shift to virtual meetings, note an article published by

Organizations can choose to record and retain everything, but they should do so with full knowledge of the associated risks and benefits. However, adopting sweeping recording and retention of office activities that was not typically done prior to mid-March, without being aware of the risks involved may create challenges for future litigation and investigations. The article list three concerns that can be brought about by recording activities:

  • Proliferation of data: The files of the video recordings need to be stored and this can prove expensive as the size of the video files increase. The resources needed to locate and utilize specific files will increase as the storehouse expands.
  • Records management and discovery: Virtual meetings are preserved in new ways. The records are also subject to preservation obligations when litigation is anticipated or active. If there is a litigation preparedness plan, it should be updated to account for videoconferencing records, and the administrator for the videoconferencing application(s) must be informed, especially if this person is not the IT point of contact for network-based storage.
  • Discovery, part 2: When meeting were not recorded, the associated digital information stored was limited and included agendas, calendar entries, meeting notes, and so on. But now the entire meeting can be store as an electronic file along with verbal asides and random commentary, screen shares, facial expressions, etc. There may also be text files containing a full transcript or a chat string, as well as separate files shared among participants through the videoconferencing platform. Each component is considered discoverable. These file may be produced as a part of litigation discovery.

There are no recommended or required retention periods for video conferencing data. The Law360 article says that the following guidelines to keep video conferencing data litigation-ready:

  • To organize and retrieve data, establish policies for naming conventions for meetings, custodian management guidelines, and administrative rules for auto deletion.
  • Develop organization-level rules and regulations regarding use and recording of meetings and consider setting up a separate security group for different business units or supervisory levels.
  • Control the type of records generated. For example, Zoom saves various versions of a single meeting. Choose the meeting type(s) that your organization needs and disable the other recording formats.
  • Regular reports should be circulated within the video conferencing platform to monitor metrics such as user numbers or for other purposes, and decide on how they will be generated, by whom, and what retention policies govern such reports.

Video conferencing recordings are usually stored cloud and can be accessed through the application’s enterprise portal. However, individual meeting organizers and participants may have the ability to save certain records related to a single videoconference to their computers.

With increasing use of video conferencing, there is a rising need for preservation obligation. i.e. records associated with videoconferencing must be assessed for preservation as part of the party’s identification and inventory of potentially relevant ESI. Organizations need not worry about the meeting that have already been recorded. They have to maintain any set procedure, even if they were default recordings. Make sure that auto delete is suspended and manual deletion options should be deactivated.

The article also notes: “Videoconferencing records will need special considerations for production, and for any preproduction review that needs to take place for relevance, privilege or other concerns. The ability to handle audio and video files is necessary and additional tools for searching or analysis will be valuable since common approaches like keyword searching will likely be unavailable at a basic level”.

Organizations should be aware of the various legal use cases presented by video conferencing records. Examples include: audio recording or transcript of a meeting wherein a product defect was discussed much before the defendant claims to have been aware of it; call report showing the entry and exit of all participants on a call – if a party claims to have left at some point, but is found to have called back and heard sensitive information, and private chat transcripts containing suggestive comments in an employment claim of hostile work environment or discrimination.

Video conferencing allows meetings to be held without people having to travel from one location to another. Video conference transcription helps organizations obtain actionable data. A reliable business transcription service provider will ensure that the important details of the meeting are documented. These transcripts will come in useful in the event of any litigation.

How to Boost Meeting Productivity using Data Analytics

How to Boost Meeting Productivity using Data Analytics

Data AnalyticsIn their recent book on how organizations can enhance team productivity, authors Michael C Mankin and Eric Garton report that senior executives spend the equivalent of two days a week in meetings, and that an organization typically spends 15% of its collective time in meetings. A Bain & Company study of time budgeting in large corporations found that a single weekly meeting of midlevel managers cost an organization $15 million a year. Therefore, what’s important is not how much time businesses spend on meetings but how productive the meetings are. Meetings transcription services help managers review the discussion, including questions asked, answers provided, decisions taken, and the vast amounts of information that the session generates.

Unproductive meetings are a huge drain on an organization’s time and resources. The effects of an unproductive meeting include:

  • Productivity loss and employee disengagement
  • Generates fewer results
  • Increases the need to schedule more meetings to achieve objectives or sort out issues
  • Reduces productive employee work time
  • Creates frustration among staff
  • Can lead to loss of billions of dollars each year

The stress on teamwork in today’s workplace has led to the increased adoption of collaborative technology in the meeting venues. Computers, LCD projectors and interactive whiteboards are used to allow participants to access data, share the information, and automatically save data generated during their meetings.

However, experts point out that the information generated in meetings will be of little use if it is not analyzed. In other words, the key to boosting meeting productivity is big data analytics. Rather than simply presenting static data in cumbersome spreadsheets or a text-heavy PowerPoint, organizations need to analyze that data. According to an article in Business Matters, this will allow attending teams to use their analytical expertise to:

  • Quickly assess specific business challenges
  • Identify trends and outliers in the data that drive solutions
  • Ask and answer questions

Today, successful business organizations employ data analytics in a big way. A report in explains how leading e-commerce floral company From You Flowers used data analytics to optimize every area of their business and improve competitiveness. It improved advertising, enabled better product management, helped identify inefficiencies, maximized customer satisfaction and value, and improved supplier management. Today, businesses can make use of different kinds of drag-and-drop tools to pull data automatically and analyze and display it in visual format for actionable insights. Analyzing the right information is important to draw valid conclusions using these new business intelligence tools. Like From You Flowers, many companies have analytical experts onboard who can obtain insights from untapped data.

Data AnalyticsWhen it comes to meetings, transforming static data points into interactive, visual dashboards will improve collaboration and productivity and lead to more efficient decision making, which can provide huge business benefits.

Business Matters explains how Jaguar Land Rover has improved its reporting by using visual analytics in its day-to-day meetings. This has made their meetings more interactive and efficient. Analyzing the information generated in a meeting allows every employee to identify issues and come up with solutions quicker. Another organization, Jones Lang Lasalle uses visual analytics to discover new insights, save money, and make smarter, data-driven decisions, according to the report. One of the company’s clients utilized their data in a dashboard during a meeting and was able to save $5 million on its energy consumption.

Meetings transcription is necessary to archive and preserve the content of the interactive sessions for future reference. For business organizations, audio transcription can be a challenging task as they involve multiple people with different voices in varying tone, pitch and speed. Speakers may interrupt each other and speech may include repeated words and phrases, false starts, interjections, pauses, mispronounced words and utterances. Relying on digital transcription agencies is therefore the best option to document meetings, conference calls, interviews and other types of interactive sessions.

Tips to Improve Earnings Calls and Better Investor Relations

Tips to Improve Earnings Calls and Better Investor Relations

Improve Earnings CallsThe earning calls between the management of a public company, analysts, investors and the media, which dedicated conference calls transcription services are available, are a routine exercise to discuss quarterly or annual financial results. Today, public companies put a considerable amount of time and efforts into the preparation of earnings calls. This is necessary given that the investor community wants more and better information. According to Deloitte, investors and analysts are looking for key information such as:

  • comparisons to prior performance
  • a clear idea of why businesses are trending a certain way
  • how organizations compare against their peers
  • how financial scenario is likely to change in the future

Industry experts like Deloitte and Mckinsey say there is a lot of scope for improving earnings calls for better investor relations (IR) and offer the following tips.

  • Improve information: The time gap between the written announcement of earnings and the earnings call has shrunk. The final numbers come in at the last minute which means that there is little time to dedicate for earnings calls. Improving information flow is therefore necessary to deliver a more effective message to stakeholders during earnings calls. The typical procedure involves a senior executive reading out a prepared script which is followed by a Q&A session. Experts recommend two strategies to improve this approach:
    • Ditch the prepared text, says Mckinsey. This approach has little value as investors and analysts hardly have the time to study the data. Mckinsey says a better strategy would be to release detailed tables and exhibits, a targeted overview in text, and even full quarterly filings before the earnings call. This will give stakeholders more time to understand and analyze the data and go straight to the Q&A session. Volatility in day-to-day stock prices should not be a concern for executives as longer-term value appreciation is more important. Moreover, volatility can be avoided if data are presented clearly in a consistent and meaningful way.
    • Both Mckinsey and Deloitte say that the presentation can be improved by providing information that is important to investors and analysts. For this, internal analytics teams would have to restructure the preparation process and produce information that will help address investor concerns. For instance, the call can start with a focus on top-line growth drivers such as the revenue drivers and cost drivers, and balance sheet, and end with the net income results.
      Companies also need accurate, professional and timely earnings calls conference transcription services. Posting the transcripts of earnings calls online will ensure that stakeholders can conveniently review them.
  • Improve Earnings Calls

  • Streamline data production: Data production can be improved only through proper coordination between the departments. If data flow processes are not synchronized properly, data cannot be produced in a timely manner and senior executives will have little time to glean meaningful insights from the data. Properly synchronized data processes can result in a focused presentation that highlights the organization’s performance and vision of the future. Companies need to develop systems that will allow for the analytics team to more easily line up, share and compare financial and business data. Improving information production also means not overloading executives with data that is not relevant to investors.
  • Be proactive in preparing the Q&A: The idea should be to enable investors to ask more pertinent questions and ensure that executives can answer the ones that are most important. In fact, there are new technologies that facilitate this. If a company sends out data to investors and analysts days in advance of a call, this would encourage investors and analysts to submit questions online – with their names included – and then have an online vote on which are the most important. For instance, in 2013, Zillow set up a system where it could take questions via Twitter in real-time during earnings calls. This ensured that everyone could see which questions the management chose not to answer. In 2009, Google also experimented with a system that brought greater transparency to the earnings call question queue.
    Mckinsey also says that by releasing more pertinent and transparent data, managers can eliminate endless clarifying questions that typically take up most of earnings calls’ time. Such data would include full operating-income statements and key operating-balance-sheet items for business units, preferably on a geographic basis, reconciled to the consolidated statements.
  • Don’t focus too much on earnings per share (EPS): Mckinsey says that US companies focus too much on EPS both in earnings calls, press releases, and announcements. Investors are not interested in EPS, and in many cases, Generally Accepted Accounting Principles (GAAP) are nowhere near true operating metrics. Instead, experts say that senior executives should focus on operation-oriented statistics such as true pre- or posttax operating-earnings numbers, adjusted for amortization of intangibles, other nonoperating charges like the nonoperating portion of pension costs, and nonrecurring charges. Such information will make investors happier.

With management on increased pressure to perform higher, a major challenge that companies face is to develop productive earning calls that resonate with the market. As they focus on delivering an effective message, they can rely on a business transcription company to deliver accurate and timely earnings conference calls transcripts to ensure transparency with investors and the public.

Tips to Look Great and Make a Good Impression in Video Conferences

Tips to Look Great and Make a Good Impression in Video Conferences

Tips to Make a Good Impression in Video ConferencesMany business interactions such as conferences, meetings and interviews are now conducted via video calls. By converting the recording into text format and providing captions and titles, a video transcription service provider can enhance user engagement and make your videos available to a wide audience. To make a good impression, it’s important that you work at looking your best in your video. Here are some tips:

  • Dress well: Avoid bold patterns, stripes, checks, and plaids as well as dull, boring colors such as grays, browns and whites. Solid colors work best on video. If you wear a pattern, make sure the background is dark, solid color that doesn’t clash with your clothes. If you’re using jewelry, keep it simple. Check your face during a break to ensure it’s not shiny. Learn how to apply makeup to get camera ready. See that there are no food remnants on your teeth. To avoid perspiring during your video conference, make sure the temperature in the room is right.
  • Present yourself well: The camera highlights certain features of your appearance and so it is important to be presentable. Remember to smile and look calm and composed. Your audience will instantly notice signs of irritation, boredom or distraction, and arrive at conclusions about your personality and credibility based on that. To avoid such issues, practice presenting in front of a mirror. This will help you identify gestures and facial expressions that you didn’t know about and which could convey the wrong message.
  • Make sure your background looks professional: Remove all kinds of clutter that can prove distracting. The best way to preview your background to see how it looks to other is to sit at your desk and take a selfie. Conduct your video call against a neutral background and keep it consistent to reflect a professional look. A great idea would be to have the company colors and logo on your background wall.
  • Pay attention to lighting and angles: No matter how well dressed you are, bad lighting can ruin the effect. It’s important to have several light sources and ensure the right angle for your video call. To avoid shadows, steer clear of fluorescent lights and overhead lights. Your main light source should be behind the camera and you can also have a light source on the left and right. The best angle is when the lens of your camera is at eye level. A tripod can steady the camera steady and help with positioning. If you’re using a laptop, put something underneath until your eyes are at the same level as the lens.
  • Cut out distractions: If you are in your office, put a ‘Don’t Disturb’ sign on your door. If you’re working at home, make sure that children or pets don’t walk in and disturb you. The rules that apply to live meetings apply to video conferencing too.
  • Tips to Make a Good Impression in Video Conferences

  • Posture is important: Sit up straight and see that your upper body is also visible in the camera area. To maintain eye contact with the other person, focus on the camera and not the screen. To avoid distortions, sit a little further back from your webcam than you typically do. Use a comfortable chair so that you don’t fidget.
  • Invest in a good webcam: Choose a webcam with a glass lens and high definition capabilities. For instance, webcam with more megapixels will provide a clearer more vivid image. A webcam with the capabilities of 60fps (frames per second) will result in a smoother, higher quality moving image. Continuous autofocus (AF) will ensure you are the main focus.
  • Prepare well: Don’t treat your video conference like a conference call as video is similar to a face-to-face encounter. So prepare well, know your main points, and stick to the topic. It’s not a good idea to keep glancing at your notes as it can give the impression that you are not paying attention to what the other person is saying. Look up, listen and speak normally.

Your appearance on your video call does matter a lot when you talking to an investor or new customer, or conducting an interview. Taking these measures will help you look your best. To ensure top quality transcription, contact a reliable digital transcription service provider.

Tips to Make the Most of Video Conferences and Get Quality Transcripts

Tips to Make the Most of Video Conferences and Get Quality Transcripts

Video ConferencesVideo conferencing is a proven way for businesses to connect with their partners, clients and workforce across the world. It cuts expenses on travel and the costs involved in conducting conventional face-to-face meetings. Advanced platforms such as,, GoToMeeting, and Skype come with a host of features to improve the online meeting experience. With a good recording, a video transcription service provider can enhance the usability of your video conference for future reference or sharing with employees who could not be there.

Modern video conferencing platforms come with audio recording capability, support for screen-sharing, Web interfaces with hosting tools for managing calls and keeping track of participants, and 24/7 availability. However, some basic preparation is necessary to make the most of your video conference and to get good quality video transcripts. Here are some tips:

  • Ensure availability of resources: Video conferencing consumes resources on your computer such as memory, graphics and CPU power. So close all unnecessary programs and quit anything that will consume bandwidth. Test and optimize your audio and video settings well ahead of the conference. It’s a good idea to have a back-up Internet connection to which you can switch to easily as well as battery back-up.
  • Prepare the room: Make sure that the room has proper lighting or else it will affect image quality. To reduce glare and uneven lighting, pull the shades on the doors and windows as well as glass-framed pictures. Preparing the room also means ensuring there is no clutter in the background. If you are at home, make sure there are no disturbances in the background such as people moving around.
  • Dress simply: Wear neutral, pastel colors. Avoid plaids and stripes, and anything that can have a distracting effect.
  • Position the camera correctly: The camera should be at eye level, and not too high or too low. Make sure it is on the monitor being used for the conference. Look into the camera when speaking.
  • Eliminate background noise: The recording environment is important. Background noise can be very distracting and also affect the quality of media transcription. Minimize background noise – be it from air-conditioning, unnecessary conversation or any other source. Use an echo-cancelling microphone and headsets and reduce the speaker volume. Speak directly into the microphone and mute it when you are not speaking.

How Video Transcription Service Helps

Video conferences allow businesses to communicate more effectively. Video transcription service providers convert the digital recording of the proceedings into accurate text format.  Participants and even employees who could not attend the conference can refer to the transcripts to ensure clarity on what was actually discussed. Transcripts provide a permanent record of the meetings. Companies also use optimized video conference transcripts to enhance their online visibility via search engine optimization (SEO). An established online transcription company can provide quality transcripts with captioning and subtitling and time coding and time stamping services. Time stamping accurately syncs text with the recording and makes it easy to review or listen to a particular moment, conversation or scene in the video.