Meeting Calls Recordings

This SOP outlines the process for managing call recordings after every client or internal call, ensuring that recordings are properly documented and shared with the relevant team members.

Key Steps

1. Record the Call

   • Ensure the call is recorded using the designated recording tool.
   • Confirm that the recording is saved correctly and accessible.

2. Add Recording to Existing Call Task

   • Locate the corresponding task for the call in the project management tool (e.g., Plutio).
   • Upload the call recording to this task.
   • Tag the Project Manager (PM) and designers (if applicable) in the task comments to notify them of the recording.

3. Create a New Task for the Call Recording (if necessary)

   • If there isn't an existing task for the call, create a new task in the project management tool.
   • Title the task appropriately (e.g., "Call Recording with [Client Name] on [Date]").
   • Upload the call recording to this new task.
   • Tag the PM and designers (if applicable) in the task comments to notify them of the recording.

4. Document Key Points (Optional but Recommended)

   • Add a brief summary of the key points discussed during the call in the task comments.
   • Highlight any action items or decisions made during the call.

Things to Keep in Mind

• Timeliness: Add the call recording to the task as soon as possible after the call to ensure timely communication and documentation.
• Notification: Always tag the relevant team members (PM, designers) to keep them informed and ensure they review the recording if needed.
• Task Creation: Only create a new task if one doesn't already exist to avoid duplications and ensure all information is centralized.
• Privacy: Ensure that call recordings are stored securely and accessible only to relevant team members.

Why This SOP is Important

This SOP ensures that all call recordings are systematically documented and shared with the appropriate team members, facilitating effective communication and project management. By keeping a clear record of all discussions and decisions, it helps in maintaining transparency, accountability, and continuity in the project workflow.