At Virteffic, we provide flexible and comprehensive support for all your meeting management needs. Whether in person, by phone, or via video call, we ensure your requirements are met efficiently. Our standard practice is to record meetings when we attend, streamlining the minute drafting and proofreading process. We always inform participants, obtain consent, and securely delete the recording once the minutes are finalised. This approach enhances efficiency and supports our competitive pricing.
Many clients prefer to record their meetings to reduce costs and ensure we are always available to assist.
Below is a simple guide on how to record your meetings and share the recordings with us.
How to Record a Meeting
There are several methods to record your meetings, with most clients opting for the first two options due to their simplicity and effectiveness.
MS Teams
- During an MS Teams meeting, click on the ‘More’ option (three dots) at the top of the video.
- Select Record and Transcribe > Start/Stop Recording.
- The recording will automatically save to the MS Teams chat.
Sound Recorder App
- On your laptop/PC, click the Start logo and search for the Sound Recorder app.
- Press Record. The microphone will request access; press Accept/OK.
- Press Pause to pause the recording, and Stop (square icon) to finish.
- The recording saves automatically under Files > Documents > Sound Recordings.
Google Meet
- During the Google Meet session, click on the three vertical dots at the bottom right of the screen.
- Select Record Meeting from the menu.
- Once the meeting is over, click Stop Recording. The recording will be saved to the organiser’s Google Drive.
Voice Memos (iPhone/iPad)
- Open the Voice Memos app on your iPhone or iPad.
- Tap the red Record button to start recording.
- Tap the red Stop button to end the recording.
- The recording is automatically saved within the app and can be shared via email, AirDrop, or other file-sharing services.
Voice Recorder (Android)
- Open the Voice Recorder app on your Android device.
- Press the red Record button to begin recording.
- Press Stop to end the recording.
- The recording is saved within the app and can be shared through email, cloud storage, or messaging apps.
How to Share a Recording
There are several secure ways to share your meeting recordings, with the following being the most popular among our clients:
MS Teams
You can share a recording via MS Teams in two ways:
Option 1: Send the Recording Link via Email
- Locate the meeting in the chat section of Teams where your recording is available.
- Click the three dots on the top right of the recording, then click Get Link and copy the link.
- Paste the link into an email and adjust the permission settings to ‘Recipients of this message’.
- Upon receipt, the recording will only be accessible to the specified email addresses, with an automated Microsoft verification code for added security.
Option 2: Download the Recording and Share
- Open the meeting chat, click the three dots on the top right corner of the recording, then select Open in Stream.
- Once the recording is open in Stream, click the three dots at the top of the recording and select Download.
- Ensure the recording has fully downloaded before uploading it to SharePoint or using one of the other options below.
SharePoint
You can provide access to a folder within your SharePoint site where board packs, agendas, additional documents, and recordings can be uploaded and accessed.
- To upload files, drag and drop them onto SharePoint or click Upload within the desired SharePoint folder, then search for and open the recording/document.
Zoom
- After the Zoom meeting ends, locate the recording on your computer if recorded locally.
- For cloud recordings, log into your Zoom account and navigate to Recordings.
- Download the file or share it directly via a Zoom-generated link.
Google Drive/OneDrive
- Save the recording to your Google Drive or OneDrive.
- Share the recording by right-clicking on the file and selecting Share.
- Add our email address and adjust the permissions as needed.
File Transfer Services
Recordings and board packs can be sent individually or in batches through secure transfer methods, depending on your internal policies. We support several services, including:
- WeTransfer: Visit the WeTransfer website, upload the recording, and send it directly to our email.
- Dropbox: Upload the recording to a shared Dropbox folder, or create a link and email it to us.
- Mimecast: Use Mimecast for secure file transfer according to your company’s protocols.
External Hard Drive/Memory
Recordings and documents can be stored on an external hard drive or memory stick. We can collect these at agreed intervals and upload them to the Virteffic SharePoint. Clients typically provide the drive, but we can supply one if needed, with the option for password protection for added security.
How Virteffic can help your business
At Virteffic Limited, we are an independent, privately-owned company based in the Channel Islands, offering expert secretarial and administrative support. Our team is made up of highly qualified professionals with extensive experience in the regulated financial industry. We bring hard-to-find skills and a wealth of knowledge to the table, specialising in drafting minutes, preparing board packs, and handling day-to-day administrative tasks.
We take pride in being flexible, efficient, and discreet, providing the support your business needs to run smoothly. Whether it’s tasks you don’t have the time for, the expertise to handle, or simply prefer to outsource, we’re here to help.
Our services have earned us the trust of businesses of all sizes, including many large regulated firms such as funds and trust companies, wealth advisors, and insurance companies. We also support doctor practices, non-profit organisations, and charities. Our clients span across Jersey and Guernsey, the Cayman Islands, and the UK.
Let us handle the tasks that keep your business moving forward, so you can focus on what you do best.
How does it work?
Virteffic can seamlessly extend the capabilities of your on-site team or provide a flexible alternative to hiring a permanent administrator or secretarial officer. By using our virtual assistants, you can reduce operational costs without sacrificing service quality. Our team operates with efficiency, professionalism, and the utmost confidentiality—sometimes making it unnecessary to hire additional staff.
We’re fully invested in every client relationship, committed to delivering exceptional service tailored to your needs.
Our team works securely within our Cyber Essentials validated Microsoft Office environment. If preferred, we can also integrate with your existing systems, whether that’s Citrix, Microsoft Office, VDI, or another platform, ensuring a smooth collaboration with your personnel.
Billing is straightforward: we’ll raise an invoice based on the agreed fee once the services are completed, or provide monthly invoices for ongoing engagements. Since our virtual assistants are not your employees, you avoid the extra costs associated with hiring full-time staff. We believe in transparency, so every invoice is accompanied by a detailed timesheet, ensuring you know exactly what you’re paying for.
Find Out More
You can visit our website to find out more about Virteffic and to request a fee proposal. Get in Touch if you are interested in any of our services.
