How to Record Meetings

# How to Record Meetings ## Goals - Recording won't affect the ability to participate in the meeting. - Recording won't affect the ability to use other windows and applications. - Recording won't destroy the computer’s performance. - Recording will have a small file size and acceptable quality. - All videos will be attached to tickets by the end of the meeting (no extra work). ## Prerequisites Download and install OBS Studio for Linux, Mac, or Windows: https://obsproject.com/download ## Initial Setup ### Settings > Output Make sure `Output Mode` is set to `Advanced` to view all of the settings mentioned below. ### Settings > Output > Recording For the `Recording Format` setting, choose a format which is compatible with Jira. The options are `.mp4` or `.mov`. I personally use `.mp4` because it is an international standard while `.mov` is proprietary from Apple. For the `Encoder` setting, the best choice is a hardware encoder if you have the option available: https://obsproject.com/kb/hardware-encoding. I am using the `Apple VT H264 Hardware Encoder` on my Mac. If you must use a software encoder it's possible that you will run into resource issues during a meeting. ### Settings > Video There are two settings here you can use to limit the file size: the output resolution and the FPS value. I like to keep a high output resolution so that it is possible to read small text when recording others' screens. I have both the Base and Output resolution set to 1920x1080. I think it is best to have the two be the same so that your computer doesn't have to waste resources downscaling. The FPS value is a great place to save file size. I only record at 5 FPS because the frame rate is largely irrelevant for recording meetings. You could even set it lower for even smaller file sizes. ### Settings > Hotkeys I have hotkeys for `Start Recording` and `Stop Recording`. With these, I can cut the videos while in the meeting. These hotkeys aren't necessary since you could just change focus to OBS and use the buttons there instead. ### Settings > Advanced If you are using hotkeys, make sure that the `Hotkey Focus Behavior` settings is `Never disable hotkeys`. ## Workflow ### Before the Meeting Set up a new folder where you want to place the videos. I usually name it with the meeting name and date, like `Planning030523`. Then go to `Settings > Output > Recording` in OBS and change the recording path to the new folder. I will also open a tab with the Jira backlog so that I can quickly find tasks by name and drag files onto them. Check the `Sources` section of the OBS window. If you do not have a `Screen Capture` source listed there, click the `+` and select `(OS) Screen Capture`. For example, I have a `MacOS Screen Capture` source in my list. Change the `Method` setting to `Window Capture`. You can just click `OK` at this point because you can't capture the meeting window until you've entered the meeting. ### At the Start of the Meeting When you enter the meeting, right click your `Screen Capture` source and go to properties. For `Window` choose the window which has your meeting. Click `OK` and then use the red window around the capture to adjust the size of the application in the output video. I usually crop out the webcams so that only the screen share is visible. When someone shares their screen, the size of the window (RingCentral, at least) usually changes. Make sure that you take this into account or adjust when it happens. ### During the Meeting When we move to a new issue, I will start a recording using my hotkeys. You can also do this in the OBS UI. When we are finished talking about that issue, I will use my `Stop Recording` hotkey to stop. Then I will rename the video to the name of the task and attach it to the Jira ticket when there is time. ## Things to Look Out For You can mute yourself in RingCentral, but this will not mute you in the recording. It is also possible to mute yourself in OBS, but I think it is not worth dealing with multiple mute buttons. Just keep in mind that whatever sounds you make will be recorded. When someone shares their screen, RingCentral changes the size of the meeting window. This messes up things in OBS. I usually press ESC after a screen share, which returns the window to its previous size. You can use other applications while recording! Because we selected the specific window to record, it doesn't need to be on top all of the time. That said, if you start watching a Youtube video, the audio from that will be recorded unless you do some magic with the audio mixer. I think it's best not to play any other audio on your computer while recording meetings.