Keeping a Record of Conversations
It is important to record conversations and provide this written transcription for verification to the other party. It may save you the cost of a lawsuit at a later date.
There are many instances when you need to record what has been agreed, which could cover:
* Variations to Contracts
Formal arrangements with staff, ie regarding their performance, should be recorded and confirmed in writing to your employee of the specific arrangements or discussions. It may help you in the long run if written evidence is required, if for any reason your employee takes their case to Tribunal!
It is good practice to confirm changes you or your client have made via telephone conversations. Take notes of the conversation and write back with your understanding, this way any misunderstandings can be rectified. Also, don't wait for them to contact you; it is in your interest to provide and ask for clarification.
Similarly, if there is a variation to the contract which you both have verbally agreed, then it is imperative that this is followed up by a written confirmation either by an order or an email of the understanding for the additional work. You don't want to be completing work under a verbal understanding as you may not get paid for this extra work. Protect yourself by seeking agreement in writing to the additional work and costs.
Meetings should always be recorded. If it is a formal meeting, say, it happens each week/month, then there are protocols to follow. If the meeting is between 2/3 people then a record of the meeting should also be recorded.
Both types of meetings will most likely mean that one person records and forwards the written transcript to attendees, which could include action points. A record of who is doing certain actions together with completion dates should be logged in the minutes for review at the next meeting.
Ways of Capturing the Conversation
When you have a conversation over the 'phone, take notes of the main points, especially the action points either by yourself or the other party. Make it a habit to email back, thanking them for the call and, referring to your notes, relay your understanding of the conversation.
Notes for Minutes can be bullet pointed ensuring you make a note of agreed actions. You can write this out in the meeting, or you can ask if you can record the meeting by using a dedicated hand-held device or your mobile 'phone. This digital file can then be forwarded to your secretary for transcribing into a written format.
Here at Kathryn Brooke Admin Solutions, we have experience in both of these methods of recording. We can transcribe from your written manuscript and also from your digital files.
Having an experienced transcriber/audio typist to carry out this task will ultimately save time for you or your staff time by outsourcing. Take a look at our website Transcription Package.
Want your work transcribing fast and efficiently, please give Kathryn a call.