Top 10 things to consider for academic research project recording

In academic research, video calls have become essential for collaboration, interviews, and meetings. Whether you’re conducting a virtual focus group, meeting with colleagues, or interviewing participants, proper preparation ensures a smooth and productive session.

Here are the top 10 things to consider when preparing for a research-related video call.

1. Choose the Right Platform
Different research projects may require different video conferencing tools such as Zoom, Microsoft Teams, or Google Meet. Ensure your chosen platform meets security, accessibility, and functionality needs, especially if handling sensitive data. See our forthcoming blog article about "Is your data safe? Automated transcription through AI tools may retain your data"

2. Test Your Technology in Advance
Cannot stress this enough, fail to prepare, you know the rest!

Check your camera, microphone, and internet connection before the call, have a mobile phone handy to fall back should the internet fail and have your participant be aware of this - it might be their side where technology fails. Ensure any required software is up to date and that you have access to the meeting link. A quick test run can help avoid technical issues during the session.

3. Ensure a Stable Internet Connection
A strong, stable internet connection is critical for smooth communication. If possible, use a wired connection or position yourself close to a reliable Wi-Fi source. Consider having a backup internet option, such as a mobile hotspot or a phone for a recording. Tip: if you have to back up to a phone call, keep your video meeting running and put your phone on speaker - you will then still record the audio!

4. Prepare Your Meeting Space
Choose a quiet, well-lit space for the call. Reduce as much background noise by closing doors and windows, maybe even a notice on the office door stating "recording in progress" or pop out an internal email/teams chat to your local team to prevent interruptions. Also consider using headphones with a built-in microphone, this can provide a clearer voice for your participant to hear, good if you are speaking to non-UK participants or are in a large room where echo can also be a form of noise conflict. Try and have a neutral or professional background helps maintain focus and credibility.

5. Plan Your Agenda and Materials
Outline the objectives of the call (you will have likely sent them a Participant Information Sheet and had their consent prior to the meeting). It's always a good idea to recap what the research interview is about and once again how it will provide data for your academic research study.

Also prepare any necessary materials, such as slides, documents, or questionnaires. If sharing files, ensure they are accessible and formatted for easy review during the call, again make sure you are connected to any drives that material is going to be presented from to prevent awkward delays when sharing.

6. Consider Ethical and Privacy Concerns
If recording the session or discussing sensitive topics it's a good idea to ask if they are still willing to proceed, you will already have obtained informed consent from participants in advance. Be mindful of data protection regulations (e.g., GDPR) and use secure storage solutions for any recorded material.

7. Check Time Zones and Scheduling
When coordinating with international researchers or participants, double-check time zones to ensure everyone joins at the correct time - even an email a day before to remind them that it will be at a specific time for your own time zone (i.e. 10:00 GMT) will remind the participant that they could be joining at different times - sounds logical but so many people join early or late forgetting this!.

Tools like World Time Buddy can help schedule meetings across multiple time zones efficiently.

8. Use Clear and Inclusive Communication
Speak clearly, use simple language where necessary, and be mindful of any accessibility needs, such as captioning or sign language interpretation. Encourage active participation and allow time for responses, particularly in multilingual settings, don't be worried about leaving a few seconds after requesting a response or once the participant has finished with their narrative - it also provides a small period for reflection and they may come back with other notes or points of interest.

9. Save your recording
WIth some providers you might need to wait until the video has been processed and then made available as a standalone video file. Teams in particular often sets expiry dates on recordings, be sure to turn off the expiry date and also make a backup to a secure location to ensure you will have access to the recording at any point in the future.

10. Test your backup
Technical issues can arise unexpectedly. Have an alternative contact method (e.g., email or phone) ready in case the video platform fails. If necessary, be prepared to reschedule the meeting should there be continuous interruptions to the call, some internet connections can be fragile and stay that way so occcasionally better to give up on the day and plan another appointment.

By taking these tips on board you can enhance the effectiveness of your research video calls, fostering better collaboration and ensuring smooth data collection from your research participants. With the right preparation, virtual meetings can be just as productive as in-person discussions.

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