Recording by default
Our practical approach and guide for turning meetings into shared insight
🔗 Know a founder who’s drowning in meetings and struggling to keep up? Share our story and guide for turning conversations into searchable insight assets.
Picture this: you’re in another weekly Zoom call, your remote team scattered across time zones.
The agenda is ambitious: brainstorm a new product feature, review last week’s customer interviews, and clarify a few sticky points that keep resurfacing.
You’re nodding along, taking mental notes, but halfway through, your mind drifts. Did we just agree on something critical that we might forget tomorrow?
We all know this feeling intimately.
Meetings are like quicksand—constantly pulling you in, yet once you step out, the details slip away.
What if you could reduce the worry about losing track of those insights?
What if every conversation could become an asset—easily shared, neatly organized, and available to yield takeaways at a glance?
Working Transparently
My cofounder, Sean, previously created an entire company around the idea of startup transparency. And GitLab’s work in the open has helped me many times throughout my career. Everything from product management job descriptions to product operations best practices are well captured in their living handbook.
At SpecStory we value transparency and working openly with each other.
It’s why we hit “record” on nearly every Zoom call. Real product decisions, customer feedback, internal debates, and co-creation sessions—these moments are valuable and we want to prevent them from slipping into the ether.
Example: below is a three minute highlight reel (edited with descript) of us co-composing our home page last week.
We went from blank slate to it being working and deployed. The share of this experience allows other team members not there to understand “how we built it”.
Upgrading our Recording Stack
For us, Zoom’s built-in recording features were a good start: cloud recordings, transcripts, basic AI summarization. What we like the most is that it’s unobtrusive… it doesn’t invite a “recording bot” into the meeting.
We quickly encountered friction.
Storage gets pricey, organization is bare-bones, and shared links become difficult to manage. We needed a better system and stack—something that could preserve the ease of Zoom’s native recordings without forcing us to juggle storage upgrades or bot integrations.
We evaluated a handful of tools before landing on Grain.
This might sound like an ad for Grain. But I have no connection to Grain other than being a happy user.
There are a bunch of reasons Grain aligns well with our needs. For example, it lets us auto-import every Zoom recording with no special invites.
And once you’re past the basics of getting recording setup, you can use playlists and tags to organize all of your meetings.
It’s also helpful to turn on Grain Workspace access by default for all meetings so you don’t have to manually set it for each video:
You and your team can now grab the transcripts and use AI to extract useful nuggets.
Turn Raw Footage into Insight
Recording alone isn’t enough. You want meaning from all the dialogue.
Example: after our user research interviews, we run each transcript through Claude, with the following prompts (each issued separately). These prompts are a sieve for surfacing signal.
Extract key takeaways from this research interview
What was most important for them?
What were they most excited about?
For their most challenging story, summarize the following:
Problem or challenge
The pain points
Solutions tried
Tools or processes used
Outcome
Lessons learned or what he'd do differently next time.
For their most positive story, summarize the following:
The problem or challenge
The pain points
Solutions tried
Tools or processes used
Lessons learned. What would they do differently next time?
Extract the 3 most salient quotes from the interview
Make a simple list of every tool or service they mentioned
And this approach produces really interesting learnings. Below is a quote from a conversation I had recently with a software composer in Oslo:
On the empowerment of AI tools: "I felt very powerful because I've always been dabbling with code, but I've always had developers who actually built the stuff I wanted to build, but now it's more direct."
Within minutes, we have a distilled version of the conversation’s essence.
We find patterns in user pain points
Lock onto the most resonant quotes, and
Identify workflows we hadn’t considered.
We use this practice for more than user research.
Internal team meetings contain plenty of hidden gems, too. We might discover a recurring theme everyone keeps circling around, an idea backlog we didn’t realize we had, or a point of contention worth smoothing out before it snowballs.
Recording, organizing, and analyzing helps us turn the stream of chatter into a structured, living knowledge base.
Some may worry it could feel intrusive. But used thoughtfully and transparently, recording becomes as natural as taking notes.
Critical one-on-ones can stay private, but in general, default recording ensures nothing slips through the cracks.
It takes a few weeks to adapt, but soon it’s second nature—hit record, talk freely, trust that nothing valuable will be lost.
Start Now
Know a founder who’s drowning in meeting overload? Share our story and guide.
With the right tools (like Grain and Descript) and a handful of clever prompts, every conversation opportunistically becomes a future resource.
Meetings are now a wellspring of shared understanding, a repository of hard-won lessons, and a catalyst for action.
Stop letting insights slip away.
Start recording, start organizing, and start extracting meaning.
Turn your team’s conversations into living blueprints for the future.