Managing Meeting Recordings with TimeOS and Fathom

Purpose

This Standard Operating Procedure (SOP) outlines the process for recording, managing, and sharing meeting summaries and recordings using TimeOS and Fathom. It ensures consistency and efficiency in organizing and maintaining meeting records.

Scope

This SOP applies to all team members responsible for recording and managing meeting data. The instructions provided here cover Slack huddles and other meetings recorded with TimeOS and Fathom, along with the steps for sharing and bookmarking the recordings.

1. Recording Meetings

1. Using TimeOS:

   • TimeOS is primarily used to record Slack huddles.
   • The tool provides detailed summaries, which are private by default.
   • If needed, you can make the link shareable:
     1. Click on the Share button.
     2. Set access to Everyone with this link.
     3. Copy the public link for distribution or bookmarking.

2. Using Fathom:

   • Fathom automatically generates a shareable recording link within its meeting summary message.
   • When both TimeOS and Fathom are used, select only one platform for sharing the meeting recording.

2. Sharing and Bookmarking Recordings

1. Bookmarking in Slack:

   • Access the relevant Meetings Channel.
   • Click on Add Bookmark and paste the copied public link from either TimeOS or Fathom.
   • Use the following naming convention for bookmarks:
     • Date + Meeting Name (e.g., 2025-01-15 X Weekly Standup).
     • If there are multiple participants, remove participant names unless essential.
     • Adjust names for clarity if auto-generated by TimeOS.

2. Best Practices:

   • For huddles, TimeOS often auto-generates names. You may modify them for relevance if necessary.
   • Review the meeting topic briefly to ensure accurate naming.

3. Managing the Meetings Channel

1. The meetings channel is a read-only channel. Do not engage in conversations within this channel.
2. After bookmarking the recording:
   • Mark the task as complete using the designated emoji.
   • Avoid posting messages to ensure the channel remains organized.

4. Monitoring and Maintenance

1. The meetings channel will be muted by the manager and only reviewed periodically.
2. Ensure all meeting recordings are promptly added and marked as complete.
3. Incomplete or disorganized entries may be subject to review during occasional checks.

5. Key Notes

1. TimeOS recordings require a two-step process to generate public links.
2. Fathom simplifies link generation with auto-created messages.
3. Always prioritize simplicity and clarity when naming and sharing recordings.