The Challenge: Capturing the “Virtual Conversation”

Conference calls present a challenge in capturing all the valuable spoken content. Even if you are using a Web conferencing tool like WebEx or Citrix GoToMeeting so attendees can see the screen of one of the participants, there is almost always tremendous value created in the verbal discussion.

Who captures that verbal conversation? How? How much is invested in that effort?

Often the meeting/conference call organizer takes notes. This might be a team leader, VP, project manager, product manager, or one of many other roles who coordinate teams and projects. But taking notes distracts them from the meeting, breaks the flow of ideas and slows down the pace of the meeting.

Moreover, how do you ensure everyone is on the same page? Usually the organizer/note taker writes everything up and sends an email. This is time consuming, and often very prone to shortcutting or even skipped altogether.

Another issue is that the note taker may not capture everything important to all people. He or she has enough to do just to do their job right. Other participants may have heard information that is important for their job, but that the note-taker may not have captured.

Last but not least, we must acknowledge that not everyone on the call is always “tuned in.” It’s common for a conference call participant to put his phone on mute and continue working at his computer during times he is not actively part of the discussion.  People’s attention fades in and out, its hard to get much out of it.

The Cogi Solution: Capture Conference Calls as Sharable Recordings with Optional “Precision” Transcription

Cogi gives you the tools to not only make a high-quality recording of a conference call, but also to optionally transcribe some or all of that recording with a few clicks, and at the best rates to turnaround time we’ve seen anywhere.

Cogi will work with any conferencing service. Our customers have used Cogi to record and transcribe audio conferences using GoToMeeting, WebEx, InterCall, GlobalConference, FreeConference, and many other providers. Also note that any participant on the call can use Cogi: You do not have to be the conference organizer or the person with the conferencing account.

First, here’s how it works:

Once you sign up for Cogi, you have two options for activating Cogi on your conference call:

1. Using the Cogi software, which gives you a graphical view of the call timeline as its being recorded
2. Using just a phone and the Cogi Access Number

1. Connecting to a conference call using the Cogi Software

Once you register and install the Cogi software, you are ready to call into your conference. Open the Cogi software (you may have to click the Cogi icon in the system tray).  Follow the steps below to enter your conference call using Cogi to record it.

What happens next: Answer your phone when it rings (The CallerID will be from Cogi 415-691-4045), Then you’ll hear the far end ring and the conference system should answer. Proceed to login to the conference with the code provided by your meeting organizer or conference provider.

[Tip: You’ll see a reminder to inform everyone on the call you are using Cogi recording and note-taking service.  You must click “OK” to begin recording. This reminder and “this call is being recorded” announcement can be changed in settings www.cogi.com/settings]

Now your conference has begun, and recording is on.  The Cogi software has two buttons you can use to request exactly the moments you want transcribed:

1. During the call: Use Highlighting for “precision transcription” – This requests 30 seconds around that moment to be transcribed. This moment is also visible on the audio timeline when you or others view the call later. Or you can also toggle the highlight on/off to get transcripts of any length using the Lock button.



2. Immediately after the call finishes, you also have an option to request “Transcribe Entire Call.” For example, if your call is finished and you’ve decided you want “Verbatim notes” of your entire call: Click the hang up button to end the call, then you’ll see these options in the software:

2. Connecting to a conference call by phone using the Cogi Access Line

There are a few circumstances you may not be able to use the Cogi Software: you may not have your computer near you during the conference call, or didn’t want to load the software. Or you’re calling from the conference room phone and it’s not a direct-dial line.

Whatever the reason, it’s no problem: You can use Cogi by dialing into your conference call ‘through’ the Cogi Access Line.  Here’s how:

1. From your phone, dial the Cogi Access Line (415) 691-4045
2. You should get logged in automatically to Cogi if you are calling from the phone you first registered with (called your “primary” number). If not, you’ll be asked to “please enter your primary phone number”, and the four-digit PIN code provided in your confirmation email.
3. Next, dial the “conference dial-in number” provided by your conference host or company.
4. Once the conference system answers, login to the conference just as you would if you dialed directly.

How to transcribe during the call using your telephone keypad:

• To mark a highlight, press 1 1  (press the One key twice)
• To toggle the Highlighting Lock on or off, press 3 3
• To toggle the recording settings, press 7 7

Listening to the recording, requesting transcripts, and sharing the call

Your calls are stored in your online Cogi Portfolio. Got to www.cogi.com/login and log in. You will see your calls listed. Click a call to open it. Here’s a detailed view of the call playback, and the transcripts from our tutorial https://www.cogi.com/welcome/making_call_gadget_idle:

[Tip: Cogi also sends transcripts to your email address when they're completed.]

Lastly, the Cogi Share feature lets you send this “Cogi Conversation” to others via email. This is especially powerful for bringing others up to speed who may have missed the call: They can quickly scan the highlights, and zoom directly to the important parts to hear the details.

In conclusion, Cogi gives you powerful tools to boost productivity of your conference calls by capturing those important conversations in a searchable and sharable format.

As part of their education outreach, Side Street Projects has been conducting a series of interviews with notable artists, curators, and other players in the art community around the Los Angeles area. When Side Street Projects wanted to expand their “Shop Talk” podcast series, they turned to Cogi. In-person interviews were going to be really expensive. So, Executive Director Jon Lapointe came to Cogi and signed up for an account.

Interviews are now conducted by phone using Cogi to capture it all. Side Street Projects staffers are now able to schedule and conduct the interviews much more easily, and at significantly reduced cost and hassle compared to on-site visits. The interview topics range from discussions with artists about their experiences producing major pieces, as well as with gallery owners.  You can find them all on their Podcasts page http://sidestreet.org/category/podcasts/

Jon said in a recent email “We’re happy Cogi customers… we use your service to record phone interviews that we use for a free Podcast series that teaches business skills to young artists. The 14 episodes produced thus far have been downloaded 11,000 times.”  Wow! Nice work Jon and team.

Be sure to check out their website where in addition to the podcasts you can learn about their cool, solar-powered “mobile headquarters”, the woodworking bus and their BookMeat gala event and silent auction coming on November 21, 2009.

Cogi’s new Daily Call Summary feature sends you an email with a summary of your Cogi activity for the day including calls, meeting recordings and memos.  Here’s an example screenshot:

Summaries are sent to your registered email address each day at 5pm Pacific Standard Time.  Details for each Cogi event include: who was called, what time, the call length and if any highlights and call subject were added.  Clicking the link from the email notice takes you directly to the log in page for your call Portfolio.

From your Portfolio you can listen to those calls, add notes, review transcripts if requested and even share those calls with others. To find out about this and other Cogi features, check out the help page at www.cogi.com/help

Welcome to the Cogi Blog!

Here you will find posts about all things Cogi, including new product and feature announcements, case studies, how-to guides, technology, answers to some common questions, profiles and musings from Cogi team members, and more.

We welcome your feedback and comments, and strive to review them as quickly as possible.

Whether you’re totally new to Cogi, or one of our earliest beta testers, we hope you’ll find it useful and informative.

You can find our official website at www.cogi.com.

Cheers,

Dave McClintock

VP of Marketing