About
Recording devices for meetings are a valuable accommodation for employees with a wide range of health conditions that may affect memory, attention, processing speed, or cognitive functioning. This includes individuals with mental health conditions (such as anxiety, PTSD, or depression), neurodivergent conditions (such as ADHD or autism), chronic illnesses (like lupus, multiple sclerosis, or chronic fatigue syndrome), physical disabilities that contribute to cognitive fatigue, and neurological or brain injuries.
With consent from all meeting participants, the use of audio recording devices can help employees capture important details from discussions, decisions, and assigned tasks—ensuring they don’t miss critical information in fast-paced or verbally heavy meetings. This accommodation is especially helpful in workplaces where verbal communication is the primary mode of information sharing and where written summaries may not always be immediately available.
Audio Recordings
Employees can use recording tools—such as digital recorders, phone apps, or built-in meeting platform features (e.g., Zoom, Teams)—to record meetings, training sessions, or group discussions. These recordings can be revisited later to reinforce understanding of key discussion points, assigned tasks, and outcomes, helping employees who may struggle to process or retain real-time information.
Transcription Services
Some employees may also benefit from converting audio into written transcripts. AI-based transcription tools and professional services can provide accessible, readable formats that allow individuals to skim, highlight, or annotate important points at their own pace.
Consent
Recording meetings requires the informed consent of all participants to comply with legal and privacy standards. This step ensures transparency and fosters a respectful, inclusive environment where everyone is aware of and comfortable with the process.
Review and Note-Taking
Listening to recordings post-meeting supports accurate recall and helps clarify anything that may have been missed. This is especially useful for employees dealing with fatigue, stress, or brain fog, and helps reduce the pressure to absorb everything in the moment.
This accommodation supports employees whose health conditions affect memory, concentration, or information processing. It promotes equity in communication by ensuring everyone has the tools they need to understand, retain, and act on workplace discussions. By reducing cognitive overload and performance anxiety, it allows employees to stay organised, engaged, and effective in their roles—ultimately improving both well-being and job performance.
Recording meetings (with consent) is a simple but impactful way to remove barriers and foster an inclusive, supportive workplace for employees managing a wide spectrum of health conditions.
Costs and Funding
The costs associated with recording devices can vary depending on the type of device or service used. However, the cost is generally low, especially if employees use smartphones or free digital recording apps.
Recording Devices
- Smartphones or tablets: Most modern smartphones already include voice recording capabilities, so the cost of using these devices is minimal (typically the cost of the phone or tablet).
- Digital voice recorders: Standalone digital voice recorders typically range from $30 to $150, depending on the brand and features. Entry-level models can be as low as $30, while high-quality, professional-grade recorders may cost upwards of $100 to $150.
Transcription Services
- Automated transcription tools: There are several transcription tools that offer automated transcription at no or low cost. Services such as Otter.ai or Temi.com offer free and paid plans. The paid plans generally cost between $8 and $15 per month for unlimited transcription services.
- Manual transcription services: If manual transcription is needed, the cost can range from $1 to $3 per minute of audio, depending on the service provider.
Meeting Software (for virtual meetings)
Many video conferencing platforms (e.g., Zoom, Microsoft Teams) offer built-in recording capabilities, sometimes at no additional cost. However, advanced features, such as transcription, may require a paid subscription (e.g., Zoom’s Pro or Business plan costs approximately $14 to $19 per month).
The cost of implementing this accommodation is relatively low, with many devices and services being affordable or covered under funding programs such as NDIS or the Employment Assistance Fund. This accommodation is a simple yet effective way to support employees in maintaining their work performance and achieving success in the workplace.
Related Accommodations
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