If you had asked me a few years ago whether I would record all my client meetings, I probably would have said no. It felt unnecessary, maybe even a bit awkward. But once I started my own studio and began working with complex SaaS products, I realised something important: I was forgetting details that mattered.

Some products have deep logic, complicated user journeys, and edge cases that you only understand after hearing the client explain them in their own words. Taking notes helped, but not enough. I would look back at them later and feel like something was missing. That’s when I decided to try recording my sessions. I didn’t expect it to become one of the most important parts of my workflow.

This post is about why I now record everything, how it helps me understand products properly, and the difference it has made to my design process.

The moment I realised note-taking wasn’t enough

Early in my freelance journey, I had a kickoff meeting with a client who ran a training and safety platform. The system was complex. There were user roles, permission levels, multiple feature layers, and workflows that changed depending on the user type.

For almost an hour, the client explained everything in detail. I took notes as fast as I could, but when I sat down to start the wireframes the next day, I had gaps everywhere. I remembered the general ideas, but not the details. I kept asking myself things like:

• Who approves this step?

• Which user has access to this screen?

• What happens after this condition fails?

I ended up emailing the client to clarify several points, which slowed us down. That was the moment I realised I needed a better way to capture information.

I didn’t need more notes. I needed a full memory of the conversation.

Why recording meetings changed everything

I can revisit complex details anytime

When I started using Grain to record meetings, things clicked immediately. Instead of relying on notes or memory, I could rewatch the exact moment a client explained a tricky workflow. I could pause, rewind, and watch again until it made sense.

In UI and UX design, small details can change the entire structure of a feature. Recording meetings meant I stopped guessing.

AI summaries saved hours

The more I used Grain, the more I realised how powerful the AI summaries were. Instead of scrolling through a video file, I could ask simple questions like:

• “What did the client say about notifications?”

• “How does the admin approve user submissions?”

• “What were the main steps in the onboarding flow?”

Grain would return the answers in a few seconds. This was a huge time saver, especially for long discovery sessions.

It reduced misunderstandings

Before recording meetings, I sometimes found myself asking clients the same question twice because I had forgotten the details. With recordings, that never happens. I can make sure I understand the context properly before moving forward.

Clients also feel more confident knowing their instructions are captured accurately. It removes the fear of miscommunication.

It helps me share context with developers

Sometimes I work with development teams who need to understand the “why” behind decisions. Instead of writing long explanations, I can share relevant clips or transcripts. It helps everyone stay aligned without more meetings.

It supports async communication

If a client cannot join live sessions or prefers async communication, recordings help keep everyone in sync. They can watch the call later or quickly read the transcript. It keeps the project moving even across time zones.

Why this matters so much for complex products

A lot of the work I do now involves SaaS platforms and e-commerce tools with deep functionality. These are not simple websites. They involve:

• conditional flows

• multi-step logic

• dynamic user roles

• branching journeys

• integrations with external systems

When a client explains how one part of the system interacts with another, you need to capture it properly. Missing one step can mean designing something that doesn’t match the real workflow.

Recording meetings helps me understand the product the same way the client understands it. It gives me a chance to slow down and learn the system properly.

A more honest way to design

Recording meetings also changed something I didn’t expect: the way I think as a designer. When I rewatch sessions, I often catch things I didn’t notice the first time. A tone in the client’s voice. A hesitation. A part they repeated more than once. These small signals help me understand what they really care about.

Design isn’t just about visuals. It’s about understanding the problem, the users, the constraints, and the goals. Recordings help me listen better.

A few myths about recording meetings

“Clients will feel uncomfortable”

Most clients don’t mind at all. In fact, many appreciate it. It shows that I want to capture instructions properly. I always tell them it helps me do better work.

“It takes too much time to review”

You don’t need to rewatch the whole meeting. AI summaries make it fast.

“It’s only useful for big projects”

Even smaller jobs benefit from clarity. A single miscommunication can cost more time than watching a clip.

How recordings fit into my daily workflow

Over time, recording meetings became natural. Here’s how I use them day to day:

• I rewatch tricky parts of discovery calls before starting wireframes

• I review notes before preparing a Tella walkthrough

• I search transcripts for details I forgot

• I use clips to help developers understand decisions

• I revisit old sessions to see how a product has evolved

It feels like having a personal archive of every project. This gives me confidence and helps me design with accuracy.

Wrapping up

Recording my client meetings used to feel unnecessary, but now I see it as one of the strongest habits in my workflow. It helps me understand complex products properly, reduces mistakes, improves clarity, and makes the design process smoother for everyone involved.

If you work with SaaS products, multi-step workflows, or anything where details matter, I recommend giving it a try. You might be surprised how much easier your work becomes when you can revisit the exact moment a client explained something important.

It’s one of the pillars of how I run Studio JC, and I can’t imagine designing without it.