Say it once, at the start, plainly
The single thing that determines how a recorded meeting goes is whether you mentioned it in the first thirty seconds. Not buried, not mumbled, not after the interesting part. A flat sentence at the top — "I record my meetings so I can pay attention instead of taking notes, is that alright?" — costs you three seconds and removes the entire problem.
What does not work is deciding to mention it later. There is no good moment later. Every minute that passes makes the disclosure feel like a confession rather than a courtesy.
Give the reason, not just the fact
"I'm recording this" invites the question "why?". "I record so I can listen properly instead of writing" answers it before it is asked, and it happens to be true, which is why it lands.
People object to being recorded far less than they object to not knowing why. The reason reframes the device from surveillance to note-taking, which is what it actually is.
Make it easy to say no
Ask in a way that a no is cheap. "Is that alright?" with a pause is enough. If someone hesitates, stop — the recording is worth less than the relationship, and a reluctant yes produces a guarded conversation you would rather not have recorded anyway.
In practice almost nobody says no in a professional setting. The ones who do usually have a specific reason, and it is worth hearing.
Be visible about it
A device that is obviously present is doing you a favour. A phone face-down on the table is ambiguous; something worn openly is not. This is part of why deHertz is a visible object on a chain rather than something hidden in a pocket, and why it starts when you press it rather than listening for a wake word.
The same applies afterwards. If you share a summary, say where it came from. A transcript that appears without explanation is unsettling in a way the original recording never was.
Know that the rules vary, and check yours
Consent requirements differ by country, and in some places by emirate, sector and whether the conversation is private or professional. Healthcare, legal and financial settings frequently have their own obligations on top.
This guide is about practice, not law, and nothing in it is legal advice. If you are recording in a regulated setting, or across borders, or anything is genuinely at stake — get advice specific to your situation before you start rather than after.