Blog / AI

How do you summarize meeting notes in AI

How do you summarize meeting notes in AI

Use AI speech-to-text transcription for meetings – reach 95% accuracy with high-quality audio – then use NLP to summarize

AI-driven Meeting Summarization

AI-driven meeting summarization is reshaping the way meetings in corporations, academia, and other contexts are being done. This technology makes it possible for the meeting ‘minutes’ to be taken in real-time and the final excerpts provided to participants to understand the most crucial points and decisions. The innovation relies on Artificial Intelligence to accomplish its objectives.

How do you summarize meeting notes in AI

Understanding How AI Is Helping You Take And Understand Notes

AI is helping people to take and understand notes by automating a process that may take long hours to do manually. Using AI can also increase the accuracy of the notes taken far beyond what an individual can do. The first step towards this objective is converting speech into text.

AI accomplishes this tasks by gradually summarizing the text. Modern AI is built to perform this process at an extraordinary rate: the application can summarize a meeting within minutes of its completion. This, however, does not mean that the process is less accurate than when done manually simple because of efficiency.

The designers of the program ensure that context is understood by the machines, and the words said are ascribed to the correct speaker. Advanced AI solutions can also be programmed to have a clear understanding of industry-specific jargon.

Advantages of an AI Summarization Programme

The best thing with using AI for meeting summarization is that it saves time. Once more, by taking the notes, all participants know what was discussed and decided upon.

They also happen to be more easily revisable, improving the chances of better decisions and, as such, the speed of the project. The main features of meeting summarizing tools include the ability to convert meeting speech into text.

These shortened notes should be both accurate for different language speakers and relevant for the subsequent colloquium of the meeting. The final feature of modern AI solutions is speaker identification and the ascription of points to interlocutors. These tools can also be customized and incorporated with the most popular project management platforms, scrum, and task managers.

Preparing for effective hypnosis

Connecting AI Summarization to the Procedure of Preparing for a Hypnosis Session

To leverage AI summarization of a meeting’s process, people should prepare well. This preparedness involves recording the audio of the meeting in the best quality, taking notes in a way that would be beneficial for AI summarization, and making sure that the proceedings are understandable for AI.

Methods to Produce Ideal Audio Recordings

The quality of audio recordings is a paramount factor of success in AI summarization. Perfect recordings have minimal background noise and the sounds of each separate speaker are well-distinguished. Noises or voices that are present on several tracks make it difficult to convert speech to text clearly.

Therefore, it is advisable to gather the meeting’s participants close to the microphone .

The microphone should be of high quality, also, it can be beneficial to invest in the sound-proofing technology to improve the quality of the AI summarization . The price of a good microphone for a big conference room ranges from 100 to 1000 dollars. Making sure that the surroundings of the meeting are quiet involves the additional expensing of soundproofing the meeting room somewhat.

Taking Notes in a Way Beneficial for AI Summarization

AI requires a well-organized “order” of information to summarize a meeting correctly. Here each speaker was explaining in an order what they pay for. Furthermore, discussions should be conducted in a way that they could be easily summarized:

  1. Speaking clearly and at a moderate pace – the AI transcription tool should have no problems transcribing speech into text, so it would be clearer;

  2. Using verbal benchmarks to understand whether something is valuable to summarize – phrases like “The main takeaway is” or “Our business will have to do this and that” would signal to the average human or AI that the information which follows is valuable;

  3. Summarization at the end of the meeting – shortening all valuable points mentioned in the discussion could persuade everyone to understand them and summarize the focus of the meeting. Here AI will always remember what to emphasize.

Taking Notes in a Way Beneficial for AI Summarization

Integrating Summaries into Workflow

The integration of AI-generated summaries into meetings is a strategic action that improves workflow and guarantees a unified understanding among the participants. The process includes the sharing of the summary with the meeting attendees, as well as the archiving of those summaries and the explanation of the following steps that can be deduced from the meeting. A successful integration of summaries helps streamline the follow-up activity and ensures that the meetings are implemented to their fullest potential.

Sharing Summaries with Meeting Participants

One of the primary steps that can be taken is rapidly sending the concise summaries to the participants immediately after the meeting. The process can be readily implemented within the email correspondence system or team collaboration platforms and requires the least amount of resources as DD and TECH .

The costs for implementation fluctuate, although they frequently refer to a $5-20 monthly subscription per user, depending on the functionality of the system and the addition of features beyond simple exchanges. The benefit of the integration of AI-generated summaries is also unmistakable since every team member, regardless of their presence at a meeting, can rapidly become acquainted with the contents immediately after they are concluded.

Archiving for Future Reference

Archiving summaries is another manner of integrating the documents into the overall workflow system that enriches idea management in the context of long-term activities. It guarantees that insights discovered or decisions made during meetings can be reread, which is vital to strategic thinking and scenario planning.

The setup required specific costs, as well as memory expenditures for the cloud storage, which can vary between $0.01-0.025 per GB per month Howe .

The cost can frequently be justified by remembering the number of wasted hours spent on the search for documents from past meetings and the successful nature of the temporary work.

Actionable Steps from AI-generated Summaries

Actionable steps indicated in the summaries can be a good way to split the work among other team members and can demonstrate progress on the project. The data can be ascertained by AI, as was previously shown, and then integrated into project management platforms to manage the timely implementation of the task distribution system.

The complexity of implementation can include custom development or the use of API’s integration with existing platforms, with the expense range being hundreds to thousands of dollars for setup DB . The process shortens the time of allocation of tasks and improves work transparency.

Actionable Steps from AI-generated Summaries

Tools and Platforms for AI Summarization

Numerous tools and platforms are available for AI-driven meeting summarization, each offering a variety of features and advantages. The selection of the most appropriate tool can significantly influence the efficiency and effectiveness of the meeting summarization process. As such, it is imperative to evaluate available tools, adapt them to the requirements of one’s business, and compares costs and benefits of various options.

Popular AI Summarization Software: Evaluation

A variety of AI summarization software is available, each marketed through descriptions of its features, such as accuracy and speed of summary generation, as well as ease of integration into other software. Available services include and built-in summarization offered by Zoom and Microsoft through their Teams video conferencing. Subscription-based models are in place for these tools, with standard business packages usually ranging from $8 to $30 per user per month.

Premium features usually entail more comprehensive analytics and storage options and thus increase the cost. The choice between these tools is based on the balance between cost and a pricy transcription provided by, Zoom, and Teams usually ranges from 85% to 98% in various real-world scenarios.

Tailoring AI Tools to One’s Business

It is paramount to tailor AI summarization tools to match specific business requirements in order to maximize ROI. Possible adaptations can include integration of the tool into existing project management and communication software or training the AI on jargon and acronyms relevant to one’s industry.

Initial adaptation costs can increase costs by about 20% to 40%, but the relevance of the adapted AI for one’s business may subsequently increase efficiency. Thus, such costs need to be evaluated with an eye to the potential benefits from increased meeting productivity and information retention.

Costs and Benefits

The costs and benefits of various AI summarization platforms can be compared through analyzing subscription costs, adaptation costs, and potential savings from decreased time and manpower expenditures. For example, a tool that reduces manual summarization time by 50% for a team of 10 in an organization can save up to $500 per week. With a team having a monthly subscription of $300, net benefits can be strongly positive.

smart notes icon
Get Live AI Meeting Notes with Huddles

With just one click to activate AI notetaking, Huddles automatically generates live AI notes based on your transcript, just like a personal assistant. 

Table of Contents

Automate your meeting notes with Huddles

Huddles transcribes, summarizes and takes notes for you so you can focus on discussions and team collaboration.