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How to Read and Utilize AI-generated Meeting Notes

How to Read and Utilize AI-generated Meeting Notes

Review and utilize AI-generated meeting notes by prioritizing key topics, aligning actions with objectives, and cross-referencing with project management tools for efficiency.

Reviewing Key Discussion Points

When it comes to reviewing AI-generated meeting notes, the key is to focus on a systematic approach to analyzing and prioritizing the key discussion points overviewed. First, it is advisable to identify unifying topics in the discussion and related to the decisions that were made and the meeting’s aim. For instance, if the sales team was holding a meeting with the aim of increasing the target for this quarter by 15%, the key discussion points would be the strategies discussed in the meeting, targets assigned to team members, or the deadlines for driving a promotion.

Turning the Points into Actionable Insights

What follows is a practical approach of turning discussion points into insight with a clear course of action. For example, say AI notes contain a decision to launch a new product line next quarter. What follows would be to put a chain of events in the decision, how the product will be developed and marketed, and when the budget will be approved. Assign the tasks to be done to the team members and develop a course of milestones and tasks to be done. Import them into a designated tool speak of Asana or Trello to track progress.

Taking a Closer Look and Checking

Another aspect to consider is to compare and check the completeness of AI notes as compared to the manual notes in a complex discussion. For instance, AI notes claim that the tech team will drive the bug up fixing in the software by next week. Check whether this is true using the project management tool and the milestones due next week.

Recalling and Visualizing

To visualize the insights from the meeting, as well as to better recall them, use AI notes to create a mind map or other visuals such as infographics. Create a logical path to pursue from one AI note to the related action and further milestones. For instance, “a decrease in production cost might drive changes in the price”. For the instrument, consider using MindMeister tool.

Ensuring Timely Reminders

Do not forget to take timely actions by putting reminders in the digital calendar. If the AI mentions that there will be a big project review on the team’s performance on May 15th, put a reminder for a week before. Use Google Calendar as it allows not only to put reminders but to put other team members into the invitation list.

Increase in Reminders

Train the team to be able thoroughly to work with the AI notes. Also, prevent to avoid common mistakes such as underestimating the failure to turn something into business. Devise regular sessions to provide feedback to the AI to become better over time. Make sure that AI notes are archived in line with the topic, keywords, and project or department name. Use cloud versions in Google Drive for these provide with advanced search options by keyword or phrase. At the same time, make sure that these notes are also integrated with project management tools that can take specific events, for instance, the task is assigned with a given timeframe, and automatically update the project.

Identifying Action Items and Decisions

Introduction

AI-generated notes are critical in capturing discussion during the decisions made in the meeting. For instance, in a 30-minute marketing session, the AI will capture when the team will run the campaign, approval of the budget to effect the strategy, and which employee will take responsibility at each level. In doing so, the team is left with ample time to discuss more and better ensure that all critical issues are covered.

Filtering out and prioritizing decisions

It’s important to differentiate between what is analyzed and what actually matters. Points of action are pinpointed by checking the use of verbs and other action-oriented communication. For instance, when one AI discussion is reasoning whether to approve the budget, the action point will be “approve the budget by next Wednesday.” If the final product is the focus of the meeting, the point of action will be “the design team to provide the final product design by the end of this month.” With Jira or slack in mind, mark these entries for better identification.

Assigning Responsibility

Remember, the reason for having options is to let them solve a problem or take action. As such, ensure that the final task has a specific outline of what every member is to do. For instance, “the design team to be in charge of the budget process by this time next week” clearly mentions the action plan. With projects running over several years, these assignments can be documented using a tool like Jira or slack. to reach their target.

Data and Analysis

Having AI-generated data that describes the completion of pre-assigned tasks will give wings to a more comprehensive scale of decision-making. If, for instance, every meeting ends with the comment that we require more development-based manpower as they are unable to complete their tasks in the time given. Working with this data will save money and allow the planning of better development teams, thus making each of these meetings more useful to the running of the organization.

Check-in

Strict monitoring is needed. Let every team member know their goals and the time they have in completing the task. Have weekly check-ins via email and an online dashboard to keep things moving and all the analysis in motion. It primarily imposes the task of the team calling the next after disregarding these sets of decision protocol on the tile.

Analyzing Trends and Insights

Gathering Data from AI Notes

The first step in analyzing trends from AI-generated meeting notes is to gather all relevant data. For instance, if you have a record of notes from quarterly planning meetings, extract the relevant data such as sales targets, performance metrics, and strategic changes. Use Microsoft Excel or Google Sheets to group this information by its date, topic, and outcome. This dataset will be used for analyzing trends, becoming a foundation.

Identifying Trends

The next step is to identify the trends. For instance, if your sales team has achieved the target during the past three quarters in the regions where the new advertising campaigns had been launched, it means that there is a trend of increased sales accompanied by higher levels of advertising. Use your organizes dataset and data visualization tools such as Tableau to generate graphics on these trends. For instance, generate a line graph of sales targets and outcomes over time and use colors that signify the advertising regions. Trends and patterns will become immediately visible.

Developing Strategies Based on Insights

Trends and insights derived from AI notes are one of the most powerful tools for developing future strategies. For example, if your analysis would have shown that previous product launches in May had resulted in 20% more revenue than launches in other months, your strategy would be scheduling to launch new products in May. Communicate these findings to your management, and to do it thoroughly, utilize the presentation during your management meetings. The presentation should contain separate slides for each trend, featuring charts, graphs, and bullet points summarizing other takeaways. This will facilitate communication with your team and ensure that everyone can refer to them later.

AI in conference abstracts

Extracting Relevant Information

Establishing Extraction Criteria

To begin with, establish criteria regarding what is meant as ‘relevant’ for extraction. Think about the objectives of the meeting—what kind of information determines of interest to you. For example, if you discussed plans of developing a product during the meeting, relevant topics may involve design solutions, deadlines, as well as the responsibilities assigned to various members . Codify the criteria, based on which you would extract information to ensure that the process is coherent and efficient.

Searching and Filtering Techniques

Proceed to set up search and filtering parameters. The tool provided sets up search for the keywords “budget” and “allocation”. Presuming that you discussed the allocation of Q3 2021 budgets to new MIT research, look for these keywords and their combination as well as for the related figures. While this may appear to be simple, Evernote and Microsoft OneNote have a rich filter and advanced search tool settings to single out the needed information .

Applying NLP for the Data

Set up the NLP, which will help the tool single out the meanings behind the words. For example, instruct your NLP to look for action items or decisions and key figures. This will help to single out the data you need in case you work with a very large document . Remember, there are lots of different tools available. Some use more sophisticated logic, while some are lighter. What is important is that you set them up in a way that will help you access the note’s meaning and not just some simple words. Make sure that the modified data set is easy to work with. Add the decision-making process data to your daily workflow in a way that makes them actionable. For example, make a plan of action or a to-do list, put it into Microsoft To Do or Google Tasks so that you can now manage them as individual tasks.

Tracking Progress and Follow-Up Tasks

Implementing a Systematic Tracking Framework

To keep track of the progress and follow-up from AI-generated meeting notes, one can implement a systematic framework. First of all, it is essential to set up a task management application such as Asana or Trello. To follow up on plans for the project completion, the team can decide that the particular assignment should be completed by the end of the month. One should enter this task into the system, specify the due date, and assign it by name to the team member who is responsible .

Use of Digital Planning Tools That Give Real-Time Updates

It is advisable to use digital planning tools that provide real-time updates and reminders to the employees or the team. In this regard, from the email notes that were used with the team, everyone could enter this approach onto Google Calendar and put their own reminder of what needs to be followed up on. If the task for follow-up is the promotion plan, the deadline for it is on the first Monday of the month. The week before this date, each team member would receive a timely reminder of the given task assigned to him.

Organizing Regular Review Meetings

It is essential to organize review meetings that will be regularly conducted, for instance, it could be decided to conduct them once per week or every two weeks, where the team will discuss what has been done and what is expected to be done. In this case, team meeting notes with the assistance of AI could be used to ensure that everything that has been decided is being followed and executed. With all the little decisions that are followed, one could look back at the notes and ensure that none of the work has been left from behind.

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