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How to Use AI to Prepare for Meetings More Effectively

How to Use AI to Prepare for Meetings More Effectively

Embrace AI for Enhanced Meeting Preparedness

AI can help prepare for the meeting in multiple ways and ensure that the participants are all well-prepared for the process, allowing it to proceed as fast and effectively as possible. The text explains several ways that this can be achieved, as well as the observed results that show the AI’s effectiveness for that purpose.

Creating an Agenda

Automated tools can analyze the outcomes of past meetings and the ongoing documentation for the project and create an agenda based on these results. For example, an analysis of the discussion from the past meeting can identify issues that were not resolved and include them in the list again. This function can save preparation time and ensure that no important topic is missed by up to 30% . The best thing about the tools is their ability to perform the analysis in a matter of seconds.

Preparation Customization

Another way that AI can help prepare for the meeting is by identifying which decision and which documentation is most relevant to each guest. For example, the system can analyze the decisions each participant made in the past and their current role in the project to recommend the materials they should read before the meeting to be sure they can input something useful. This way, it is possible to avoid redundant explanations, which saves up to 20% of time for a typical meeting.


Another problem with preparing for the meeting is finding a time when all the guests can participate. An AI can coordinate their schedules analyze the time zones and recommend an optimal time and duration for the meeting. In the companies that have implemented the tools like this one, the meeting’s average delay has been reduced by up to 25% more participants can be expected during the reserved time even if it is the start of the workday.

Real-Time Support

Artificial intelligence can also provide real-time support during meetings by producing relevant results or documentation as a topic is being discussed. For example, for the financial review, it can generate a budget or a performance report. As appropriated decisions lead to 20% better results when they are data-relevant , organizing such support may be beneficial.


Post-meeting activity is also important, as it is necessary to ensure that the made decisions lead to actions. An automated system can create the meeting’s protocol, allocate responsibilities based on its decisions, and remind the responsible parties about the deadlines. With these tools, up to 40% of tasks been completed in the surveyed companies.

Harness AI to Draft Meeting Agendas

The use of AI to draft meeting agendas is a way to take a sometimes boring administrative task and turn it into a dynamic, interactive process. It will make every high-level meeting-prone to be prepared and enjoyable.

Collecting input from the team

AI can ease the process of gathering up the items sent by the team on the agenda. There is a possibility to automate sending requests for action via email, workplace chat, or another type of communication. Having gathered input, AI automatically classifies the received applications and ranks them by importance and timing to be discussed before everything else. Now, advance aggregation of the agenda based on your team’s input allows the team to reduce the time spent on it by half.

Analyzing the history of the team meeting

By studying the minutes of previous meetings, an AI tool will highlight the role of the tasks that are kept “on the report” in the agenda of the next meeting. Thus, all cases are closed with a double or triple benefit, so the team is defined once, and they are not forgotten. This has enabled companies to reduce the number of unprepared meetings by up to 30%.

Adapting the text to specific types of meetings

While the topics discussed at the time of preparation are fully defined, many different types of meetings require different strategies. On-the-job meetings require attention to strategic planning, operational leadership, or just quick check-ins. However, an AI-based agenda adaptation function has been implemented based on the type of meeting. If the planned agenda is ready for such a system and defines the script to be used in a prepared manner, an AI warning of the amount of action on a given item. Such a meeting preparation approach improves efficiency by an average of 40%.

Integration with fellow planning instruments

Many high-level meeting scripts and agendas will be posted on the AI-based decision-making system, posting real-time data on project status, deadlines, and personal responsibilities on the same basis. Aids submission of an already embedded action to the project stakeholders. Meeting formation efficiency increases, and the role of the team based on the creation of two goals increases like this.

Automate Scheduling and Attendee Management

Using AI to automate scheduling and managing attendees of meetings is a great way to organize meetings with high efficiency. This solution does not only simplify the search for time when everyone can join but also improves the process of attending the meeting in a dynamic way.

Time Selection

First of all, AI considers the work hours of all your participants and creates a schedule based on that. The tool also generates a meeting proposal taking into account various time zones taking into account that the time works best for all. Some of the tools also notice how much time passes from the scheduling of a meeting, determining if given time is better for people to join such a meeting. According to the studies, the use of AI to schedule the meeting always reduces the time needed to organise a meeting up to even 80%, while if done manually, scheduling the meeting requires multiple e-mails or phone calls . In other words, AI-based solutions are more effective in that regard.

Adjustment to Changes

When a key person is not available due to some changes, AI also adopts to those changes, hence proposing to change time or create an agenda. In other words, it solves the great majority of problems related to miscommunication connected with a short notice. According to the studies, the automatization of such changes leads to a decrease in the work that has to be done by about 50%.

Participant Response

AI also knows who has adopted the proposal or who has rejected it. In the moment notice, it then tries to ask people who haven’t opened the message to do it or schedule it at another time. About a 30% higher participation rate is then observed when an AI tracks responses accordingly. It provides first of all the organizer with more information on who’s coming so that one can prepare for the meeting better. For example, preparing a seminar for people with a lower participation rate in similar meetings can be beneficial.

Generate Insightful Questions for Interaction

AI can be a great tool to empower the generation of insightful and meaningful questions for different meetings. By using this technique, it will not be just another meeting but a dialogue full of engagements.

Content Analysis

First of all, AI can be used to analyze content. For example, if there are some meeting documents, previous minutes, or project updates to be discussed, AI can learn what kind of issues were being raised. As a result, it can be able to generate questions that matter, that encourage people to think at a deeper level and offer solutions. It was found to increase the depth of the discussable issue by 40% .

Attendees Personal Data Analysis

One of the ways to make sure the questions are challenging yet not too hard is to analyze the attendees’ available background data. For example, AI can define who the attendees are and what their responsibilities are to suggest a relevant question. Such a question is likely to be something the attendees can provide insight. The approach is found to increase engagement in 30% of cases .

Analysis of Question Relevance

During the meeting, AI can continue to analyze the dialogue and suggest more relevant questions related to the topic. It will help to make sure the focus is not wasted and is instead on the actual issues. Currently, it was found that it can reduce off-topic related diversions by 25-40% on average . In the future, it is expected to strengthen the effect by increasing the performance.

Post-Meeting Reflection

After the meeting, AI can also encourage some reflection. For example, it can provide a list of issues that have been discussed and yet some additional questions that I can think about. The approach is beneficial because it is believed that it increased post-meeting activities by 50% and improved the issues’ retention by almost the same rate.

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