Book free demo

What are the key features of an AI meeting manager that can help streamline our meeting processes

What are the key features of an AI meeting manager that can help streamline our meeting processes

An AI meeting manager optimizes scheduling, provides real-time transcription, and analyzes engagement metrics to enhance productivity.

Real-time Meeting Transcription

The implementation of real-time transcription in AI meeting managers changes the process of notes making. In particular, such a feature ensures that everything that is said during the meeting is automatically transcribed into text and recorded. As a result, the activity that requires a lot of time and effort no longer distracts the participants from the discussion, making them more active and productive . The accuracy of transcription varies from 85% to 95%, depending on the clarity and volume of speech and the level of ambient noise . Such systems rely on the latest achievements in the sphere of speech recognition and processing and, with a properly adjusted algorithm, gradually improve their accuracy by processing linguistic data. The participants receive the transcribed text right after the meeting, which can be edited for greater clarity and then sent to them.

Customizable Notifications and Reminders

One of the most important features of every AI meeting manager is the ability to send customizable notifications and reminders to ensure that the meeting is attended by as many of the invited participants as possible. The latter can regulate their frequency and adjust to the time when they plan their day preceding the events “alert me 1 day, 1 hour, and 10 minutes before a meeting” . In the case of the latter, reminders should include links to the relevant documents and an agenda to help prepare for the meeting, which means that attendees only have to click on them rather than browsing through the emails that can be received well before the event. With these conditions, the popularity of such features is well-explained: For the millennial generation and their lower attention spans, timely alerts for meetings are highly beneficial in keeping them on time.

Action Item Tracking

Correspondingly, the activity involved in meeting management is not just holding them successfully but following the agreed-upon course. Action item tracking is a feature that allows the AI not only to identify a statement as task-worthy but also to assign the responsible person and follow up with them. The former is enacted through the use of natural language processing that detects such phrases and builds items from them, while the latter is fairly easy to accomplish with the existing capacities of the calendar-based algorithm . As a result, every attendee who was assigned a task during the meeting will receive via email a summary of all action items and a deadline if that was mentioned during the discussion. Such a feature leaves no chance that the task is forgotten and makes sure that every team member feels the responsibility to honor their part of the deal.

Instant Meeting Summaries and Highlights

One of the most immediate and drastic advantages of using AI in managing meetings is the ability to produce summaries and highlights instantly, at the end of each meeting . These summaries include all the important points, decisions, and action items determined during the meeting. As such, participants receive a record of the meeting that allows them to know what happened without the need to review hours of recordings or taking notes. The technology works by using algorithms that attempt to identify the most crucial topics discussed based on the frequency of certain keywords and the attention given to specific topics based on factors such as voice volume and excitement. If several people are talking loudly and at length about a certain project or a deadline, the AI meeting manager will mark it as a significant point. Generally, the accuracy with which these tools can produce highlights and summaries improves with time as AI has more meetings’ context and the opportunity to correct mistakes from participants.

Visual Data Representation

Many AI meeting managers are also equipped with the ability to turn textual information into visual data in real time, during the meeting. For instance, if everyone is analyzing their company’s sales performance from the last month and presenting sales figures, the system will create a chart or a graph of these sales and show it to the participants. Not only are visual data aids more engaging, but they can also afford a better understanding of data overviews as people can immediately see the trends and changes. As such, in post-meeting summaries, AI managers typically are able to highlight what went especially well or needs special attention.

Searchable Transcripts

In large meetings, AI managers also have the ability to create human-readable meeting transcripts and turn them into image and text files. The most important advantage of such a file is that it is fully searchable. Anyone that did not take part in the meeting or did not take diligent notes during it can refer to the transcript and find a discussion on a specific topic.

This is possible because of the technological solutions used for creating the transcript index and categorize data gathered. As such, participants do not need to remember what was discussed when and can receive the necessary information within seconds.

Transcription and Analysis of Meetings

Modern-day AI meeting managers are particularly popular among business leaders as they revolutionize the entire process and introduce a set of robust transcription tools as well as the full-blown analytics of the recorded content. The latter is expected to analyze the meaning of each spoken word and draw actionable insights from it. Whenever implementing AI in business, leaders expect maximum outcome in the form of transcription service of high accuracy, which routinely reaches over 90%, and advanced algorithms capable of interpreting a variety of accents or terminologies.

With the analytics tools, the content of a meeting is composed by AI meeting managers for reviewing the key themes or feelings that prevailed at the meeting. If the analytics report is based on sentiment analysis and it is noted that a trend of negative sentiment was recorded for a particular subject at the meeting, it can prompt the management to listen to the concerns or revise the parameters of a project in its early stage. This is particularly helpful when planning a new project and doubting an effectiveness of something or receiving a message that participants do not like to think that it is fully grasped.

Engagement Trackability

AI at such meetings also serves to track the engagement exposed during dialogue. The technology is known to detect the duration of speeches of guests, as well as the emergence of pauses or other signs of inactivity. If a person is uninterested in the outlined issue, the AI provides the opportunity to keep the moderators up to speed on specific cases, in which the latter should ask the person a direct question and provoke dialogue. This way, during AI meetings, a moderator can track all cases using general steps, which, for example, the CINO of Oxygen describes meeting attendees to participate actively. The data can then be analyzed after the fact and allows you to predict future ups or downs in project engagement or overall satisfaction.

Dynamic Agenda Creation and Management

Dynamic agenda creation and management with the help of AI meeting managers change the way meetings set and follow their agendas. Utilizing the capabilities of predicting the length of an individual meeting element, the AI manager constructs the agenda based on the input provided by the team leader and accumulated data from past meetings. The agenda changed dynamically in the course of the meeting, depending on the reactions of its participants. When complex, difficult to solve questions require more time, the AI manager provides it in a real-time regimen. On the contrary, when a team quickly addresses some less complex question, the agenda dynamically moves to the next point of the meeting. As a result, time is used effectively, and every important question receives an appropriate level of consideration.

Real-Time Agenda Changes

The ability to control real-time agenda changes is the most important feature. The AI not only relies on a prepared schedule of each point of the meeting but also actively takes into account the perceptions of the participants. At the moment, however, there is a relevant, significant discussion of a particular problem; the AI ensures that it receives more time. If, at the time indicated in the agenda items, the discussion is less important today, the AI encourages moving to the next point. Thus, the point is not avoided, but its consideration is postponed. In other words, the AI eliminates the necessity of forcing a team to stick to the agenda, allowing it to return to a certain point when it is ready.

Feedback Loop Applications

One more important improvement is achieved by the inclusion of the feedback loop that includes the evaluation of the value of each meeting element . The participants sent back to the AI system information not only about items of the agenda discussed but also about how effective and useful they are. Taking into account these data, the system is geared towards better meeting scheduling in the future. For example, according to feedback, financial business updates take less time than provided. In the next meetings, the AI reduces their appointment on the agenda accordingly. In such a way, in this eternal circle, AI continuously improves its effective governance of a meeting.

Pre-meeting Alerts

In addition to the meetings themselves, the AI manager helps in pre-meeting preparation. It seeks needed pre-read materials and the necessity of background checks and sends alerts about them to every participant. As a result, during the meeting time is not wasted when everyone gets up to date.

Analyzing Participant Contributions and Effectiveness

AI meeting managers revolutionize the way contributions and effectiveness during the meeting are evaluated. It is an advanced analytics tool that measures how much each participant brings to the conversation. simultaneously evaluating the frequency, relevance, and impact of comments made. It helps with providing detailed metrics on speaking time, making sure that is equal from all persons involved in discussion. If one person dominates the talk, AI asks the moderator to engage those who stopped speaking.

Contribution Quality Analysis

In addition to measuring the quantity of comments, the system also analyses quality. It evaluates if the person said something that structures discussion and helps to see important insights. For example, the system points to one’s comments if they suggest a new perspective on problem-solving, align with the strategic goals, or add further to productive discussion.

Engagement Metrics

There are a series of metrics that shows how prepared a person is to engage in the conversation. These can be attentiveness and responsiveness, among others. The next subsection will elaborate more on these points and suggest how they are evaluated. such evaluations are vital, as the AIs visual and audio features can detect if a person is not interested in a talk and might signal the moderator to revive everything or switch to another topic.

Feedback Integration

Last, after each meeting, persons can evaluate how useful it was in terms of spending time. AI meeting managers analyze every in-meeting comment and received feedback and, record everyone’s performance helps to understand the problematic areas of the meeting and the impressions of users. Such data is used to evaluate performance and analyze how much a participant thinks that they did bring some value to the meeting.

AI meeting managers are advanced analytics via which contributions and participants’ engagement is measured. Such tools are indispensable in 2024 as they show the problematic areas of the meeting and track in-meeting comment in the future if some conflict appeared.

Table of Contents

Fast AI Transcription

Transcription conversation to text & and get real-time insights