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ai meetings

what can artificial intelligence contribute to meetings

ai meetings

what can artificial intelligence contribute to meetings

AI can enhance meetings by providing real-time transcription, generating summaries, facilitating actionable insights, and improving engagement through interactive elements.

Artificial Intelligence for Optimized Focus on, and Retention of, Attendees in Meetings

One important feature that characterizes many meetings and sessions is the lack of focus on the part of attendees and the concomitant problem of low retention of information. AI tools go a long way in ensuring that attendees can optimize their focus and retention of information.

Transcription and Analysis of the Event

AI platforms can listen to, and record speech in an event and transcribe them into recorded words which could be used as written records of events. Such a record will ensure that the attendees in a meeting do not have to stress themselves taking notes. Post-meeting, AI algorithms can then analyse such document to determine the important points that have been discussed in meetings, such as key decisions made, or vital points of information and action. Examples of such AI platforms for transcription and analysis of events are and

Relevance and Interest through Focus on Persona

What if each attendee at a meeting receives a summary of the content of the meeting that focuses specifically on the most important sections of the document for him or her? This then will aid the retentive ability of the attendee. AI makes the success of such an endeavour feasible by analysing the content of the meetings compared to the profiles of the participants. Someone who is a project manager might receive important notes about deadlines, or about the allocation of resources, while a developer might get notes also on the technical topics discussed. The affection for each person present, with the means of ensuring that they are better disposed to focus, will be more enabled to take a more informative approach. The relativity ensured in the presentation will aid the retention of the important notes should the participant not find the whole presentation interesting. One such system that can achieve such an offering is produced by ermeo .

Predictive Analytics

Another area of strength for AI is in the prediction of outcomes for an event based on certain parameters. For instance, AI can determine from a set of data, if the management of a project can benefit more from organizing, more frequent, shorter meetings . AI can also determine good times for meetings, good group sizes and modalities for interfacing.

ai meetings
ai meetings

How to Make Your Meetings Shorter and More Inclusive

In the age of diversity, meetings are not only supposed to respect everyone’s time but also ensure that all voices are heard. Therefore, here is how can you make your meetings less time-consuming and more inclusive:

Set an inclusive, clear agenda ahead of time

Start with a bang. You should prepare an agenda that speaks to everyone to whom it may concern. It should be clear, concise, and inclusive, meaning it should state the purpose of the meeting, the topics you will be discussing, and the objective itself . This is the preparation stage, so it will make people, including yourself, think over the future discussions and be more productive. In fact, a detailed agenda should be dispatched at least 48 hours ahead of the meeting, and it will increase the meeting’s efficiency rate by nearly 30%.

Use technology

You should ensure that people wherever they are are part of the discussion as well. Therefore, use video conferencing, use collaborative document outlines, or real-time feedback apps to ensure the non-present participants will have their input involved.

Listen to everyone who has the voice

Insist on hearing from everyone, especially from those who are more quiet or less likely to speak a lot. “Let’s hear from someone who hasn’t spoken yet” should become your mantra. Additionally, use anonymous feedback tools for shy people . But on a positive note, you will have more voices involved and enrich the discussion, but the company’s culture will be more inclusive.

Keep it short

Time is the only non-renewable resources. Therefore, keep your meetings as short as required to ensure that all points are reached and discussed in a timely manner. But do not go tangent. Such meetings will no longer than 70 minutes. In fact, the longer the meeting, the more people get lost in it. A 30-minute meeting would retain 50% more focus than an hour of the meeting.

Then, do not forget to end your meeting at the right time and with some clear summary. Tell people what is what: what has been decided, who handled what when, etc. Provide a list of assignments for accountability purposes. Then, with all documents in hand, write a clear email summary for all your team and stakeholder within 24 hours after the meeting ended. And do follow up it. About 40% more projects would be completed in teams along those guidelines.

ai meetings
ai meetings

Using AI for Smarter Meeting Management

Artificial Intelligence offers companies the ability to completely revolutionize the way they hold conferences. With AI, companies can automate scheduling and ensure their meetings are actionable and relevant to attendees.

  • Scheduling and Calendar Optimization Using AI

Can you believe that, at the dawn of the 21 st century, office assistants were still spending hours creating spreadsheets comparing everyone’s availability? AI tools can be used to analyze calendars, preferences, and even predict using the data collected when people are most likely to be available. Companies that use AI to schedule had an estimated 80 % reduction in time spent scheduling. Moreover, 50% of large companies will use AI to optimize their scheduling by the end of 2022.

  • Using AI to Provide Real-Time Transcription and Actionable Insights

Wouldn’t it be great if every word spoken in a meeting was transcribed in real-time, accurately, with AI annotating a description of action items, decisions, or summaries of the discussion? The technology would allow for more efficient note-keeping, as well as a lower likelihood that insights would be lost throughout the course of a meeting. Companies that make use of transcription services claim to be 25 % more productive by the end of to the previous year.

  • Engage Attendees with AI-Personalized Content

For the most part, the question at the heart of every meeting is what topic is of interest to this particular audience . AI can be used to provide this content. For example, AI could analyze the guests’ past responses and relevant roles. It can also help to determine the interests of the meeting based on its purpose and the objectives of the company. Companies that use AI to personalize their meetings claim that their attendee engagement increases by 40 %.

  • Predict Using AI to Analyze Past Data and Analytics

What is the worst part of a meeting, both in length and clarity, is determination through the analysis of the past meetings? A meeting may be crucial to members, even if it is long. Using AI to measure the attendees’ engagement levels and past action items and requests, AI can be used to tell each participant how to be the most productive through the most recent meeting format, generating 30 % more meeting outcomes over six months.

  • Follow-Up and Action with AI

What is AI not useful for by creating production reports? Using those built-in transcripts or notes, AI can be used to determine the status of the task. If an AI tool sends a timely reminder of an employee’s task or record task, all the companies can complete the task. Members who do not use AI for easy reporting and minimal meetings will not finish the required task by the end of the previous period.

AI-Based Task Automation to Transform Meetings

AI-based task automation opens up a world that allows traditional meetings to become highly efficient, productive and engaging activities. By employing artificial intelligence to automate more routine tasks and streamline logistics, participants are given more opportunity to focus on high-level discussions and decision-making.

Automated Meeting Preparation

In the period before any meeting takes place, an AI platform can be directed to automatically retrieve and summarize any relevant documents, meeting minutes, or performance data that relate to the meeting agenda. This way, participants have all the information necessary to be adequately prepared. For meetings where participants were provided automated prep materials, productivity has been seen to remain as long as 35% higher.

ai meetings
ai meetings

Intelligent Meeting Scheduling

One of the biggest difficulties when setting up a meeting is coordinating it with all of the participants. An intelligent virtual assistant can analyze shared calendars, and learn when certain dates are, with whom they should be and what are the best times according to past behavior. It can even take into account real-time changes and conditions to reschedule. Time spent on meeting arrangement has dropped as much as 60% in organizations that use AI for scheduling.

Improved Note-Taking and Action Item Tracking

During the meeting, an AI system could listen in on the conversation, record and transcribe it, and then automatically determine the most important parts and action items, as well as who to assign them to. This not only improves efficiency by making sure no critical information is dropped; meetings that apply AI to this end ensure that as much as 40% more of action items are actually performed.

Data-Driven Decision Making

AI can process large amounts of data quickly to offer insights and decisions seldom available in the moment to decision making. Thus, if a meeting is covering a sales strategy, the system can look up past strategy, market trends, analyses on competitors and pull anything relevant to the topic in real time. Meetings supported by AI have been shown to make decisions 50% quicker in this manner.

Equally importantly, AI can also help after the meeting ends, sending the minutes and tracking how well project deadlines are being met, with up to 80% of them being passed on time.

Privacy and Security in AI-Enhanced Meetings

This process in privacy and security is especially the case since many corporate issues in these meeting spaces need to remain very sensitive. The key to the organization’s approach to privacy and security in this regard is to make sure that data breaches sharing and misuse are all protected. Here is how to ensure the necessary level of meeting protection.

End-to-End Encryption for All

For any AI meeting platform, E2EE is not optional. Instead, it is one of the conditions planned to be used for transcription or analysis . This feature ensures that the discussion, shared files, and conversation transcripts can only be accessed by other meeting participants. Its data protection levels provided on-demand by this feature enabled less than 80% data breach complaints when this level gathered data protection in an attempt to preserve both corporate secrets and personal data.

Secure AI Data

It is also of utmost importance to ensure that AI can keep the data involved stored and processed on a certain level of protection. It includes ensuring that the AI system of choice follows the strict standards in the handling and processing of data, meaning as much anonymization and minimization as possible. In this regard, demand as much transparency as possible from AI providers on how the data is handled. Organizations with strict data handling standards reported under 70% fewer privacy complaints from employees .

Regular Security Checks

Security checks of the used AI should also be regular and conducted at regular or most twice a year. For instance, bi-annual testing of security features makes for two in three organizations reported under 60% improvements in their over cyber security levels . It is also important to summarize the best security practices for untrained participants to use when working with these platforms and on them. For instance, 50% of cyberattacks are avoidable by this population due to better password, anti-phishing, and meeting data sharing levels productivity. Up to 9 in 10 threats were reports to have been neutralized with this AI documented and proactive use.

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