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What is the Difference Between AI-Assisted and Traditional Meetings

What is the Difference Between AI-Assisted and Traditional Meetings

AI-assisted meetings optimize engagement with real-time analytics, automate scheduling, provide instant transcriptions, and dynamically adjust agendas, unlike traditional manual methods.

Defining AI-Assisted and Traditional Meetings

AI-assisted meetings are characterized by the use of advanced technologies and different types of AI that help make the process of collaboration and discussion more effective and efficient. They use real-time transcription services, automatically schedules using the calendar data of every participant, and AI-built analytics helping track the effectiveness of the meeting. However, the most important feature of AI-assisted meetings is the use of AI during note-taking, which helps summarize attendee’s discussion and suggest actions, instead of wasting time on administration tasks.

AI-Assisted Meeting Steps

To hold an AI-assisted meeting, one should use AI tools on every step of the meeting. During the preparation, he may use AI instead of writing the meeting agenda. The system will analyze every email and document regarding the meeting topic and generate a possible agenda based on the content of these sources. During the execution step, the meeting leader may use real-time transcription to make AI construct helpful phrases and encourage people to get more involved in the discussion. And, during the follow-up step, no single item will be missed, as AI will summarize all the discussion and add deadlines for every point.

According to the video, traditional meetings should assign a person responsible for schedule making, an organizer who should prepare every instrument, and a person taking responsibility for every single note. In other words, traditional meetings follow more the manual than AI-assisted way of meeting, and meeting attendees should spend much more time on preparations and follow up. AI-assisted meetings reduce the time needed for meetings by 40 percent. The example of such a case can be a 50 percent reduction for companies in scheduling and managing their calendar and a 30 percent increase meeting time adherence reported at the corporate office in 2023.

Future Meeting Management Way

The most important way for future meeting management will be to make the AI and attending even more supportive, less time-wasting, and more user-friendly. This may be implemented due to the usage of an even more advanced level of differentiated analytics. In other words, one may be able to see particular statistics to see how effective a person attends meetings and how positive his decision-making competence might be.

Key Characteristics of AI-Assisted Meetings

The introduction of AI-assisted meetings is contributing to changes in the field of corporate and overall organizational communication. These ways of communicating are characterized by the use of artificial intelligence, and such meetings are generally more organized, efficient, and productive than their traditional counterparts. Below, the key features of AI-assisted meetings and the benefits of using them are considered.

Automated scheduling and calendar optimization

Notably, the ability of meetings to be automatically scheduled in accordance with the availability of the participants is one of the distinctive features of AI-assisted communication. In practice, AI algorithms can analyze calendars in real time and suggest appropriate times of the meeting to all attendees, which ultimately minimizes the amount of time that would alternatively be spent on defining the time of the meeting . Some companies report as much as a 70% decrease in the amount of communication that is related to the scheduling process .

Participation enhancement potential: real-time transcriptions and translations

One additional feature of such meetings is the use of the real-time transcription of the entire content that is discussed. Generally, according to the study by Freeman , such a transcription can contribute to the creation of a written record of the meeting, but also facilitate the implementation of real-time live translation. At the company level, where different employees multinational and, therefore, speak different languages, this option can have a significant participation-enhancing effect, as it diminishes the language-related barrier and ensures that all interested parties can engage fully.

Insights and analytics

Perhaps the most novel feature of AI-assisted meetings is their capacity to offer some analytics based on the topics discussed. In other words, such a system can provide speech or text analysis and identify the most prominent discussions during the meeting. As a result, it can automatically offer suggestions to the attendees for future discussion points . Moreover, the same analysis can sometimes be used for detecting the sentiment and even the role of the participant, which provides companies with valuable information on the specific frictions that the team is experiencing and allows for solutions on how to resolve them.

Defining Features of Traditional Meetings

Traditional meetings were always a framework against which various choices could be analyzed. In turn, traditional meetings could be defined based on their reliance on non-AI sources and heuristics for coordination. Based on this, several key aspects underlying this definition could be singled out.

Manually scheduled and coordinated

In a traditional meeting, scheduling likely depends on direct human input, with relevant types of information passed between people via email or phone calls, without using AI. A recent Doodle survey suggested that, on average, managers spend five hours a week scheduling meetings. As for real-time coordination, icebreakers and check-ins likely depend on direct communication.

Face-to-face (inter-)personal experience

Most likely, another critical defining aspect of a traditional meeting remains the reliance on face-to-face interactions. Indeed, many people consider them more personal and highly effective. More specifically when it comes to communication, it is essential to “listen actively, build trust and understanding, and turn off your mobile phone” . In addition to this, many people find it easier to discuss challenging questions face-to-face.

Personal notes

Contemporary online analytics likely remain out of the picture as well. Specifically, in this case, participants would be required to take notes themselves to remember the essential parts of the discussion. That said, it can entail diverse ranges of standards.

Analogy: note taking or follow-up

As a follow-up, AI-meeting minutes are distributed similarly to manually distributed post-meeting summaries. In the context of the meeting minutes, no analytics could be conducted in the absence of automatic notes. This aspect has been highlighted specifically to stimulate thoughts about the benefits, drawbacks, and other differences between coordinating traditional versus AI-assisted meetings.

Conclusion

The above three subsections consider several key areas underlying a traditional meeting, and allowing for distinctions in contrast with AI-enabled meetings. In the former case, these aspects include manually scheduled and coordinated face-to-face interaction, as well as personal notes to remember important details.

Traditional vs. AI-Assisted Meetings: A Deep Dive

As the dynamics of corporate communications change over time, the distinction between traditional and AI-assisted meetings becomes more and more significant. The current analysis outlines specifics of each type of meeting and provides a concise comparison of the two to inform organizations in their decision making.

Efficiency and Time Management

The first and foremost difference lies in the way time is allocated to the meeting . Whereas in traditional settings, numerous hours are spent organizing and conducting the event by coordinating schedules, creating agendas, and following up on the minutes and actions; AI leverages automation to decrease these time expenditures . Thus, AI may assist in scheduling the meeting by scanning participants’ calendars and suggesting an optimal time to meet. On average, this process may be reduced by 50% .

Engagement and Participation

The second difference is that AIs provide real-time meeting analytics to track the overall level of participation as opposed to the more traditional settings of participant-counting . While conventional meetings offer the benefit of direct human interaction for a personal touch, they can visually gauge only anyone speaking.

Accuracy and Information Retention

Consequently, in conventional settings, the level of information accuracy is based on an individual’s capability to memorize the event . AI eliminates the reliance on devices by ensuring real-time written transcription and AI-generated notes . Nevertheless, the diffusion of the meeting comprehension will be held equally . On average, increasing the level of follow-up thanks to precise transcription stands at 35% .

Technological Integration and Workflow Automation

Finally, traditional meetings are not integrated with any tool or system and need to be manually entered into project managers, CRM systems, or spreadsheets . These other systems will be updated automatically with the information discussed using AI . The decision-making process will be integrated this way, and no human error will take place in the input process.

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