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What potential does AI have to transform meeting minutes

meetings

What potential does AI have to transform meeting minutes

AI can reduce meeting minutes preparation time by 70%, using speech recognition to transcribe and highlight key decisions and action items.

The Evolution of AI in Meeting Documentation

Physical documentation of minutes of a meeting, originally losing relevance to technology and digitization, has been subject to many profound and groundbreaking changes as a result of Artificial Intelligence. The extra step that needed to be added to the process for the transfer of hand-written notes to the digital space and convert it into text or save manually as an image is no longer necessary. State of the art speech recognition technology can now transcribe what is being said so accurately that the process became fully automated. Otter.ai and Sonix , among other companies, have developed platforms convert speech to text and even further, namely highlight the important points, action items, and decisions made, automate the process of creating notes in a highly precise and considerably faster manner. Digitalization of disaccustoms and personal notes is now automatically created in a readable and understandable space, easily shareable with co-workers who were unable to attend the meeting.

The Process of Summarization

Never-ending speeches from particular members became an obstacle to the above ground paragraphs. Meeting time gradually started to exceed the pre-set limits due to hours spent summarizing and filtering the speakers were forced to listen to all at once. Their opinions were obligatory to account for so that the speaker would not feel left out, diminishing their motivation to attend further events or remain silent and unengaged. Now, however, speech to text conversion is not only used to translate English into English but can be applied to find the critical speech sections and summarize them with the support of advanced NLP technology, ready to distribute among the members almost immediately after the meeting ends. Hours spent on the process of preparing minutes since the members would be expected to be covered in at least several paragraphs can now take seconds.

Data Accessibility

Transcription is yet another aspect of creating notes that aides in the accessibility of the latter. Having everything said in front of their eyes, people can now easily revert to the recordings if they need to find out anything that was mentioned about any particular issue or action, or to verify if the statement they recall making was, in fact, made by them. At an additional expense of added metadata tagging, referencing the notes becomes even easier. Multiple participants at the meeting can contribute to equally important bits of the conversation regarding content for a particular team or action point and their conversation becomes a log that is filtered accordingly.

meetings
meetings

Real-Time Translation

Another aspect of digitalization that needed to be accounted for in the globally connected world of today is that the job market can now act as a meeting point for individuals of different nationalities and linguistic backgrounds. Provided that they must be able to understand the issues and actions under discussion, AI developers have added real-time translation for meeting notes, allowing participants to read the text in a language they are comfortable with and don’t ask to interrupt the proceedings by translating each statement. It is now quite likely that the translation made by AI would be more accurate as it does not run the risk of passing the text through bilingual translators who may adjust it for a variety of reasons.

How AI Can Simplify the Process

Today’s world is all about efficiency. Artificial can help make daily routine tasks not only more proficient but way more streamlined. The prevalence of AI also means that these technologies change how all daily operations used to work, which meetings certainly is no exception. Artificial intelligence is what can help drive a paradigm shift from a time-wasting event to an outcome-driven process.

AI Use for Pre-Meeting Preparation

Before people who are supposed to attend the meeting even know about it, in some cases, the AI already knows everything about the event. In particular, two concepts have changed how meeting are set up: x.ai and Clara . Imagine getting frantic back-and-forth emails for days to set up a convenient meeting time where all participants can arrive. These AI assistants analyze calendars of all participants and find the best times for all meeting participants. If it is not the case, they also reschedule conflicting appointments for meeting participants, allowing the process that used to take hours of human time to be complete in just a few minutes.

AI Use for Real-Time Agenda Management

The most significant advantage of AI is its capacity to supervise the event flow. For example, these AI platforms can oversee how much time the moderator has already spent on a certain subject. If it seems way longer than what is expected or prescribed in the given agenda, AI can instantly alert the moderator to redirect the discussion process. This way, the meeting never gets out of control, and everything that used to be included in the meeting agenda is discussed. Finally, the meeting is concluded at a predetermined time, and that is a great advantage.

AI Use for Actionable Insights

From the decision-making perspective, AI is a powerful tool, not for analysis but for performing tasks set in the meeting. As such, the tool can analyze everything discussed on the meeting, extracting only key insight, final decisions made, and shows for all follow-up participants on what exactly needs to be done to move forward. After all, that is the key difference between outcome-driven and time-wasting meetings. In this way, AI eliminates the need for manual notetaking and instantly sending these notes to inboxes of all participants.

meetings
meetings

AI Use for Post-Meeting Efficiency

Finally, AI can help the momentum in terms how much energy and force the meeting injects into the particular project. As such, the AI automation is then used to finalize the conclusions from the meeting and send out a couple of notifications for the dates when the meeting participants can revisit an issue or when a certain task needs to be accomplished . Shortly after the meeting, the AI sends out a survey, determining how viable the meeting was. The survey of just a few questions can be completed quickly via a meeting participants’ email. From this feedback, the AI tools can analyze if the meeting needs to be shorter or longer or if it was enough, if in the future it must focus more on facts and less on discussions. Finally, even the AI could help how to make meetings not more entertaining but efficient.

Advantages of Automated Transcription

Automated transcription is revolutionizing the domain of recording and utilizing speech in as many activities as possible. This mere technological innovation is not only about comfort and convenience but offers enhanced efficiency and availability to a wider range of users in different fields such as journalism, law, and education.

Rapid turnover

This is one of the most essential advantages of automated transcription. Even the shortest pieces of audio can take several hours, and this amount increases proportionally to the length. In contrast, a one-hour-long recording can be automatically converted to a complete text document in a matter of seconds or just a few minutes. This means that those working to a timetable who are required to perform quick analyses or submit reports can benefit greatly from the swiftness of transcription.

Cost-efficiency

Another fundamental benefit of using automated transcription is the financial aspect. Manual transcription services are expensive, often charging on a per-minute basis. At the same time, automated transcription tools are much cheaper and offer scalable solutions. They are used by students who need to convert their lecture recordings to the written form, as well as by startups which need to delve into the analysis of meetings and discussions.

Accessibility

Having a transcript is vital for access purposes. People who experience hearing issues rely on a text version of any audio or video matter, and the same is true for people who would prefer reading a dialogue instead of listening to it. At the time, DOE can also be of a greater availability to all international audiences since it can be easily translated into any language.

Accuracy

Finally, the need for transcripts was partially due to the often inaccuracy performance of early automated transcription tools. With the development of AI and machine learning, the precision of tools skyrocketed with considerably more accurate results, especially when the audio is clear. Most importantly, they keep learning and remembering different accents, jargons, and even dialects in different languages. Thus, automated transcription becomes a more reliable tool over time.

Searchability

It is a well-known fact that audio files are much harder to search than a piece of text with its multiple attributes and options. With the latter, one can use such human-friendly instruments as Ctrl+F to look for a word or its combination. MIS and law professionals who have to go through large amounts of data can benefit greatly from using automated transcription to stop wasting their time on listening to content. It is easily searchable either in an app or on the website.

Time-Saving AI Meetings Through Automation

With the rise of AI-driven automation, people have discovered a new type of meeting which requires little to no time and is still as productive. Businesses and teams who have access to the technology are now able to make decisions rather than talk about making them, thanks to the fact that the time required to prepare and conduct meeting was reduced dramatically.

Saving Time on Scheduling and Invites

The first part of any meeting is arranging all the people who need to participate in the same room, and AI is already able to extremely reduce this time. Tools such as x.ai and Calendly already adopt the questions ‘when is the best time for you?’ as their slogan, scheduling the meeting time by checking the availability of all invitees . In addition, if another event with similar importance which was already scheduled occurs, the newest AI tools allow efficient scheduling of the relocations — a task which would take hours of email exchanges and clarifications can be done in a matter of minutes.

Efficient Meeting Management with AI Facilitators

Separate AI facilitators can also be employed in the meeting to keep the agenda on track and efficiently distribute time between its points. Always overseeing the meeting in real time, the facilitator can immediately order the speakers to go back to discussing the assigned topic if they fall off-track, and also distribute time to each point on the agenda proportionally to its importance . As a result, no time is wasted on unimportant matters and lengthy discussions, and the overall duration of the meeting can also be fairly short.

ai meetings
ai meetings

Post-Meeting Transcription and Note-Taking

Following the meeting, AI also removes the need for manual transcription and the making of lengthy notes which will be never read. Tools at the disposal of the businesses can already provide a real-time transcription service that makes sure that every word of the meeting is recorded. This is not only saving time for participants during the meeting but also during the post-meeting phase, as they will not need to go through their notes and recall the points they wanted to highlight. During the meeting, any decision or action item which is deemed important and urgent enough to become the part of the following agenda is marked by one of the AI tools, making sure that things never get lost in the transcript. How AI Will Improve Meetings in the Short-Term Future.

Optimization of the process of transition from notes to action

The process of transition from action notes to action is one of the most essential for attaining success by every organization. Once this process is optimized, it works smoothly and ensures that all ideas promptly turn into action. Thanks to suitable strategies, teamed by appropriate tools, everyone can maintain his/her productivity sufficiently and ensure that he/she will score from the discussion implemented today.

Optimized note-taking for action results

First, we should outline that efficient meetings start with top-class note-taking and records management. They should be designed not just to reflect what was said but to point to the action needed. These days, we primarily utilize digital tools, which allow for real-time writing and tagging the decision and action point. The specificity of this approach is to make the notes not just the records of what happened but the plan of what should happen next. By highlighting the decisions made and recording who is going to do what in the note meeting, everyone will see immediately today what has to be done next day without searching in which lines it is written. Therefore, to make the transition from notes to points optimal, we should undoubtedly focus on the attention to the meaning of the notes.

Action items: how to identify it and to whom you should delegate non-implemented work

The crucial point is that we should be explicit regarding the definition of the action points at the meeting. They need to be written by using straight and precise words. In addition, each action point has the owner and a defined deadline. As for tools, such as Asana, Trello, Monday.com, which we will be discussing in our second, note-making blog, they can seamlessly integrate with many leading note applications and turn a decision into a task or delegate an action just by pointing on the selective written texts. This point writing seems to be an extremely side effect of the note and means the provisioning of support with the right transition logic, making the major challenge much easier. Besides, to accompany all our action, reminders can also be sent by both email or project management tool, reminding of the date of the death life of the task and then informing that it has been successfully completed. Lack of fulfillment will pool tasks, and further delays will also result in procrastination, and simply stops to follow will just lead to no follow. Even the notification, informing you of a completed task, will oblige you to answer what has been changed. All in all, it is mainly about using reminders and assigning specific actions and then ensuring the needful will be done.

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