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Using AI Tools to Make Meeting Minutes Magic!

Posted On October 25, 2024 - 13:54 PM

Meeting minutes are like driving a designated vehicle. You end up with a different experience, but you're ultimately the only person who knows. Meeting minutes, as I said in our webinar about ai tools, are a necessary evil. The minutes are necessary, but they take time to prepare and can distract you from the conversation. You feel like a notetaker, which is a far cry from the "project leader" we all strive to be.

According to a poll on project management, almost 60% of respondents have not used AI tools yet. According to a survey on project management conducted by A, only 60% of respondents had used AI tools. Most non-users plan to give it a try within the next three months.

We want to encourage those who are considering testing AI tools to create meeting minutes to do so sooner rather than later. It's not life-changing but it is a career booster, a personal brand enhancer, and a learning experience. Let's motivate you by looking at your task from different perspectives or "needs."

You need an easy AI entry point

There are many AI approaches and tools available. It can be hard to know where to begin. We released a paper last month that described how to approach AI in general. Shaping the AI provides a panoramic view of where we stand and what you can do to learn and be a part of this movement.

You need more time

These AI tools give you breathing space immediately. They will allow you to do a better job. But for now, take a deep breath. Keisha Lewis said in our webinar that she would spend an hour cleaning up and reorganizing her notes for every hour spent in meetings. This was the usual method Keisha Lewis used. She would hand-type notes in the meeting. You could save up to two hours per hour by using the transcription function in these AI tools. Consider how many meetings you have in a given week. How many hours would you be able to save?

You need more from your meetings

All of us want to improve and perform better. As I said earlier, using meeting transcripts will allow you to participate in the meeting. This allows you to manage the meeting and concentrate on it. In a visible manner, you will be able to add value. This is good for you, your career and your projects.

These tools are capable of much more than just giving you clean notes. They can identify and attribute issues, actions and people who have committed to them during the conversation in a matter of minutes. They can create summaries that are easily digestible and can be tailored to the audience.

Advanced AI tools can:

• Real-time translation of the conversation

• Contextual issues

• Find out what issues are persistent in meetings

• Report on emotional feelings

• Measuring engagement and more

Now is the time to start

This week, you can begin to make meeting minutes magical. Check to see if the tools that you use for work now include functions related to meeting notes. Microsoft Co-Pilot, for example, takes notes, summarizes, identifies issues and actions, and much more. Google Workspace, Slack and other services offer similar functionality.

A familiar interface, pre-approved and approved by your IT department, gives you a simple entry point without any security concerns. These tools will walk you through each step.

Many general-purpose AI software tools, such as ChatGPT Bard, Claude 2 and Perplexity, have both free and paid versions. If you choose this path:

• Find a meeting with low stakes where confidential information won't be revealed.

• You can use the transcription feature in your collaboration platform or you can take notes as normal using a word processor.

• Copy and paste your transcription or rough notes into an all-purpose GPT, and then ask it to summarize them for you.

The Benefits of AI Meeting Minutes

1. Accurate transcriptions: AI Tools can record meetings, and provide real-time transcripts to ensure no detail is missed. All voices, exchanges and discussions are recorded.

2. Highlighting and Summarization: The majority of ai tools go beyond transcription and summarize discussions by highlighting key points and decisions. This feature provides a concise summary to meeting participants, eliminating the need for them to read through long notes.

3. Time-Saving Automation: Manual notes and follow-ups can drain resources. AI automates repetitive processes, such as tagging, categorizing, and setting reminders. It also assigns tasks and saves time.

4. Improved Collaboration and Accountability: The collaboration process can be streamlined with AI-powered meeting notes. Tools allow attendees to share notes, track changes and update action items live, thereby enhancing accountability and creating transparency.

5. Integration With Existing Tools: Several AI meeting tools are integrated seamlessly with existing collaboration platforms such as Slack and Microsoft Teams. This compatibility allows teams to instantly share meeting minutes, which makes follow-ups easier.

Best AI Tools for Consideration

1. Otter.ai: Otter.ai is known for its accurate transcriptions. It records meetings in real-time, transcribes the transcripts and categorizes all notes. It is compatible with Zoom, Microsoft Teams and Google Meet.

2. Fireflies.ai: Fireflies.ai is a tool that uses AI to record and analyze conversations on multiple platforms. It tags keywords and captures action points, as well as generates discussion analytics for improved meeting efficiency.

3. Microsoft Teams AI Transcription: Microsoft Teams comes with AI transcription. Users can access meeting notes, summaries and other information directly from the platform. Microsoft To-Do is integrated with Microsoft Teams to track tasks based on meeting minutes.

4. Rev.ai: Renowned for its high-quality transcripts, Rev.ai uses advanced NLP technology to produce accurate and easily searchable minutes of meetings. It is compatible with multiple platforms and can be used in a variety of meeting environments.

5. Notion AI: Notion has recently added AI features to help create meeting notes, summarize discussions, and update project statuses. It's an excellent choice for teams that already use Notion to manage knowledge and projects.

Conclusion 

Just doing it will immerse and demonstrate how simple it is to experiment with new prompts and methods. You'll soon be imagining new ways that generative artificial intelligence can make you and your team more productive. You will soon find yourself part of this movement, shaping the future of project management through AI.

AI meeting minutes generators can be a great gift, regardless of whether you are looking for the perfect entry point to ai tools, want a bit more breathing space, or simply want to improve your performance. You can stay in the moment and still be aware of what has happened.

Check Out This Blog : The Time for AI Governance Is Now

FAQ

Q1. Can AI write my meeting minutes?

Ans. Yes, AI meeting minutes, particularly through platforms like tl;dv, offer robust integration capabilities with a wide range of tools and platforms commonly used by teams and organizations.

Q2. Can ChatGPT take meeting minutes?

Ans. If you have a section of a book or a long transcript from a meeting or lecture, you can ask ChatGPT to take notes on it for you. Here's how to use ChatGPT for note-taking: Step 1: Start a New Chat in ChatGPT. Step 3: Copy and paste the entire text into ChatGPT and press Enter.

Q3. How to automate meeting minutes?

Ans. To take automated meeting notes with Google Docs, you will want to select “Tools,” followed by “Voice Typing.” From there, you can begin your recording and start transcribing your audio. Pricing: While basic Google Drive storage and services are free, you may need to upgrade your storage for a fee as you scale.

Q4. What is the free AI for team meeting minutes?

Ans. Fireflies.ai is an AI meeting assistant that records, transcribes, and automates meeting note-taking. Our AI assistant Fred can join your Microsoft Teams meetings. After meetings, your notes will automatically be sent to Microsoft Teams in your team and channel of choice.

Q5. Can AI transcribe a meeting?

Ans. AI transcriptions. Krisp automatically records, transcribes and summarizes online meetings for easy sharing.