Meeting overload has become a significant challenge for professionals worldwide. From scheduling to follow-ups, the administrative tasks associated with online meetings can be time-consuming and detract from our ability to focus on strategic tasks. Fortunately, there's a solution to streamline these processes and make meetings more efficient - AI meeting assistants.
What is an AI Meeting Assistant?
AI meeting assistant uses artificial intelligence technologies to streamline meetings and enhance productivity. Specifically, an AI meeting assistant:
- Schedules meetings based on your availability and preferences.
- Sends out meeting invitations to all attendees.
- Takes real-time notes during the meeting.
- Generates post-meeting summaries, so you can quickly recap what was discussed.
- Identifies action items, helping to keep track of responsibilities and deadlines.
- Provides insights for meeting improvement
You won’t necessarily get all of these features in one tool. So, you might want to combine an AI scheduling tool with an AI-note taking tool. (Make sure to read until the end, so we can recommend the best AI meeting assistant tool!)
By taking care of these tasks, an AI meeting assistant lets you concentrate on the content of the meeting and engage more effectively. It's like having a super-competent colleague who handles all the logistical details 24/7 without hiring a full-time employee with benefits.
But, of course, AI isn’t perfect. And it does take some learning curve to make sure that it works exactly the way you want. So, make sure to test the tools first before adding them to your client workflows. Moreover, consider things like pricing, integration with other tools, and your work style.
Can AI Take Notes during a Meeting?
Absolutely, yes! One of the key benefits of AI meeting assistants is their ability to take accurate, real-time notes during a meeting. Powered by speech recognition and natural language processing technologies, these smart tools can transcribe the conversation, and even highlight key points. This feature not only eliminates the need for manual note-taking but also ensures that no vital information slips through the cracks.
What's more, the AI assistant can organize these notes by topics, making it easier for you to review and recall the discussion points. With this feature, you don't have to worry about missing any details or action items because you were too engaged in the discussion. The AI assistant has it all covered. As a marketing project manager with anxiety, I love leading meetings, but at the same time, I worry that I might miss something. That’s why I love AI meeting assistants because I know that everything is being transcribed, recorded, and highlighted for later consumption.
When evaluating AI tools for meetings, particularly those with speech recognition and transcription features, it's essential to check the languages they support. Most advanced AI tools can process and transcribe several languages, but the most commonly supported languages usually include:
- Mandarin Chinese
Keep in mind that the language capabilities can vary significantly between tools. Some AI tools support only a few languages, while others cover a broader range. Hence, it's important to verify that the tool you choose supports the languages commonly used in your meetings. Also, it's worth checking if the tool can handle different dialects or accents within a language, as this can impact the accuracy of the transcription.
For example, I work mainly with English-speaking clients. But I’m originally from the Philippines. When I talk to virtual assistants in the Philippines, we use Tagalog. But the transcription of our language isn’t as accurate. So, I just request that everyone speaks in English.
Why is AI Used for Online Meetings?
As you can see, there are tons of benefits to using AI for meetings. But let's unpack more reasons why AI has become such a crucial tool for online meetings:
1. Automation of Routine Tasks: AI takes over the scheduling and transcribing duties, freeing up professionals to focus on their core responsibilities. No more time wasted on mundane administrative tasks!
2. Enhanced Communication: By transcribing meetings in real time, AI meeting assistants ensure that all participants are on the same page. This minimizes misunderstandings and miscommunications that can arise in fast-paced discussions.
3. Insights for Improvement: AI systems can analyze meeting patterns and provide actionable insights to enhance effectiveness. From identifying the most productive meeting times to suggesting ways to shorten meetings without compromising outcomes, AI becomes your strategic guide for meeting optimization.
4. Quality Control: AI meeting assistants can capture every meeting detail, reducing the risk of information falling through the cracks. With AI, every point raised and the action item assigned is documented.
On top of those neat things, I can use it for potential content on my LinkedIn profile and blog posts. When clients ask me questions, and I provide a well-thought-out answer, I turn them into quotes or ideas for a new blog post.
In this case, meeting notes can be beyond summaries. It can be repurposed in many ways, too!
Generate AI Meeting Summaries
While AI can go beyond meeting summaries, it is still the most popular and most useful feature.
So, how does it work? The AI meeting assistant listens to the conversation, transcribes it using advanced speech recognition, and identifies key discussion points and action items using natural language processing. Once the full transcription is available, the AI goes over the content and summarizes the meeting by topics, key decisions, and assigned tasks.
But why are AI-generated summaries so valuable? Here are a few reasons:
- Time-saving: No need to spend hours revisiting a meeting's recording or scrambling through handwritten notes. The summary is ready for you almost immediately after the meeting ends.
- Improved recall: The summary provides a quick reference for what was discussed and decided, helping you remember crucial details and follow up on action items.
- Increased transparency: By sharing the meeting summary with all participants, everyone stays informed about the decisions made and the next steps, even if they couldn't attend the meeting.
- Efficient onboarding: If a new member joins the team, AI meeting summaries can bring them up to speed on past discussions and decisions.
By employing an AI meeting assistant to generate meeting summaries, you can save time, enhance recall, boost transparency, and ensure that everyone—present or not—is on the same page.
Best AI Meeting Note-Taker (with ChatGPT)
So, what is the best free AI meeting assistant? Ideally, you want a tool that transcribes the meeting and generates accurate AI summaries. Plus, it must work with the most common video conferencing tools like Zoom, Microsoft Teams, and Google Meet.
As a freelance marketing manager, my favorite tool is Tactiq. It’s a real-time AI meeting transcription tool that:
- Transcribes the meeting in real-time
- Auto highlight important sentences in the meeting
- Categorizes highlights as a decision, insight, action item, or callout
Best of all, it integrates with ChatGPT, so you can get instant AI summaries and action items right after the call. With its AI Meeting Kits, you can also create custom prompts and keep reusing them for future calls.
For example, I usually turn client calls into content that can be posted on Instagram or LinkedIn. I have clients with tons of insights during the call but don’t have the time to write and schedule social media posts. It’s the fastest and most efficient way to generate original and thought-leadership content!
How to Use Tactiq As Your AI Meeting Assistant
Here’s how to start using Tactiq in your next meeting.
- Install the Tactiq Chrome extension. It’s free!
- Connect your video meeting tool under Integrations.
- Join your call as usual. You’ll see the real-time transcript on the Tactiq window.
- Let Tactiq auto-highlight sentences based on the words. For example, if you mention Notion, it will highlight the sentence as an action item.
- You can also manually highlight sentences as they come up in the discussion.
Now, after the meeting, you’ll get an email with the link to the full transcript with the highlights. You can use pre-built buttons to summarize the meeting. Or you can create custom meeting kits based on your team’s unique needs.
Are you a marketing team who often launches new campaigns? Create a custom meeting kit that highlights the important details of the launch. You can even display it as a table if you want. You only need to create a custom meeting once; you can keep reusing it every time you have a launch.
Embracing AI for Efficient Meetings
AI meeting assistants are no longer a novelty but a necessity. These advanced tools shoulder the administrative burden of meetings, freeing you to focus on the strategic aspects of your work.
By automating routine tasks, enhancing communication, providing valuable insights, and summarizing meetings effectively, AI meeting assistants can transform your remote meeting experience. Whether you're a manager trying to optimize team collaborations or a busy professional juggling multiple meetings a day, AI meeting assistants can add significant value to your workflow.