Meetings are an essential part of modern work and estimates indicate that meetings can cost organizations $2M for every 100 employees each year (for a large company of 5K employees that’s over $100M wasted on meetings considered unnecessary). While meetings provide an opportunity for teams to come together, discuss ideas, and make decisions, they can often be unproductive and time-consuming, with attendees struggling to keep up with discussions and action items.
In Otter’s recent report on the cost of unnecessary meetings, we found that a third of meetings are unnecessary, costing employees an entire day out of the week. This is where an AI meeting assistant comes in.
An AI meeting assistant can perform a range of functions, including scheduling, note-taking, tracking action items, and even sharing meeting snippets with key team members regardless of whether they attended the meeting or not. In this blog post, we will explore how using an AI meeting assistant can increase productivity in meetings.
One of the most time-consuming aspects of meetings is scheduling. An AI meeting assistant can help eliminate this problem by automating the scheduling process. It can automatically scan participant calendars and suggest meeting times based on attendees' availability and preferences, and even send out invitations and reminders.
Taking notes during a meeting is always time consuming task that can distract from actively listening and participating, especially when there are multiple speakers and discussions happening simultaneously. An AI meeting assistant, like Otter.ai, automates the note-taking process capturing key meeting takeaways and action items by recording and transcribing the meeting in real-time. This means that attendees can focus on the discussion, knowing that the AI Meeting Assistant is capturing, transcribing and sharing the notes- so everyone can remember, recall and share important information.
AI Action Item Tracking and Summarizing
Many meetings are used for project coordinations, updates and decision making. Following up on action items can be a tedious task, but it is crucial to keep teams aligned and projects moving forward. An AI meeting assistant can keep track of action items by automatically creating and assigning tasks based on mentions within the meeting discussions. This ensures that everyone knows what they need to do and when and has the ability to listen to and read the meeting discussion for full context.
AI Meeting Summarization and AI Follow Up Emails
Project manager and meeting owners often need to recap the meeting and share the highlights with meeting participants and other stakeholders who did not attend the meeting, like a boss, colleague or a peer in a different department. Now you can ask the AI Meeting assistant to create a meeting summary or even write a follow up email, which can save significant time and make sending timely meeting recaps a breeze. Many AI Meeting Assistants, like Otter.ai, can be configured to this automatically on your behalf.
AI Virtual Facilitation
In today's remote work environment, virtual meetings have become the norm. However, virtual meetings can be challenging to manage, with attendees struggling to stay engaged and on track. An AI meeting assistant can help facilitate virtual meetings by prompting attendees to speak, ask questions, warn participants when the meeting is about to end, remind meeting participants to create next steps, report on speaker talk time, and even meeting sentiment. AI Meeting assistants like Otter provide speaker talk time at the top of the meeting notes- a great tool to make sure everyone’s voice is being heard in the meeting.
An AI meeting assistant can be personalized to meet the needs of specific teams. It can analyze attendee preferences and suggest agenda items, topics, and discussion points that are relevant and important to them and their teams. This helps to keep attendees engaged and focused on the discussion, leading to a more productive meeting.
In conclusion, an AI meeting assistant can increase productivity in meetings by automating scheduling, capturing notes, tracking action items, summazing key takeaways, facilitating virtual meetings, and personalizing the meetings suggestions by integrating with company and team discussions. By using an AI meeting assistant, attendees can turn their focus to the discussion, knowing that the AI meeting assistant is taking care of the administrative tasks. With the help of an AI meeting assistant, meetings can become more productive, efficient, and enjoyable.