How to Automate “Meeting Minutes” Action Items with Intelligent Solutions?

Are you looking for diverse ways to automate meeting minutes’ action items with intelligent solutions? If yes, this blog has been written just for you!

Automate Meeting Minutes
Automate Meeting Minutes

In corporate culture, the one thing that you can no longer live without is a meeting. With the help of the meeting, teams bond together and get things done smoothly.  

With the help of meetings, everyone in the organization gets on the same page. It allows employees to voice their opinions and resolve any disagreements amicably. Future leaders are also inspired in the meetings when they are allowed to take the initiative.  

Now the question is, what makes the meetings effective? Is it the discussion of the summary notes called meeting minutes that encourage participants to go back and visit their thoughts and take evasive actions? 

If you are like us, you would probably say that meeting minutes’ action items are a must to make every corporate meeting successful. The question is, how to ensure that? One way to do that is by creating meeting minutes’ templates. 

But, what if the manual task of taking meeting minutes’ action items drains you down? In such a case, you would need to automate your meeting minutes’ action items with intelligent solutions like artificial intelligence

We are going to discuss this, at length, in this write-up. 

The emergence of AI (Artificial Intelligence) meeting assistants 

AI meeting assistants are like God-sent intelligent solutions to help automate meeting minutes action items. Before we get in-depth into the use cases of AI meeting assistants automating meeting minutes’ action items, let me provide you with some information about this underlying technology.

Thanks to the advent of the speech recognition feature, we humans can process and interpret human speech.

If we scroll the pages of history, we will find that speech recognition was used quite narrowly in use cases with limited accuracy.

But, in the past two decades, this technology has taken a drastic leap of faith, and now we are seeing its full evolution from simple keyword dictation to full conversations.

The reason for this rapid shift can be attributed to the advent of deep learning and related neural network technologies.

Deep learning today empowers most commercial speech recognition solutions. The good thing is that these algorithms no longer need engineers to program a system’s rules or logic manually. Rather, they automatically comprehend vast amounts of data.

With time, the precision and performance of speech recognition algorithms have enhanced dramatically in the past few years. This has increased to possible use cases of this ingenious technology.

AI meeting assistants are quite new; however, companies are starting to rapidly deploy these tools based on the benefits derived by the early adopters.

With the help of these digital assistants, you can carry out various functions like automated generation of meeting notes, note-taking, and task management.

AI meeting assistants are prominently being used as a facilitator of automated note-taking activity.

In the past, most companies were over-dependent upon manually generated notes to communicate knowledge and information across their organizations.

But note-taking was becoming a very tedious and error-prone process.

With the help of an AI meeting assistant, you can automatically capture information communicated in meetings and search for earlier conversations saved earlier.

This content can then be fine-tuned to derive more insights, automate knowledge transfer, ascertain risks, and optimize or automate specific company activities.

How to automate meeting minutes’ action items with intelligent solutions like AI meeting assistants?

AI meeting assistants typically connect to a company’s calendar and actively monitor meeting invites.

The next step is to automatically attend all scheduled meetings, capture audio and video along with chats or files shared by the participants.

Once the meeting ends, these digital assistants go through the process of extraction, indexation, and storage of the meeting content so that it can be easily retrieved for future use.

This content is made available for further research and discovery.

Let us discuss these components in further detail.

Conversation search and discovery

With the help of intelligent solutions like AI meeting assistants, it is possible to search and discover business insights from past meeting content. This is popularly known as conversation search.

Whenever a company is looking for a piece of specific information or content, a conversation search can prove to be a huge timesaver.

A prime example is that suppose a company wishes to find all past HR onboarding policies.

With the help of an AI assistant who can conduct a conversation search, the company can simply type the keyword – onboarding on the search bar. It will have all the information about this topic discussed in any meeting.

The use of discovery goes beyond searching or browsing for structured knowledge from recorded calls and meetings.

It gives the ability to check out an aggregate view of conversations regarding specific topics, people, companies, or even products that can assist companies in identifying opportunities, challenges, or changes happening in the market.

Conversation discovery can even carry out reporting and anomaly detection. With its help, it is possible to compare different metrics with the historical baseline.

With its help, you can gauge whether a specific issue is coming up multiple times during a sales call.

Knowledge transfer with the help of collaboration

With the help of an AI meeting assistant, you can automatically notify attendees about specific actions or decisions made during a meeting.

It is possible to include the link of recordings of the conversation and even automatically generate meeting summaries and action items in the notifications.

You can send these notifications in the form of email, team messaging, Slack, etc.

The ultimate objective of this exercise is to carry out knowledge transfer by notifying everyone involved in the decision swiftly.

The AI meeting assistant allows employees to comment on certain parts of the meeting recording digitally. Alternatively, they can even create shareable clips of the conversation. This way, the meeting assistant facilitates smooth collaboration within the company.

You can easily create electronic notes and bookmarks that are automatically associated with specific times in the recording.

With the help of the recorded and analyzed meetings, you can easily comprehend what is happening in the organization. It also allows smooth customer handoffs, onboarding of new employees, and alignment of team objectives.

Now that we have looked at how AI meeting assistant works to automate meeting minutes’ action items, in our next section, we will look at some use cases to help you better understand this process.

How can AI meeting assistants automate meeting minutes’ action items? Use Cases 

Here are some common use cases that intelligent solutions like AI meeting assistant use to automate meeting minutes’ action items:

1. Company-wide knowledge transfer 

One of the most challenging aspects for companies is carrying out knowledge transfer from one employee to another. With the help of meeting recordings, knowledge transfer activity can be facilitated across the organization smoothly.

A prime example of that is, suppose an engineering manager wishes to ensure that all their team members are up to date on the customer feedback from the last product release. They can visit the AI assistant and research for all the meetings the company communicated with the customers.

The next step would be to search for opinions, feature requests, or open, unresolved issues and link to the original meeting recording.

This way, when an employee joins the team, they can be given access to the entire company knowledge base.

2. Identification of the problem and its resolution 

Once the meeting recordings have been saved, the next step is to scrutinize them. This is where AI assistants can ascertain patterns and trends in company communications.

For instance, imagine a company seeing rising calls from customers experiencing problems browsing their product through the iPhone app from the meeting minutes.

The AI assistant can ascertain this pattern and alert the company about the issue. This way, the company can devote all its attention to concentrating on resources to improve the browsing experience of their product through the iPhone app, instead of randomly trying to figure out the problem.

3. Providing personalized customer support 

Customer support is one of the core areas where intelligent solutions like AI meeting assistants can come in handy.

Once you monitor all the historical interactions that a customer has had with a company, it becomes easier to ascertain specific issues that have cropped up in the past.

This information can help a company provide a better level of personalized customer support.

For instance, suppose a customer contacts a company with an issue and the AI assistant realizes it is a recurring issue; the system might notify that escalation is likely. This can assist the company in prioritizing their customer service issues better and providing better customer support.

4. Operations monitoring and analytics 

AI meeting assistants can also come in handy for operations monitoring and analytics. Once all the meeting minutes have been captured, it is possible to get key insights.

A prime example of that is that an AI assistant might detect when a customer gets frustrated during a specific conversation or find out a salesperson unaware of a new pricing structure.

These invaluable insights can come in handy to enhance the company’s customer service, sales, and other operational metrics.

A glimpse at the future of intelligent solutions automating meeting minutes’ action items 

 In the coming years, we might see intelligent solutions like AI meeting assistants holding a prominent position in corporate culture. Their usage will not be restricted to only traditional notetaking and knowledge transfer.

These systems will shift to a more active role from the passive roles we might have seen during the meetings and calls.

It can be by meeting facilitation, guiding participants, and suggesting the next steps, and processing automation of taxing manual tasks.

As more and more companies start adopting intelligent solutions like AI meeting assistants, it will help these systems to share knowledge, collaborate, and plan business operations at an increased rate.

Final Words 

Intelligent solutions like AI meeting assistants have the capability of automating meeting minutes’ action items.  65

As these AI assistants mature, it would become easier for companies to share and automate business processes by creating meeting minutes’ templates. Companies that embrace this intelligent solution should plan how to enable these systems and what new capabilities will be needed in the near future?   

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