fbpx

Posts Tagged

zoom

How AI Revolutionizes Meeting Summary With Automation

meeting summary

Let’s be honest. Meetings are an inevitable part of any corporate culture. They’re the glue that binds teams together and enables them to get things done.

What else?

  • Meetings keep everyone informed.
  • Give employees a chance to participate and ask questions.
  • Allow small disagreements to be resolved quickly.
  • Inspire confidence in leadership and projects.
  • Deal with larger issues before they derail other work.

So, what makes a meeting effective?

The answer is simple — taking notes of the meeting summary (or meeting minutes).

With so much at stake in meetings, it’s no surprise that meeting minutes are highly valued by large, medium, and small corporations alike.

So, why are they so important? What exactly are the contents of an effective meeting summary? And why are these details noteworthy?

Let’s find out.


What is a Meeting Summary?

A meeting summary serves as a record of what was discussed and agreed at the meeting, as well as what decisions must be taken, by whom, and when.

It doesn’t have to be difficult to record a good meeting summary. Your notes should be short, concise, clear, and consistent between each meeting. The idea is to ensure that the right intention and vision are captured for future follow-up.

Here’s a rundown of what else should be included in good meeting minutes:

  • Date, time, and location of the meeting.
  • The objective of the meeting.
  • Names of attendees, as well as those who were unable to attend.
  • Things on the agenda.
  • Decisions that were made.
  • Actions that need to be done, including the deadline, and who it was assigned to.
  • A follow-up meeting to discuss the next course of action.

Here’s a bonus tip: Always be prepared. Before the meeting starts, jot down the information you know for sure. This will allow you to record what you discuss during the meeting instead of taking up space with details you already have.


How to Write a Helpful Meeting Summary for Email?

Email-summary

The trick to good minutes is listening. For example, let’s say that there is a meeting about fishing for B2B Lead Generation Services for your company. Throughout the meeting, you should pay attention, and then write down everything you’ve heard.

So, once the meeting has ended, and all participants have left, it’s time to pull together your notes and write the summary. Here are a few pointers that might be useful while drafting your email:

  • The sooner you write those minutes, the better are the chances of you including everything. Write a summary that is clever and concise so everyone can read it right away.
  • Re-read your outline and, if possible, add some notes or explain any issues that have been addressed. Also, double-check that all decisions, actions, and proposals are properly recorded in it.
  • Make sure you’ve included enough details.
    • Provide a brief explanation of each action taken, as well as the reasoning behind the decision.
    • If there was a lot of debate before a proposal was passed, make a list of the main arguments for and against it.
  • Format the meeting summary in an easy-to-understand and presentable manner. You may also consider your own preferences, or, if applicable, the preferences of the managers or executives.
  • Speaking of the format, here are a few things that you need to keep in mind:
    • Stick to the objective.
    • Use the same tense throughout the summary.
    • Avoid using names. Only use them when you have to record motions and seconds.
    • The summary should only include facts, no personal observations.
    • In case you need to refer to other documents, simply mention where they can be found or include them in the appendix.
  • After you’ve finished, double-check everything.


A Few Meeting Summary Templates for Email

Here are a few templates you can refer to the next time you want to email your meeting summary to the participants:

1. Detailed MOM Format Template

<Name of the Organization>
Meeting Summary <Date>

Opening: <When was the meeting scheduled, where was it scheduled, who organized it>

Attendees (Present): <List of all the members present>

Attendees (Absent): <List of all the members absent>

Approval of Agenda
Approval of Summary

Follow-up from the Previous Meeting <Any motion that was raised in the previous meeting, a brief note of what took place, and whether they were approved or rejected>

New Business <Any motion that was raised for the first time in this meeting, a brief note of what took place, and whether they were approved or rejected>

Additions to the Agenda <Any additional motion raised by any member>

Adjournment <At what time the meeting was adjourned and by whom. The time and location of the next meeting>

Summary submitted by: <Name>
Summary approved by: <Name>

Signature of Attendees: ……………………………………………………………………………


2. Easy Meeting Minutes Template

Meeting Summary                                                                                                            Logo
Meeting Title                   :
Date                                 :
Time                                :
Place                               :
Bridge Information         :
Chairperson                   :
Invitee List                       :   Internal:                                               External:
In Attendance                  :   Internal:                                               External:
Absent                             :    Internal:                                               External:
Agenda                            :
Summary Submitted By :
Summary Submitted On :
Next Meeting                    :    Date:                                                 Time:                                     Place:                                                 Bridge:                                             Chair:
Decisions 1. 2.
Action Items 1. 2.
Carry-over items for next meeting 1. 2.
        Notes


3. Quick Meeting Summary Template

Name of the Organization
Purpose  
Date  
Place  
Participant  
 
MEMO
                            Agenda Item 1: <Notes on discussion>
Agenda Item 2: <Notes on discussion>
Agenda Item 3: <Notes on discussion>
Agenda Item 4: <Notes on discussion>
And so on. <Notes on discussion>  
Meeting Scheduled to End: <HH: MM>
Actual Meeting End: <HH: MM>


Automate Your Meeting Summary and Collaborate With Your Team Effectively

automate-meeting-summary

Taking notes, minutes, scheduling. They’re all a drag.

These tasks could not be carried out without a human being until recently. You or your PA had to take over whenever you had to do it. Also, you had to appoint someone to keep track of the meeting summary.

The problem with this system is that taking down the minutes would be pretty time-consuming. Also, the notes would likely remain incomplete in many cases too.

Everything’s not lost, though. There’s a new breed of startups that are automating meeting minutes and work processes more effectively.

These tools can save your time when scheduling meetings, jotting down meeting summaries, and even provide valuable insights into the effectiveness of your weekly get-togethers.

In the end, AI will change the way we collaborate with one another. By removing the mundane and simple tasks associated with meeting management, humans will be free to work without restriction.

Allowing AI-powered assistants to handle important but low-value tasks like note-taking, recording meeting minutes, action items, agendas, and reminders is much easier in the long run. It’s also the faster way of accomplishing these tasks.

Employees will bring their A-game to any meeting without having to think about these tasks, making meetings ten times more useful.

For example, AIRA makes a collaborative interface to transcribe, analyze and share meetings with the participants. It records the entire discussion and includes a transcript along with the voice recording at the end of the meeting.

Aira also auto-generates meeting summaries from the entire conversation and emails them to all attendees after the meeting is over. This would remove all the manual work from the process.

If you want to explore more features, book a demo here.


AI-Powered Meeting Summary Assistants are the Future

Of all instances, it is the most difficult to create a meeting summary while having a conversation with a customer. Sales and customer success teams can benefit from automatic note-taking because it will free them up to focus on the conversation.

But, most of all, it can help them close more sales, close them quicker, and assist marketing and product departments in creating quality products that customers want.

All-in-all, AI-powered assistants, like AIRA, will revolutionize your meetings, allowing you to focus on the work and real results instead of wasting countless hours on drafting meeting minutes.

If you have any questions, we’d love to answer them in the comments section below.

The Top 7 Online Meetings Etiquette and Best Practices to Follow

online meetings etiquette

Online meetings have become more commonplace as more people work from home. Offices are making a transition to the virtual world making video conferencing an integral part of the business environment. The rise of virtual meetings has been a slow but steady journey. They were at first vital to disparate team meetings as employees in multiple geographic locations began to share teams.

This movement has culminated in a global movement towards video conferencing as the global pandemic bites necessitating social distancing between workmates. Consequently, video conferencing platforms like Zoom are now home to over 200 million daily meetings. In late 2019, the platform had a low 10 million meetings.

New meeting tools that enhance productivity are also more readily available online. As an illustration, meeting tools like Aira can dial into an online meeting, take meeting notes, and transcribe all dialogue. Aira is an artificial intelligence-powered bot that frees meeting members from the arduous task of writing minute notes. She ensures that every member stays focused and productive.


The growth of online meetings

Over time, video conferencing might replace conference calls as businesses embrace the cost-effective benefit of virtual meetings. 78% of businesses today are using video conferencing for team meetings, while 58% of them hold these meetings daily. The need for video collaboration software is so high that 83% of large corporations are planning to purchase online meeting software for use.

Meetings can be very valuable when productive and effective. Nevertheless, for all their benefits, the productive virtual meeting is very elusive. It is of critical importance therefore that all stakeholders embrace the connections, technology, and the mix of video and audio to ensure consistency in productivity, as business transit to the online environment.

Below are some online meetings etiquette and best practices for employees and meeting leaders that want to make their online meetings as productive as possible.


1. A meeting leader should prepare for the meeting

meeting preparation

An advantage of working from home is that you are free to wear your softest jammies all day. You can attend your Zoom meeting without having to dress up for success, which makes social isolation more bearable. Your meeting will however not meet its objectives if you do not keep its organization as professional as possible.

A meeting that lacks purpose will fall on its face very fast. The meeting leader should, therefore, send a meeting invite beforehand to all participants and attach the agenda. Describe all expectations and have your meeting tools ready. If possible, talk to a technology expert to ensure that all meeting tools are primed and ready for the meeting.


2. Make a meeting schedule and stick to it.

There are a few things as annoying as sitting in an empty virtual room waiting for participants to show. It is not surprising that despite the fact, the online meetings are extremely mobile the tardiest of employees will often have a reason to jump into the meeting room late.

The meeting organizer needs to ensure that every virtual meeting starts promptly. Do not give room to distractions, repetition of discussed items after excuses of “my dog ate my modem”. Such distractions will only inconvenience and annoy the participants that show up on time. Follow the agenda instead and catch all the latecomers up after the call.


3. Minimize distractions

Online meeting participants are easy to distract because they lack the physical and visual stimuli that keep the traditional meeting members engaged. It is crucial therefore that all distractions are kept out of the virtual meeting room. Silence all phones, mute all the mics of inactive members and close all apps that are not in use. Make sure that no member interrupts the meeting flow or the speaker.


4. Begin with introductions

Let the host announce every meeting member to ensure that all participants feel at home with each other. Introductions increase the awareness of each other’s responsibilities and roles and are key to a smooth meeting.


5. Be professional

be professional

Since virtual meetings, environments are more relaxed than traditional meetings, some members may be too casual and forward in their words or tone of voice. All participants should maintain their professional appearance and posture to prevent distractions and embarrassment.


6. Keep the meeting engaging

All employees should learn interpersonal dynamics that stimulate collaboration in the absence of face-to-face meetings. Remember that over 55% of human communication is expressed as non-verbal cues. Encourage the participants, therefore, to use file transfer or chat tools for side questions and conversations.


7. Observe privacy for security

Ensure that your online meetings only have the participant that need to attend it. Make your meeting private to avoid unwelcome visitors and other security risks.


Conclusion

Considering the online meetings etiquette, the meeting leader should wrap up the meeting effectively and use meeting tools like Aira to send out meeting notes and arrangements or the next meeting,