You have three browser windows still open, and someone has already asked via email “who will handle the client follow up?” and although you recall the discussion fairly well, you cannot quite remember all of the specifics, there were a lot of decisions, some vague ideas, a couple of issues that came up and one important-sounding task. 

Via Unsplash

At this point, most teams lose momentum. It’s not that the meeting itself was ineffective; however, the process of completing the work following the meeting is disorganized. 

Good Meetings Have An Effective Afterlife

AI meeting tools assist by providing a means of converting spoken dialogue within a meeting into a format that facilitates usability. They can provide an account of the discussions that occurred within a meeting, summarize the key points raised in discussion, differentiate between determinative decisions and general commentary, and identify action items. While AI meeting tools provide assistance in structuring a post-meeting plan (and therefore reducing reliance upon human judgment), they do not eliminate the need for such judgment. 

They Provide Identification Of Work Hiding In The Discussion Content

Meetings generally are not tidy. Sales updates can generate product-related issues. Budget inquiries can disclose staffing problems. Client status checks can create five follow-up tasks before anyone recognizes these tasks exist. 

AI tools can aid in identifying such content. Rather than reviewing a lengthy transcript of the meeting content, you can review a cleaned-up summary of the content that was relevant. This simplifies the identification of which content generated actionable requirements versus information-only content. 

For example, you might exit a meeting with an ordered listing of subsequent actions, owners of each action item, deadlines associated with each action item, and unanswered questions. Establishing this basic framework enables your team to operate more quickly because the dialogue generated within the meeting has been converted into workable activity. 

They Alleviate Pressure On The Individual Responsible For Recording Meeting Content

In many organizations, one quiet member of the organization serves as the meeting administrator. Such an individual listens to the discussion occurring in the meeting, records content as it occurs (typically typing rapidly to capture salient content), tracks outstanding questions, and attempts to contribute to the discussion simultaneously. Capturing all of this effectively is very difficult. 

AI meeting tools can alleviate the pressure experienced by administrators by supporting note-taking activities using software applications. As such, members of your team can focus more on participating in the discussion rather than attempting to capture all of the content presented during the meeting.

It is essential to recognize that relying solely upon AI-generated summaries is not sufficient. Dates, names, client-specific data, and technical considerations require thorough examination by humans. However, many times a single iteration of an AI-generated summary can save time and avoid the chaos that often follows immediately after a meeting.

They Facilitate Tracking Post-Meeting Follow-Up Requirements More Easily

Ultimately, the greatest benefit derived from an AI meeting tool lies in its ability to facilitate tracking requirements post-meeting. A useful summary can be provided to individuals who attended the meeting remotely. Action items can be inserted directly into your project management application. Decisions can be recorded and easily accessed by team members.

As an example, you could use huddlemate.ai to support your next meeting and subsequently review the AI-generated summary with your team prior to assigning tasks based upon action items identified in the summary. If your team establishes this routine for summarizing meetings, you will likely experience less confusion regarding responsibilities before they become widespread.

The Best Outcomes Result from Team Members Maintaining Disciplined Meeting Habits

While AI meeting tools are helpful additions to a team’s arsenal of productivity-enhancing tools, they are no substitute for disciplined meeting habits. You still require a defined objective for the meeting. You still require attendance by individuals possessing the requisite knowledge and expertise. You still require confirmation from participants regarding what has been agreed upon.

The AI tool assists with capturing content and establishing structure. Your team supplies contextual background information, professional judgment, and accountability.

If you establish a routine of pausing briefly at the conclusion of a meeting to confirm the essentials, i.e., what was decided?, who will complete what tasks?, what additional discussion(s) remain needed? And combine this practice with an AI-generated summary, your team will be able to take meaningful action relative to each agenda item more efficiently.

When utilized effectively, AI meeting tools perform a tangible yet largely unheralded function. They help preserve the work previously discussed so that it does not vanish into memory, inbox clutter, or partially completed notes.