Automated Meeting Minutes with AI Integration Workflow

Automated Meeting Minutes Summarization

1. Meeting Preparation

1.1 Schedule Meeting

Utilize calendar tools such as Microsoft Outlook or Google Calendar to schedule meetings and send invitations.

1.2 Define Agenda

Establish a clear agenda to guide the meeting discussion and ensure all relevant topics are covered.

1.3 Select AI Tools

Choose appropriate AI-driven communication tools such as Otter.ai or Microsoft Teams for real-time transcription and summarization capabilities.

2. Meeting Execution

2.1 Conduct Meeting

Hold the meeting using video conferencing tools like Zoom or Microsoft Teams, ensuring all participants are engaged.

2.2 Real-Time Transcription

Implement AI transcription services like Rev or Google Meet’s live captions to capture spoken dialogue accurately.

3. Post-Meeting Process

3.1 Automated Summarization

Utilize AI tools such as Scribe or Fireflies.ai to automatically generate meeting minutes from the transcribed text.

3.2 Review and Edit

Assign a designated team member to review the AI-generated minutes for accuracy and completeness, making necessary edits.

3.3 Approval Process

Send the revised meeting minutes to stakeholders for approval using collaboration tools like Slack or Microsoft Teams.

4. Distribution of Meeting Minutes

4.1 Finalize Document

Once approved, finalize the document and format it appropriately for distribution.

4.2 Distribute Minutes

Disseminate the finalized meeting minutes via email or through a shared document platform like Google Drive or SharePoint.

5. Follow-Up Actions

5.1 Action Item Tracking

Utilize project management tools such as Asana or Trello to track action items identified during the meeting.

5.2 Schedule Follow-Up Meetings

Plan any necessary follow-up meetings based on the outcomes of the current meeting, ensuring continued progress on action items.

6. Evaluation and Improvement

6.1 Gather Feedback

Collect feedback from participants on the effectiveness of the meeting and the quality of the minutes.

6.2 Refine Workflow

Continuously assess and improve the workflow process based on feedback and advancements in AI technology.