The 7 Ways Artificial Intelligence is Increasing the Capabilities of Meeting Assistants

7 min readJan 30, 2023

One of the most common applications of artificial intelligence (AI) is in meeting assistants, which is why it is quickly emerging as a valuable tool for organizations of all kinds. These virtual assistants can aid with more effective meeting planning, coordination, and management, saving everyone’s time and resources.

AI-powered meeting assistants help expedite the entire process and increase the efficiency of any organization, whether it is for organizing meetings, taking meeting minutes, or even providing real-time transcription and translation.

In this article, we will learn the numerous applications of artificial intelligence (AI) in meeting assistants and how they might help you to be more productive.

Before diving deep into how AI helps meeting assistants become a powerful and productive tool, let’s recall our understanding of a meeting assistant and how it is an integral part of it.

What is a meeting assistant?

A meeting assistant is a software tool or an application that supports teams and individuals in planning, organizing, and managing meetings. Typical features of meeting assistants include:

● Calendar integration.

● The ability to create and reschedule meetings.

● The capacity to send meeting invites and reminders.

● The management of attendees and their RSVPs.

Other services that some meeting assistants offer include the capacity to record and disseminate meeting minutes, monitor attendance, and assign follow-up assignments. Meeting assistants can be accessed via a web browser or mobile app and are used to schedule both physical and virtual appointments.

An AI-powered meeting assistant can also grasp a meeting’s context through natural language processing and offer assistance like scheduling, taking minutes, and even voice commands.

1. Scheduling:

AI-powered meeting assistants can understand and respond to the scheduling needs of their human counterparts by utilizing ML and NLP techniques.

The primary advantage of these virtual assistants is the capacity to plan meetings depending on attendees autonomously.

● The assistant can select a time that works for everyone by considering their respective time zones.

● AI Assistants can take other considerations like competing obligations or schedule preferences.

As they don’t have to spend time coordinating schedules and finding a mutually convenient time, this can save both the organizer and the participants a significant amount of time and effort.

2. Meeting Minutes:

AI-powered meeting assistants can automatically generate meeting minutes, a terrific method for participants to analyze and discuss the meeting’s most important insights rapidly.

The AI assistant can use the meeting’s audio or transcript to summarize the main ideas, including the key points brought up, the conclusions reached, and the assigned tasks.

AI makes it simple for those who couldn’t attend the meeting to review all the discussed things. It saves time by letting the AI-powered meeting assistant take notes instead of manually doing it.

3. Attendee Tracking:

Attendee tracking is another task that AI-powered meeting assistants may aid with. The AI assistant can automatically determine who is taking part in the meeting using Speech Analysis, Facial Recognition, and other techniques.

● AI algorithms can also give important information about participants’ activities in the meeting. For instance, it can identify when a participant is not speaking or actively engaged. It can remind the manager to follow up with them after the meeting.

● AI can assess the success of webinars, meetings, or conferences by giving an overview of each attendee’s level of participation.

● AI-powered assistants can also assist in identifying trends in involvement and non-participation that might point to possible problems or chances for improvement.

Ensuring that everyone is attentive and participating in the conversation can help make meetings more effective and efficient.

4. Follow-up Activities:

AI-powered meeting assistants can also assist with post-meeting follow-up activities. This tool can increase the companies’ overall productivity. The AI may track how the tasks are coming along and update the organizer on their status, including any obstacles they may have faced.

● The assistant can automatically generate follow-up tasks based on the decisions taken, action items assigned, and other important topics covered during the meeting using advanced AI algorithms to assess the meeting’s content.

● AI tools can give responsibilities to the attendees, including specified deadlines and other pertinent information.

The AI-powered meeting assistant can also create reminders to check in on the assignments and ensure employees finish on time.

5. Virtual Assistants:

AI-powered virtual assistants can be highly effective in scheduling. They can perceive and reply to requests for meetings using NLP and ML, considering the attendees’ availability and other variables like time zones and competing commitments.

AI-powered virtual assistants can help with scheduling and other administrative duties like sending out agendas, reserving conference rooms, and organizing logistics like video or teleconferencing.

AI-powered virtual assistants can aid in streamlining the planning and conduct of meetings, saving everyone involved time and resources.

Businesses of all sizes progressively implement them to increase overall productivity in meetings by making them more efficient and productive.

6. Translation and Transcription:

Real-time translation assistance is another feature that AI-powered meeting assistants can offer, making it more straightforward for attendees who speak different languages to follow and participate in the meeting.

This feature can make it easier for attendees who speak other languages to communicate with one another and ensure that everyone can take part entirely in the online conference. The assistant can automatically translate text and speech in real time in one of two ways:

● First, AI tools can provide real-time speech captions during the meeting; this is very helpful for participants who are hard of hearing or non-native speakers.

● The second method is to offer real-time voice translation, which is especially beneficial for attendees who are not native speakers of the meeting’s language.

One can use this capability with various communication channels, including chat, video conferencing, and live speech.

For any documents or materials provided during the conference, it can also offer written translations, making it simple for participants to comprehend the topic in their language. This functionality can also enhance the accessibility and inclusivity of participants from various backgrounds during virtual meetings.

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7. Voice First Automation:

AI-powered meeting assistants can also respond to voice instructions. They are making it easier for users to communicate with the assistant in a meeting.

With the help of voice commands, the user can manage the meeting’s agenda, flow, and other elements. For instance, the user may instruct the AI-powered meeting assistant to “arrange a meeting for next Wednesday at 2 PM with Rakesh,” and the assistant would do so immediately.

Additionally, the user can utilize voice commands to carry out other tasks, including opening a document, adding items to the agenda, and managing the meeting’s presentation.

For guests with mobility or dexterity challenges, the voice command option can be helpful because it enables them to communicate with the assistant without using a keyboard or mouse. Overall, this feature can increase the meeting’s productivity and make it easier for the user to control the meeting’s flow and other elements.

The Final Say:

Meeting assistants that AI powers are valuable tools for companies of all sizes, and their capabilities will continue to grow. These virtual assistants will become progressively more intelligent and able to understand and adapt to the requirements of their human counterparts as machine learning and advances in natural language processing continue.

Any organization can increase efficiency and productivity by adopting AI-powered meeting assistants to make meetings more effective and time-efficient.

The potential of AI for helping individuals and businesses is endless.

We anticipate seeing even more cutting-edge use cases and capabilities of AI that will transform how we conduct business. To enable companies and organizations to take on their AI journey smoothly, we have developed a disruptive AI platform, CellStrat Hub, that provides solutions for enterprises and SMBs to Accelerate their AI Roadmap.