AI Meeting Assistant: The Revolutionary Tool for Corporate Information Retrieval and Management

The New Normal for Businesses: Online Meetings

With globalization, business operations are no longer confined by geographical boundaries. International communication and collaboration have become increasingly frequent, from remote meetings with teams around the world to business negotiations with international clients. The demand for remote communication has surged dramatically. The impact of the COVID-19 pandemic has transformed remote work from a temporary solution into a norm. The "hybrid" work model has emerged, allowing employees to flexibly divide their work time between the office and home. This has not only enhanced work efficiency but also improved employee satisfaction.

Online meetings have become more than just an alternative during the pandemic; they are now a core part of business operations. With this trend, the demand for online meeting records has also increased. From daily communication within internal teams to strategic exchanges with external partners, ensuring that meeting content can be effectively and promptly searched and reviewed has become a key requirement for modern business operations.

‍

The ChatGPT Era: Easily Summarize Meeting Records with Generative AI

Advancements in AI have opened new possibilities for enhancing meeting efficiency. Below we introduce how to use existing online meeting tools, speech-to-text services, and generative AI technologies like ChatGPT to easily organize meeting content.

1. Using Online Meeting Tools for Recording

Current online meeting tools offer a variety of features, among which the recording function is particularly important. Here are some common online meeting tools and their features:

• Microsoft Teams: Integrates Microsoft Office 365 applications and provides meeting recording functionality.
• Google Meet: Offers a simple recording function, allowing users to review meeting content.
• Zoom: In addition to video conferencing, Zoom also supports meeting recording, allowing you to save meeting content.
• Cisco Webex: A professional video conferencing solution that supports high-quality meeting recordings.

2. Using Speech-to-Text Tools to Convert Meeting Videos into Text Records

Converting meeting content into text records is a key step in improving subsequent retrieval efficiency. In addition to the speech-to-text features that come with the aforementioned meeting tools, there are also specialized service tools available:

• YouTube Automatic Captions: Upload videos to YouTube, and the platform will automatically generate captions. This is a free and fast option, although the accuracy may not be as high as professional tools, it meets preliminary needs.
• BlendVision One: Provides high-accuracy transcription services for Chinese, English, and Japanese languages, and features DRM digital content encryption to prevent video piracy.
• Otter.ai: Designed specifically for meeting transcriptions. There is a free version, but its features are limited.

3. Using ChatGPT to Automatically Generate Summaries

Submit the transcribed text records to ChatGPT, and you can generate meeting summaries with simple commands. This process includes:

• Preprocessing: Manually correct parts where the accuracy of speech-to-text tools is insufficient and delete off-topic conversations.
• Generating Summaries: Submit the organized meeting content to ChatGPT and command (Prompt) it to generate summaries or key points. For example: "Please help me organize the following meeting records into three main points."
• Post-processing: Adjust or embellish the summary provided by ChatGPT further to meet specific needs.

‍

AI Meeting Summaries: The Pain Points and Challenges of Businesses

With the help of the aforementioned tools, individuals or small teams can quickly generate meeting records. However, for enterprises and large organizations, there are still challenges in managing and retrieving meeting records. The abundance of meeting records makes data difficult to manage and retrieve, especially when enterprises use a variety of meeting tools and cloud platforms, and the dispersion of files makes management even more difficult.

For example, a salesperson wants to review a client meeting from a few months ago. Although the meeting was recorded and converted into text files and summaries, if he did not promptly name and file these documents, he will have to enter keywords in multiple cloud spaces, open documents one by one to confirm, or drag the progress bar in the video to find the required segment. Even with proper filing, only part of the time is saved.

This is just a small part of the vast amount of data. If multiple meetings need to be organized, especially those involving cross-departmental records, the workload will increase significantly, and collaboration from various departments is required. According to McKinsey's research, employees spend about 20% of their work time searching and organizing information.

Returning to the essence of meeting records, using features like recording and speech-to-text to keep records is just to ensure the completeness of information. But most of the time, we just want to retrieve a vague memory from a meeting. Therefore, the value of meeting records lies not only in their detail but also in their retrievability.

‍

Intelligent Meeting Management Solutions: Achieving Knowledge Sharing and Efficiency Innovation with BlendVision AiSK

In response to the above challenges, some solutions have already appeared on the market. For example, BlendVision AiSK is a meeting management tool designed specifically for enterprises. It offers the following features:

• Cloud Storage Integration: Centralize the management of files, videos, and meeting records from different platforms for easy retrieval.
• Speech-to-Text and Semantic Search: Improve retrieval efficiency, quickly locate related content without entering precise keywords, and attach links to the original data.
• Knowledge Management Platform: Create a proprietary knowledge base for enterprises, find accurate answers through conversational AI, and promote the sharing and reuse of knowledge.
• Security and Privacy: High-standard data security protection to ensure that corporate data is not used for model training or any form of data sharing, preventing the leakage of confidential information.

The Advantages of an Enterprise-Specific Search Engine

AiSK's search engine uses advanced natural language processing technology to understand the user's query intent and provide accurate search results. This means that even for very vague queries, such as "that meeting discussing market trends," AiSK can quickly find relevant meeting records and video files, and even jump directly to the accurate time code in the meeting recording, greatly improving the efficiency of finding and reviewing meetings.

Generative AI for Information Reuse

In addition to information retrieval, AiSK can also help employees extract core information from existing meeting records and quickly generate reports or texts. This not only improves work efficiency but also reduces the burden of repetitive work.

Through BlendVision AiSK, enterprises can experience the efficient work mode brought by AI technology, freeing themselves from the tedious meeting records and information search, and significantly promoting knowledge sharing and efficiency. Contact BlendVision to enable your team to work more efficiently.