Revolutionising Meetings: The Power of AI Assistants

Explore how AI assistants are transforming business meetings from time-consuming obligations into efficient, impactful engagements.

Utilising AI to Streamline Meeting Processes

In today's fast-paced business environment, the inefficiency of traditional meetings has become a significant concern. According to a global survey of over 18,000 participants, more than a third of individuals report having too many meetings, with most being inefficient. This is where AI steps in to offer a solution.

Leveraging AI, organisations can foster a more thoughtful meeting culture. AI models such as Meta's Llama can help in reducing the number of meetings while making them more effective. This includes conducting fewer, more efficient check-ins, establishing well-defined agendas, ensuring clear follow-ups, and promoting purposeful engagement.

Enhancing Meeting Preparation with AI Tools

Preparation is crucial for a successful meeting, and AI tools are revolutionising how we prepare for these engagements. Nicole Herskowitz, Vice President of Microsoft 365 and Teams, underscores the value of AI in getting ready for customer meetings. She relies on Microsoft Copilot to quickly access relevant emails, chats, and documents, which enables her to address customer queries with greater efficiency and effectiveness.

AI also plays a significant role in refining meeting agendas. By analysing past interactions and documents, AI can recommend the most relevant topics for discussion, ensuring that each meeting is focused and aligned with organisational goals.

Microsoft's survey of 297 users from the Copilot for Microsoft 365 Early Access Program reveals the significant benefits of using Copilot. Users reported productivity boosts and time savings similar to those experienced by developers using GitHub Copilot. The feedback shows that users are completing work more efficiently and effectively.

Copilot’s integration with immersive virtual spaces enhances meetings by providing dynamic environments that foster engagement and creativity. The admin centre allows users to manage their experiences, organise groups, and tailor workflows to optimise efficiency. This powerful blend of tools is reshaping how teams collaborate and achieve their objectives.

Key findings from the survey include:

- 70% of Copilot users reported increased productivity.
- 73% said they could complete tasks more quickly.
- 64% found that Copilot helps them spend less time managing emails.
- 85% felt Copilot accelerates the process of getting to a good first draft.
- 87% said Copilot makes it easier to start on a first draft.
- 86% appreciated how Copilot helps them catch up on missed content.
- 84% believed Copilot facilitates taking action after meetings.
- 75% noted time savings from Copilot’s ability to locate needed files.
- 71% saved time on routine tasks.

Additionally, Copilot enhances quality and creativity:

- 68% said it improved their work quality.
- 57% felt it boosted their creativity.
- 68% found Copilot helpful in jump-starting the creative process.
- 72% said it aided in generating ideas while writing.

Overall, Copilot makes users more productive and creative while saving time. The survey reflects how Copilot enhances work efficiency and creativity in Microsoft 365 apps like Word, Outlook, and Microsoft 365 Chat.

The Role of AI in Meeting Follow-Ups and Action Items

Power users of AI have seamlessly integrated the technology into their daily routines, utilizing it several times a week and saving over 30 minutes each day. The impact is significant: these users report that AI aids in managing their heavy workloads (92%), boosts creativity (92%), and helps them focus on their most critical tasks (93%). Additionally, AI enhances their motivation (91%) and makes their work more enjoyable (91%).

Becoming a power user involves adopting effective new habits. These individuals are 68% more likely to frequently experiment with various AI applications, a key factor in their status as power users. They are also 49% more likely to pause before starting a task to consider AI’s potential, 30% more likely to persist with AI until they achieve satisfactory results, and 56% more inclined to research and test new prompts. Power users typically bookend their day with AI, using it to kickstart their workday (85%) and prepare for the next (85%).

Furthermore, power users have significantly altered their work patterns. They are 56% more likely to use AI for catching up on missed meetings, 51% more likely for analyzing information, and 49% more for tasks like designing visual content, interacting with customers, and brainstorming or problem-solving. They are also 66% more likely to employ AI to redesign business processes and workflows. These insights underscore AI's profound effect on improving productivity and highlight its critical role in managing meeting follow-ups and action items.

The research also reveals that power users operate within organisations that support and encourage AI adoption. At their companies:

• Senior Leaders’ Engagement: AI power users are 61% more likely to hear from their CEO about the importance of generative AI, 40% more likely to receive such messages from their department leader, and 42% more likely to hear from their manager’s manager.

• Change-Ready Culture: AI power users are 53% more likely to receive encouragement from leadership to explore how AI can transform their functions and 18% more likely to say their company promotes innovation.

• Tailored Training: These users are 37% more likely to have access to virtual learning programs, and they receive more specialised training on prompt writing (+37%), AI applications relevant to their roles (+35%), and specific use cases such as writing or data analysis (+32%).

“To stay ahead of the curve, we’ve prioritised AI training to ensure everyone can leverage the power of Copilot for Microsoft 365 and other AI solutions. The launch of the GenAI Academy supports employee growth and aims to increase the number of ambassadors and GenAI power users worldwide. We are already witnessing transformative benefits in how we work and innovate,” says Sheila Jordan, SVP, Chief Digital Technology Officer at Honeywell.

AI power users offer a glimpse into the future, demonstrating the possibilities when employees fully embrace AI and leaders actively support its integration.

 

Future Trends: AI's Evolving Role in Business Meetings

As AI continues to advance, its role in business meetings is set to grow even further. Sean Rintel, a Senior Principal Researcher at Microsoft, notes that poor agenda planning leads to ineffective meetings. AI can help by drafting invitations that clearly define the meeting goal, agenda items, and desired outcomes, setting the stage for more productive discussions.

Looking ahead, we can expect AI to take on even more sophisticated tasks, such as predictive analytics to forecast meeting outcomes and real-time sentiment analysis to gauge participant engagement. These advancements will further enhance the efficiency and effectiveness of business meetings, making them a more valuable use of time for all involved.