How to organize meetings with AI

Create an agenda

What’s the goal of your meeting? Keep your meetings on track by using AI to make your agenda. Generative AI creates personalized agendas that fit within the designated timeframe and prioritize the most pertinent discussion points. Input a rough list of information or projects that need to be discussed with an AI prompt like this: “These are the points I want to cover in my meeting. Create an agenda based on this information for a 1-hour team meeting, including estimated minutes for each section.”

If you have past meeting agendas stowed away somewhere, dig them up and train your AI on them to understand your typical meeting styles and avoid repeating topics covered in recent meetings.

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Get PowerPoint assistance

Building out a deck can be time-consuming. Leverage AI to restructure and simplify lengthy text to bullet point lists for user-friendly and easy-to-follow slides. Take the information you want to break down and feed it to AI, asking it to “transform this chunk of text into digestible bullet points for my PowerPoint presentation.”

You can also make your presentations even more aesthetically pleasing by creating visual aids. Visual aids complement your spoken content. Don’t have an idea in mind? In your chat with AI, provide the text you want to associate with a visual aid and say, “What graphic would go well with the bullet points for my slides?” Some AI tools will even turn a document into a deck in an illustrated deck in a flash.

Come up with icebreakers

Icebreakers are commonly used during meetings, especially at the start, to engage your fellow peers and foster collaboration and team building. For example, you could use AI to build Jeopardy-style trivia based on specific themes, like movies or history, with a prompt like this: “create 20 questions for a Jeopardy-style trivia icebreaker game with point values based on difficulty.” Or get the ball rolling with a basic prompt like, “What icebreaker games can kick off my team meeting?” If you include an icebreaker in your presentation, adjust your agenda to incorporate it.

Schedule the meeting

When you have everything planned out, it’s time to schedule your meeting. Instead of sending back-and-forth emails trying to find a time that works for everyone, rely on AI scheduling tools to simplify the process. There are AI tools out there that can serve as scheduling assistants to identify the best time to meet based on your colleagues’ schedules and time zones. Microsoft Outlook has a Scheduling Assistant that analyzes participants’ availability to book a slot that works for everyone with minimal hassle.

Send out emails

Penning an email to send to your colleagues is easy when you have AI at your side. Generative AI tailors the tone of your email to make it professional and polished, whether you’re coordinating with external partners or addressing a formal leadership team. It also ensures you have all the necessary details in the email, like meeting date, time, location, or link. Finish up your email by checking your grammar.

Summarize meeting notes

Use AI to keep your colleagues in the loop by having it summarize your meetings. Do this by providing AI with your agenda and a transcript of your meeting or by using a tool designed for meeting summarization. Microsoft Teams, for example, has an AI-powered feature that automatically sums up key points, decisions, and action items for a meeting. For future sessions, train AI on these notes to avoid repeating redundant information when you start creating your next agenda.

Be your most productive self inside and outside of work. See how else AI maximizes your efficiency, streamlines your tasks, and frees up time for what matters the most with more tips and tricks from Life Hacks.