[Libs-Or] Tech-Talk: WEB TOOL - AI Can Be Your “Online Meeting” Your Notetaker

Mon Apr 29 08:02:13 PDT 2024

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Webinars for You

NOTE: All webinars begin at 3 pm ET / 2 pm CT / 1 pm MT / 12 Noon PT and are one hour long.

·     April 24: [COMMUNICATE] Leadership Communications: Tools and Techniques, Part 1

·     May 8: [EMAIL] Getting Started with the "New" Outlook for Windows

·     May 22: [COMMUNICATE] Leadership Communications: Winning Words, Part 2

·     June 12: [WEB TOOLS] Amazingly Helpful Tips for Getting a Book Published

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WEB TOOL - AI Can Be Your "Online Meeting" Notetaker

Intermediate

[participating in a Zoom call]

Have you ever been asked to be the meeting "notetaker" for a virtual meeting? You scramble to take down all viewpoints, formulate the notes into a summary and include any action items. It can be time-consuming!

Or, worse yet, is that no one was assigned to take notes, so follow-up tasks that were discussed may fall through the cracks.

Maybe you were supposed to attend a virtual meeting, but couldn't attend. Even if the call was recorded, reading a quick overview would be more productive than watching a long recording, right?

Well, there's a new feature in the online meeting world that can be very helpful. In Zoom it's called AI Companion Meeting Summary. It's like your secret notetaker! (See below for options in Microsoft Teams and Google Meet).

When activated during a Zoom call, it uses artificial intelligence and automatically:

[Zoom summary email]
·     Detects what is being discussed
·     Gives a quick recap
·     Identifies key points and next steps
·     Formulates action items
·     Provides a quick recap summary of the call
·     And even recognizes participants by their Zoom user name and refers to them in the summary

After the Zoom call is complete, the meeting host (and other panelist or attendees depending on your settings) will receive a copy of the Meeting Summary via email. If you miss it in your email, you can download from your Zoom account.

Think of how this can increase productivity by providing a summary with action items for meeting attendees!

The Meeting Summary option is available at no additional cost in most paid Zoom accounts and supports 30+ languages. Let's look at how it works.

Enable Meeting Summary in Zoom

Meeting Summary with AI Companion can be turned on in your Zoom platform at different levels, to allow by:1) Account, 2) Group or 3) User. We'll outline the steps below to set this up at the Account level, however, see the details here<https://opiayfbab.cc.rs6.net/tn.jsp?f=001hkQpj2_WcmEtG3ERqoyrJWQthiV4lYehOBCjdzOENKBzvb_A83z7cnHaAcoHPHpGReWxLLitRSQ9KzWPMAa7V-MWxVwP4n7YDZOMkM-DiNF7-lZiHuW0ltHObVFDvwlkMssCrnJcSF1ozDF9EsK0s6kz4UJ8jvxeWl_aA-44sK5zDB4kiCJyz0grX2MKM8v7wlKFxdV4mCViW1fyMrIoqeDJTgnnjYTxX0-AU0OWhRg=&c=Heg0MG8sHh4PjyIdTqVuQjgeeRwSOc5XB5lGKfCGGcvrAsmMjFSfNg==&ch=W-AzTAiFC7i0tTvAs0Uuf8_9Ttf61-CBpSSIpqOVidzO7mCYZVdmug==> for Group and User settings.

To enable (or disable) the Meeting Summary for all users in your account:

·     In your Zoom platform, in the left menu, under the Admin section, click on Account Management, then chose Account Settings beneath it.

·     At the top of the right panel, click on the AI Companion tab.

·     (See image below) Be sure you're in the Meeting section. Toggle the Meeting Summary with AI Companion ON.

·     You can manually choose during each Zoom meeting to start the Meeting Summary option. However, if you want it started automatically with all meetings, check the box next to Automatically start Meeting Summary for all meetings I host.

·     If you like the summary sent in an email, check the box next to Send an email notification when sharing with users and select an option from the drop-down menu.

·     And then under Share summary with, select one of the options.

[Meeting summary options]

·     NOTE: Meeting invitees are defined as participants that were originally invited to the meeting. If you share the link for others to join through the sharing link, they will not receive the summary.

·     TIP: Depending on how many users you have in your account, the admin of your Zoom platform can toggle the lock icon next to any of the options to prevent other users from making changes (see image above).

·     Click Save.

How to Start Meeting Summary in a Zoom Meeting

If you have enabled the Meeting Summary in your account, but have not auto-enabled it, as the host (or co-host) you can choose to start it manually at any point of the meeting.

·     When in a Zoom Meeting, in the controls at the bottom of the screen, click the Start Summary icon.

[start meeting summary]

·     The Meeting Summary will begin to be generated. Participants will see a notification pop-up on their screens informing them that it is active.

·     The summary will stop at the close of the meeting, or you can click Stop Summary in the controls to end it.

·     CAUTION: The AI Meeting Summary catches everything! Be careful not to discuss any items that you don't want others to see. Remember, the Summary gets automatically sent to the host and others (depending on your settings). There is no chance of editing it beforehand.

View the Meeting Summary

After the meeting, depending on your preferred settings, you will receive an email copy of the Summary or you can view it from your Zoom portal.

[Zoom email summary]

Receive by Email

·     The emailed Summary will display the meeting topic in the Subject line.

·     At the bottom of the email, there is an option to Share with others.

·     If you've set it up so that only the host receives the Summary, you can edit it if you like before sharing it. Just click that button at the bottom of the Summary. You'll will be prompted to sign in to your Zoom account and then directed to the Summary. You can make changes and/or share and download.

NOTE: If you've chosen in the general settings to send the Meeting Summary to other invitees, the Edit button is only shown in the host's email. Other meeting participants don't have that option and they will have seen the unedited version.

View Meeting Summary from Your Zoom Portal

If you did not select to have the Summary emailed and you want to access it, from your Zoom account:

·     In the left navigation menu, select AI Companion.
·     Under the My Summaries tab, select the Meeting name and it will open.
·     Here you can Share, Edit or Delete it.

[Zoom meeting summary in portal]

Microsoft Intelligent Recap

If your organization has a Microsoft Teams Premium license that includes "Copilot", Intelligent Recap is included. After you have recorded a Teams meeting, this option will identify spoken names and provide a recap of the general topics discussed. With the use of AI, it can also suggest "chapters" in the meeting summary and action items based on what was discussed.

After the meeting ends, you can view the meeting notes on the Recap tab in the meeting chat or Teams calendar event.

[Teams recap options]

Or, with an Office 365 paid license, live transcriptions are available on the desktop version of Teams. Turn this option on in the meeting controls under More actions.

Google Meet

Google is slowly rolling out a paid upgrade to Google Workspace accounts called Gemini. With this subscription, in Google Meet you will soon be able to capture notes, action items, and more with the new "take notes for me" feature. It will send a summary to attendees after the meeting.

[https://files.constantcontact.com/ee1208b4001/f8f1ecc8-4884-4c21-8ed0-cf647e6db944.png]

Communication: 6 Listening Skills

#2: "Question to clarify"

Who would think that questioning someone would be a listening skill? If you're asking stuff, that means you're talking, right? How does that show that your ears are turned on to the speaker?

Assuming your questions are related to what is being said, this technique demonstrates that you are being attentive ... and interested!

Examples:
·     "Are you saying this idea is only for our staff?"
·     "What do you mean when you say this will be 'challenging'?"
·     "When you say 'days', what did you have in mind?"

You don't want challenging questions that belittle what is being shared, but clarifying items.

Examples of clarifying questions that are disparaging:
·     "You don't really think that is going to work do you?"
·     "What's that supposed to mean?"
·     "Is that all you've got?"

In conversations, look for ways to ask positive, clarifying questions so the speaker will rejoice in knowing that you are actively listening to them.

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Cheers,
Darci Hanning, MLIS (she/her/hers)
Public Library Consultant / CE Coordinator
Continuing Education Resources: https://libguides.osl.state.or.us/conted

State Library of Oregon | Library Support and Development Services
971-375-3491 | darci.hanning at slo.oregon.gov<mailto:darci.hanning at slo.oregon.gov> | www.oregon.gov/library<http://www.oregon.gov/library>
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