Methods to use AI to automate the dreaded workplace assembly

Hiya! welcome again On technology: AIa pop-up publication that teaches you about synthetic intelligence, the way it works and use it.

Final week, I advised you the way Use creative AI tools Create and edit wonderful pictures. Now let’s transfer on to automating some time-consuming, typically tedious, components of many workplace jobs.

Sure, I’m speaking about conferences. I perceive pace up duties like making ready displays, writing speaking factors and writing minutes utilizing generative AI instruments like ChatGPT.

A typical-sense warning earlier than we start: Something you do utilizing a web based service can probably be seen by the corporate that runs it, whether or not it is a large tech firm or an AI startup. So in case your assembly includes delicate subjects like commerce secrets and techniques or personnel points, this won’t be the very best time to experiment with these new instruments.

Methods to make a slide deck

Web site gamma Robotically creates an in depth and colourful slide deck that features graphics, charts, and textual content. You’ll in all probability must tweak the textual content and add a few of your pictures. However consider this generator as a rendering template on steroids that automates the boring stuff, so you may work on the finer particulars.

First you join a free account, click on on “Presentation” and sort a immediate. As with textual content and picture turbines, the extra detailed your directions, the higher.

Here is an instance I used that illustrates a hypothetical presentation:

Staffing updates for tech startups. Saying new hires, together with director of variety, head of HR and seven new software program engineers. We now have a headcount of 120 individuals and hope to develop to 150 by 2024. Sooner or later we’ll rent a Head of Enterprise Growth and enhance the gross sales workers.

Gamma responds to prompts with a top level view summarizing slides and template choices in numerous shade schemes.

Utilizing my immediate, Gama created a presentation with seven slides. Gamma included panels outlining the roles of the brand new director of variety and head of HR.

Here is a snippet of two slides that Gamma made:

The ultimate step is to edit the presentation. In my instance, I’ll embody the names of the brand new hires, their bios and their headshots.

A phrase of warning: there are generative AI techniques It is dangerous because of a phenomenon called “Hallucination”. The place the mannequin makes the compact sound silly. Particularly in a piece setting, it is extremely necessary to triple verify that no errors have been made.

I attempted one other website much like Gamma that made lovely slides, but additionally created imaginary workers and paired them with photos of actual individuals so it obtained scrapped from the web. no good!

Speaking factors

To arrange for a mock assembly to debate workers updates, I will begin by telling a chatbot like ChatGPT, Bard or Bing: “Act as in case you’re my govt assistant gathering speaking factors for me, a tech CEO of the startup, however for a presentation…” after which paste within the earlier immediate to create a slide deck.

(Bear in mind, “Act as if…” is One of the golden hints (to make use of generative AI)

The chatbot will then generate an inventory of speaking factors that may accompany every slide, together with some instructed feedback. Once more, you will want to make some changes.

Assessment the assembly minutes

For instance you wished to jot down fast notes about what was mentioned within the assembly. Zoom and Google embody instruments that use AI to routinely transcribe speech from a gathering right into a textual content file, so long as the assembly is recorded with everybody’s permission. You’ll be able to then paste the transcript into the chatbot and ask it to be summarized. (Bear in mind, do not do that with delicate data.)

When you use Google Meet with a enterprise license, assembly transcripts are turned on by default and a hyperlink to the Google Doc is emailed to the host. (You can even observe Google steps To allow the transcription characteristic.)

When you’re utilizing Zoom, you may want a Enterprise, Schooling or Enterprise license Cloud recording enabled In account settings. When the Zoom assembly begins, allow cloud recording. As soon as the assembly is over, the service will routinely create a transcript.

From there, go to a chatbot and sort within the immediate, “Act as in case you’re my govt assistant. You take assembly minutes utilizing this transcript. Then paste within the part of the transcript you need to summarize.” , and the chatbot will routinely format it right into a one-minute memo. (If the transcript is just too lengthy, you may inform the chatbot that you just’re pasting it into a number of components, and it’ll inform you when You are executed.)

If the assembly is not recorded however somebody has taken notes, they are often pasted right into a chatbot with the identical immediate to format the doc in Memo Memo.

What’s subsequent?

Subsequent week, I will cowl put AI to make use of – assume trip planning and buying.