As online meetings have become an integral part of everyday work, Artificial Intelligence (AI) is changing business processes and even helping to make them more efficient by helping to manage meetings, notes and collaboration. Platforms such as timeOS, Microsoft Teams or Otter AI allow you to automate note-taking, quickly capture important details and conduct meeting summaries, saving time and increasing productivity. Let’s take a look at how to use these tools.
TimeOS
When online meetings are so overwhelming that it’s hard to get lost in them, to plan and participate productively, and to prepare at the last minute, important details that need to be discussed get forgotten. That’s where thetimeOStool can help.
What can be done with timeOS?
- Get the most important information about upcoming meetings from Gmail, Calendar and past meeting notes.
- Automatically create meeting notes on Google Meet, Zoom, Slack and Microsoft Teams.
- Quickly capture details of live meetings using WhatsApp.
- Personalise meeting notes with DI templates.
- Send DIs to attend meetings for you and receive summaries.
- Organise tasks neatly in Notion, Asana or ClickUp.
- Get reminders so you don’t miss any meetings.
How to use timeOS?
“TimeOS is an intuitive app, so it’s easy to get started.
Registration
After registering on the timeOSpage, take some time to let the app process your data. The tool will then provide personalised information. All you have to do is choose your language, set your appointment scheduling preferences and a few other parameters.
Synchronise your calendar
On the right-hand side you will find your personal calendar. There you can:
- See all scheduled events and meetings
- Easily add new appointments or tasks
- Edit existing entries with one click
- View daily, weekly or monthly views
The calendar will automatically synchronise with your other devices, ensuring you always have the latest information “at your fingertips”.
Tailor the platform to your needs
On the bottom left, you’ll find a handy toolbar that allows you to customise the page to suit your needs. In the toolbar you can:
- Plan new meetings
- Invite guests to scheduled events by sending automated invitations
- Manage and edit existing records
- Change page layout and colour scheme
- Settings for notifications and reminders
- Access commonly used functions
The “settings” icon is also important, giving access to key functions. On the left-hand side, you’ll be able to keep “notes”, where you can quickly jot down important information and tasks.
The app offers a lot of handy features, but the full set is only available to paid users. Nevertheless, anyone can try the basic tools for free.
Microsoft Teams
“TheMicrosoft Teamsplatform is accepted by many as one of the main tools for online meetings, but not everyone knows how to use the IoT tools in it. If you use Teams to summarise information in a separate platform or on a piece of paper during online meetings, or if you simply forget important things that were discussed during a stressful meeting, use the transcription feature in Microsoft Teams and you won’t have to either summarise or forget.
How do I use the Microsoft Teams transcription feature?
The transcribing function is much easier to use than it may seem.
Start transcribing
You don’t actually need to do anything to start transcribing, as once the meeting has started, transcribing will start automatically.
Set the required language
The language of the transcription must correspond to the language spoken at the meeting. To change the language of the transcript, click on “Transcript settings” and under “Spoken language” set the language you want.
Unfortunately, Lithuanian is not currently an option, but Teams Premium holders can immediately translate text entries into their preferred language.
Live transcription
If you want to activate transcription that you can see immediately(live), click on “More actions” in the meeting settings, select “Record and transcribe” and then “Start transcription”. All meeting participants will see the recording being transcribed and can choose to hide their identities from the text recordings.
Stop transcribing
To stop transcribing text, under “More actions”, “Record and transcribe”, select “Stop transcription” or “Stop recording”.
Download the transcription
At the end of the meeting, the transcription will immediately appear in the meeting entry in the calendar. Meeting organisers and co-organisers can download it as a .docx or .vtt file. It is also possible to give permission for others to download the transcript. To download, go to “Chat”, open the last meeting, click on “Recap” and select “Download”.
What if transcription doesn’t work?
If the transcriptions don’t work, you may need to enable them. Do this by logging into your Teams account as admin. “In the Admin Center, click on “Meetings”, “Meeting policies” and then under “Audio & video” select “Allow transcription”.
Who can transcribe recordings?
Depending on your settings, you can:
- Organisers and co-organisers
- Organisers, co-organisers and speakers
- Nobody
When can meeting notes be useful?
- It is easier to review the topics, tasks and responsibilities discussed after the meeting, especially if complex issues were involved
- For those who were unable to attend, a transcript of the meeting gives a quick overview of the decisions taken
- Participants can spend less time on note-taking and more time on discussion
- Extracts can be used as official documents to support decisions taken
- Transcripts can be used as training material for new team members
- And for other purposes
Otter AI
Another helpful application that can transcribe, analyse and share the content of meetings and conversations isOtter.ai. “Otter automatically transcribes meetings on Zoom, Google Meet and Microsoft Teams, so if you use different online chat platforms, it’s a good idea to have one additional IoT tool.
What else can Otter.ai do?
- Identify speakers and mark time stamps.
- Create automated 30-second summaries of meetings, highlighting key topics and tasks.
- Automatically identify and assign action points, as well as allow them to be viewed and managed centrally.
- Can connect to your calendar (Google, Outlook, iOS) and automatically join scheduled appointments.
How to use Otter AI?
Here’s how to use Otter AI without complicated technical knowledge.
Log in to
First, log in to yourOtter AIaccount. After that, the tool will provide you with basic features that you can tailor to your needs.
Interface with the calendar
When you link Otter AI to your calendar, the app will automatically connect to your scheduled meetings and start transcribing as soon as the meeting starts. You’ll be able to see real-time transcripts that can be easily viewed and shared with your team.
Share on
After the meeting, you can share the transcripts with your team, comment on them and annotate them. This helps to ensure that all team members are informed of the most important points.
Integrations with other tools
With Otter AI, you’ll benefit from integrations with popular tools such as Slack, Salesforce and Google Drive, making it easier to work with transcripts and data.
Live tracking of action points
After each meeting, Otter AI generates a summary of the meeting and a list of action points for you to track and manage. This helps to ensure that everyone is completing their tasks according to the agreed process.
“Otter has a free plan that gives you 600 minutes of transcripts per month. There are also premium plans that provide additional features and more transcription minutes.
“Otter AI makes it easy to transcribe meetings and manage the information discussed, making it ideal for both individual use and teamwork.
To automate not only your online meetings but also your inbox, read more about using IoT to automate your inbox, or take our IoT training course, where we’ll cover many more IoT applications.
