Zoom AI Turns Meetings Into Actionable Workflows (Full Transcript)

[00:00:02] Speaker 1: Hey everybody, I'm Patrick Kelly and thanks for spending some time with us here at Zoomtopia. Let me describe a situation that you probably already sounds familiar to you. You just, you just finished a really good meeting and you had a great conversation with a client and you worked through a problem and you made some decisions and you agreed on what happens next and then you click leave. And then you get to look at your calendar and your next meeting starts in three minutes somewhere in those three minutes, you're supposed to organize all your notes, write the follow-up email, capture what you just promised you would do with the client and then figure out when your next meeting is going to be. So then tell yourself, I'll just do that later. And later turns into the end of the day. And now you're trying to remember which client asked for what and what you committed to and whether that deadline was Thursday or Friday. The meeting ended hours ago and you still doing work it created. Now Jen, let's show people what all this Zoom stuff looks like. Okay. I'm going to open up with, by the way, if you haven't figured this out, Jen, this is a fake meeting going on right now. So I've have five, four people in this meeting, but I'm running my notes in this meeting.

[00:01:18] Speaker 2: Yeah, I spend a lot of time in meetings like this and I used to be fiercely typing notes by myself. I'm a loud typer. I was in a meeting one time where someone literally was like, who is banging on the keys?

[00:01:32] Speaker 1: You don't want to be that person. So let's see if we can fix that. So this next one, we actually zoom in to what's happening on the screen. It's just the Zoom My Notes is actually a little widget and you can see that it's actually transcribing the meeting as we speak with this, with this visual feedback.

[00:01:49] Speaker 2: Yeah, and I love seeing that bar at the top because I really like how my notes and transcription is really transparent to everyone on the call and you can pause and restart really easily.

[00:02:00] Speaker 1: And something that also happens is that when you start My Notes, you can have it set an audio alert to everyone in the meeting, letting them know you're using My Notes as well as a visual representation that says, hey, Jen is using My Notes during this meeting as well. So let's expand upon that transcription. As you can see, this is actually doing a live transcription. If I open up My Notes, I can actually view that live transcription right here on the screen.

[00:02:27] Speaker 2: Yeah, and I'm usually doing that for me. Transcript is like having closed captioning. I find it super helpful. Like I have subtitles on with everything I watch these days and in a Zoom meeting, I really like how sometimes I can scroll back a bit like I'm not sure if I caught something that the other person said. And so rather than ask them to repeat it, I can just look on that on the transcript. I personally am not a huge fan of doing video or audio recording because I don't have time to go back and watch things anyways. And I personally just don't feel as comfortable or natural when I'm doing that. But I find transcripts to be really great. It supports accessibility and it's great for everyone.

[00:03:05] Speaker 1: What's also cool, though, is that My Notes is your personal note. You get to decide what goes into My Notes. So all these people in this meeting are actually taking different notes, as you can see, because they interpret things differently. So after the end of the meeting, you can have your own version of the entire transcription, the old version of Zoom AI doing a meeting summary, and then you're all your own notes that you took.

[00:03:31] Speaker 2: Yeah, definitely. I use that too, because sometimes there's like a quote someone says or just a specific thing that I really want to remember for myself. And so I'll put an extra note about that or it kind of triggers a thought of something that I should do later. And so that's just for me. And then everyone else, as you mentioned, has their own focus.

[00:03:50] Speaker 1: What's cool is that after the meeting is over, you can see that we not only get your notes, but we also get key outcomes that happened during the meeting so that we everyone could be on the same screen literally at the same time.

[00:04:05] Speaker 2: So, yeah, I didn't even know it did that. So I think it's very cool. And the fact that, you know, Zoom can work for me even if I'm out sick.

[00:04:14] Speaker 1: What's also super cool is we're not just talking about Zoom all the time. We understand that there are other meeting and collaboration platforms out there like Microsoft Teams or Google Meet. The cool thing is, is that Zoom is using my notes as an agnostic tool. I can actually have my notes join a Microsoft Teams meeting or a Google Meet meeting.

[00:04:37] Speaker 2: I'm always on Zoom, so I don't need to use that, but I like that that it's possible.

[00:04:43] Speaker 1: What's also really cool is that once the meeting is over, once you click that leave meeting, you're not scrambling to put all your notes together. We actually put all those in your my notes and you have a home page for all the meetings that you were in. So when you have six meetings during the day, you can be assured that after your day is over, all six meetings will have their own version of the notes.

[00:05:06] Speaker 2: Yeah, yeah. It's a really great home base to have.

[00:05:10] Speaker 1: Once we click into a meeting week that we were part of, we can now see all the things that we did in my notes. As you recall, we have a full transcription that's at the top. You can actually search that transcription for keywords or key phrases that you remember happening. You can actually go right to that part in the transcription. Also, Zoom AI creates these key meeting outcomes, and then we have actually key actions and key decisions that were made not only from the meeting summary, but also from your notes that you took as well.

[00:05:42] Speaker 2: Yeah, yeah. There's been so many times when I'll send out the Zoom summary to partners that I've been having meetings with and they're like, wow, I didn't know I could Zoom. I didn't know Zoom could do that. Like it's so accurate, comprehensive, especially for folks like me. I have very meandering calls because I feel like that's where our creativity comes from. You know, brainstorming is not linear. We're taking kids on quests. We're not just checking things off a list. But Zoom 8 manages to understand what we say and keeps all of our side quests organized.

[00:06:15] Speaker 1: What really creates a lot of noise lately is our workflows associated with what happens after the meeting, because not only does MyNotes obviously do the transcription, it does the meeting summary, and then it does your notes. But what do you typically do after you're done with that meeting? A lot of times those four people in the meeting, they want to share that outcome. And you can actually do that manually if you'd like. You can, at the end of the day, go into MyNotes and share that individually with all the participants. But what if you could use Zoom workflows? Zoom workflows allows you to actually automate this process so I can actually send the meeting summary to maybe a Gmail user that was a participant in the meeting. We can actually set that up automatically inside of Zoom.

[00:07:02] Speaker 2: Yeah, I'm new to workflows, but I think it's very exciting, especially how it can draft emails that remind people of the meeting context and connect pieces from other meetings that I've had and also other contexts I provide. So one example of how Questcraft Studio uses it is after we have a new Game Master practice session. So Game Masters are folks who facilitate the game for young people. When I ask it to recap my feedback, it's summarizing the things that I directly said, but that is usually hard for me to keep track of everything because I'm working with and training so many people. And you really want the feedback for each person to be specific and personal so that folks know how they can learn and grow.

[00:07:42] Speaker 1: Yep, absolutely. So a nice thing we can also do is, for example, one of the workflows is after the meeting is over, we can really do a follow up email thanking everyone for joining the meeting, maybe sending the meeting notes or the meeting keynotes on inside of that meeting. So that way, every time you end a meeting, Zoom does it automatically for you.

[00:08:05] Speaker 2: Yeah, and I personally find that I don't even need to connect Zoom to anything else because the meeting context is my focus. But I think this is a great tool for other folks who want to integrate it.

[00:08:15] Speaker 1: Let's expand upon it a little bit, though, as this workflow goes really right into Zoom 8. And after we run this workflow, you can see it happening right now is that right after the meeting, I actually opened up the meeting. I actually put the meeting participants right in here. I put part of the decisions and action items and then I had Gmail already send that off. So the cool thing is we can now use Zoom, Zoom 8 inside of that quest inside of our client. And now we can utilize this when we're searching for information that is pertinent to us. So you can see right here, I actually typed in a question for Zoom 8, but I want to give Zoom 8 the right context. So if I go to add, I can actually add what context I want Zoom 8 to actually search from. So in this example, I'm going to use Zoom meetings, my Zoom docs and maybe my phone calls that I had with this customer. So I check those off and then now I've decided, you know what, I want to use some stuff from the web. I can really give Zoom 8 access to URL content on the web and then I can pull in all of this information inside of this meeting. I'm sorry, inside of this request. But now I'm thinking, you know what? I have actually more information in some of the Slack channels that I might be part of if I'm chatting. I might have some documents or Excel files or pertinent information in my G drive. I might even, if I'm a bigger company, have HR information inside a workday. I can pull all that stuff into one question and then Zoom 8 has exactly what it needs to correlate a response based on only the information I wanted to give it.

[00:09:58] Speaker 2: Yeah, I think it's great. I mean, I spend a lot of time on the Zoom homepage. It's really helpful. You can actually even choose which meetings you want to analyze and connect to. And I also use its ability to pull information for the web. It's super easy to double check anything later, but allows you to to analyze things in a really full way when you have a question that you're kind of picking apart.

[00:10:18] Speaker 1: Yeah, it keeps it really cool because now I've really focused what I want Zoom 8 to focus in on when it regards to my question. But the great thing is, here's what's even cooler. How many hours have you spent building slides off of a meeting, off of meeting summaries? What if you could just give it to Zoom 8 and Zoom AI to create slides based on all the information that we just got from that Zoom 8 question? We can do this with Zoom's AI productivity suite. And in this example, we're actually using the slides feature to create slides based on our Zoom 8 question.

[00:10:55] Speaker 2: Yeah, I think it's super fast. You can see what it's doing. I like that you can leave, go do something like go make lunch for my kids. Everyone's got that that old infomercial setting, forget it. You just come back and the analysis of the product is done and ready for you to review and edit it. At Questrof Studio, our work is intentionally a little messy. We brainstorm, we go on side quests, we work with lots of different people. And Zoom helps us keep track of it all so we can focus on what matters most, the young people around the table.