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8 Ways Companies Can Use ChatGPT for Virtual Team Meetings

KEY TAKEAWAYS

Implementing ChatGPT in virtual team meetings offers valuable benefits such as generating ideas, summarizing meeting transcripts, facilitating decision-making, creating agendas, and collecting feedback for enhanced productivity and efficient collaboration.

ChatGPT (Chat Generative Pre-trained Transformer) is a natural language processing (NLP) platform that enables real-time conversations between users and digital assistants powered by artificial intelligence (AI).

Many people use ChatGPT to create blog post outlines, write simple code, and even write social media posts. In addition, virtually every organization in any industry can use ChatGPT to help run productive virtual team meetings, as it can help participants suggest new ideas, anticipate questions, generate meeting notes at the end of a meeting, create agendas for future meetings, and more.

In this article, we review eight ways companies can use ChatGPT for virtual team meetings.

8 Ways to Use ChatGPT for Virtual Team Meetings

Generate New Ideas

Meeting presenters can use ChatGPT to generate great ideas during their virtual meetings. For example, a presenter can open the AI in another window and ask it to offer intuitive ideas about the topics that are being discussed. The presenter can then pass these ideas to the meeting attendees so everyone can discuss them.

In addition, ChatGPT can provide new perspectives on topics that may solve issues more efficiently. It can also offer a good jumping-off point for teams to come up with their own new ideas.

Anticipate Questions

Participating in virtual meetings can be more difficult than taking part in face-to-face meetings as interactions are limited and attendees can’t easily read each other’s body language. Consequently, when team members ask questions that the presenters didn’t expect, their entire presentations may get derailed.

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However, ChatGPT is perfect at anticipating most of the questions participants may ask the presenters during virtual meetings. For this to work, the presenters have to give ChatGPT the necessary details of their meetings, such as the agendas and the topics they will discuss.

After the presenters have inputted this information, they ask ChatGPT to create a list of questions that participants might ask during their virtual meetings. In addition, the language model can even offer answers to the possible questions, albeit not top-notch answers.

Even though they may not be the best responses, they can still help the speakers craft their presentations.

Summarize Meeting Transcripts

Although meeting leaders know everything they’ve said, it can be difficult for them to track which attendee said what, particularly if there are a lot of people in the meeting. Of course, speakers can read the entire transcript, but that’s very time-consuming.

Team leaders can save time by using the AI chatbot to summarize meeting transcripts. Presenters just have to provide the transcripts and ask ChatGPT to summarize them within a specific word count. As ChatGPT is able to summarize long paragraphs of text into a few concise sentences, it’s perfect for team leaders who have to summarize online meetings quickly and accurately.

ChatGPT can create summaries that team members and other employees can use to understand what was discussed in the online meetings. Presenters can even ask ChatGPT to list the key points in bullet form so people can easily read them.

Help Make Decisions

One of the key goals of most meetings is decision-making. As such, virtual teams need to put forth all their ideas, discuss the positives and negatives of those ideas, and make the best business management decisions with the data they have. Then after deciding on the ideas and summarizing the key points, it’s important for teams to identify the decisions that they’ve made.

Improve Communication

Using ChatGPT can also help improve team communication. Providing clear and succinct summaries of virtual meetings enable team members to be fully informed about the discussions that took place, resulting in more effective collaboration and improved decision-making.

Determine the Next Action(s) To Take

An important part of generating meeting minutes is to note the future actions the company should take at the end of the minutes to prevent misunderstandings. The person responsible for generating the minutes can provide the ChatGPT with the transcript of the meeting and ask the AI chatbot about the next course of action based on the transcript.

ChatGPT will then list all the follow-up actions.

Generate Agendas for Follow-Up Meetings

Crafting agendas for follow-up meetings can be time-consuming and not very exciting; However, if meeting leaders already have summaries of their previous meetings, organized notes, and future action items, they can create agendas for future meetings much more quickly.

A meeting leader can prompt ChatGPT by saying, “Generate an agenda for the next meeting using this outline, summary, and action items:” then enter all the details. Entering the entire transcript is also especially helpful to ensure nothing from the previous meeting was overlooked.

Collect Post-Meeting Feedback

To improve future meetings, it’s crucial that team leaders gather feedback from team members. Presenters can use ChatGPT to collect feedback from attendees in real-time, giving them a convenient way to share their feelings about the meetings.

These insights can help meeting leaders identify areas where they can improve and tailor future meetings to better meet the needs of the attendees.

The Bottom Line

Companies in every industry and every location are using virtual team meetings to communicate with remote employees. However, it can be difficult to run those meetings effectively. ChatGPT gives organizations a way to run efficient and productive virtual team meetings, in part, by anticipating team members’ questions and providing quick and relevant answers, creating agendas for future team meetings, summarizing meeting transcripts, collecting feedback from employees at the end of each meeting, and more.

Implementing ChatGPT to help facilitate virtual team meetings enables companies to enhance time management, boost employee engagement, and increase productivity.

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Linda Rosencrance
Technology journalist

Linda Rosencrance is a freelance writer and editor based in the Boston area, with expertise ranging from AI and machine learning to cybersecurity and DevOps. She has been covering IT topics since 1999 as an investigative reporter working for several newspapers in the Boston metro area. Before joining Techopedia in 2022, her articles have appeared in TechTarget, MSDynamicsworld.com, TechBeacon, IoT World Today, Computerworld, CIO magazine, and many other publications. She also writes white papers, case studies, ebooks, and blog posts for many corporate clients, interviewing key players, including CIOs, CISOs, and other C-suite execs.