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AI in hybrid meetings – Efficient, inclusive and future-ready

Artificial intelligence is changing how we prepare, hold, and review meetings and modern tools like Microsoft Copilot are automating many processes—from creating agendas to summarising content and assigning tasks.

What role does AI play in meetings?

 

Before the meeting

  • Analysing calendars and e-mails to optimally prepare all participants—wherever they are

  • Automatic suggestions for agendas based on previous meetings
  • Consideration of various time zones and availabilities

During the meeting

  • Live transcription and automatic translation—for accessible communication in the room and virtually
  • Real-time summaries and highlighting of important points
  • Identification of decisions and to-dos—even for discussions happening both in person and online

After the meeting

  • Automatic creation and distribution of meeting minutes for both attendees and those who couldn’t make it
  • Linking up with relevant content in Outlook, OneNote or Teams chats.
  • Task assignment to all participants—wherever they are
Copilot Logo

Microsoft Teams and Copilot

Examples of how Microsoft Teams and Copilot support hybrid meetings:

  • Holistic summaries for all participants—physical and virtual
  • Key decisions and discussions are automatically recognised and highlighted
  • Tasks and deadlines are assigned regardless of whether participants are in the room or joining via video
  • Copilot even analyses pitch and conversations to provide recommendations for action—across all channels of communication

Opportunities and challenges of AI

 

Opportunities:

  • Time savings thanks to automated processes
  • Inclusive participation with accessible tools and translations
  • Enhanced traceability with clear meeting minutes and task lists for all participants

Challenges:

  • Data protection and transparency with recordings
  • Gaining people’s trust in the quality of AI results for decentralised collaboration
  • Training so that teams can efficiently use their tools

This shows that hybrid meetings are gaining in importance for business collaboration, but are also creating a lot of technical challenges, especially in terms of using AI. Our specialists help you jump these hurdles and make your hybrid meetings as effective, efficient and creative as possible.

 

Want to future-proof your hybrid meetings?

Get in touch!
We’ll help you get started with AI-based tools and setting up your hybrid meeting infrastructure—for more productivity and collaboration within your company.

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