Did you know that 15% of an organization’s time is spent in meetings, and that ineffective meetings are losing American companies $399 billion every year? That’s why choosing the best AI agents for meetings is pivotal. They can boost productivity throughout your entire business, saving money and time in abundance.
Not only do AI agents help create smarter, more efficient meetings, they also provide data-driven insights that can revolutionize your post-meeting strategies. tl;dv is an industry leader when it comes to using AI agents in meetings, so we’re well positioned to break down the nuances of it all.
What makes AI agents great for meetings? Let’s start at the beginning. What even are AI agents and what’s their effect on meetings?
What Are AI Agents and How Do They Transform Meetings?
Anthropic defines AI agents as an autonomous system that can act independently based on context. For comparison, an AI agentic workflow is where an intelligent system will follow a predefined path. Agentic workflows can still streamline work processes and save your team countless hours, but they follow set paths and won’t change unless a human instructs them to do so.
AI agents don’t need a human to tell them what to do. They evaluate the situation and make a decision for themselves. In the world of meetings, AI agents can schedule them on your behalf, scanning your calendar to make sure you’re free. They can set reminders and adapt plans if circumstances change, without waiting for human intervention.
Let’s say you’re in a meeting and you realize you need to rearrange a call later today and replace it with a higher priority one. An AI agent can listen to your conversation, recognize the change in priority, and act accordingly so that by the time your meeting has ended, your schedule has already been adjusted.
This is an AI agent acting autonomously. When used right, they can dramatically transform meetings. It’s also worth looking into AI agents for project management as they can have a big impact there too.
Key Features That Define the Best AI Agents for Meetings
In a recent survey, over 55% of respondents reported that AI enhances live meeting interactions by keeping participants more focused and aligned. They draw particular attention to live transcriptions and contextual prompts as these allow teams to be more innovative and productive.
But what exactly are the key features that make up the best AI agents for meetings? Let’s dive in.
Automated Meeting Transcripts and Summaries
This agentic workflow is somewhat of a staple in the AI meeting assistant niche now. Even the big video conferencing platforms like Zoom, Google Meet, and MS Teams can do this. Still, that doesn’t undermine its value in any way.
Getting transcripts of your meeting automatically is an amazing feat. Long gone are the days where you’d need a minute-taker to transcribe the call in short-hand. Now you can get an AI to do it for you while you focus on the important thing: the actual conversation.
This is particularly effective in sales as reps can spend their energy on engaging the prospect, actively listening to them without worrying about taking notes.
Automatic summaries from the transcript are even more beneficial. You don’t need to read or rewatch the entire call, you can just get the highlights. Most AI meeting assistants will provide timestamps so that you can jump to the most important parts with ease.
This feature is a lifesaver for employees who missed a call for whatever reason. It’s also a fantastic aid for remote and async teams.
Integration with Popular Tools
Another agentic workflow is the ability to automatically sync your meeting notes and summaries with other tools. AI agents for customer success do this very well. Any customer call that comes in can automatically be filed into your CRM system of choice.
What was once the bane of many CS agents and sales reps’ lives, is now an automated task they don’t need to worry about. So long as the meeting notes are formatted the same way as the CRM, it can be as seamless as if you’d uploaded it manually. Just a lot quicker and with a higher degree of accuracy. What’s not to love about that?
Actionable Insights
The fun starts when AI agents start assigning people tasks. They can listen to your conversation, understand the meaning and context, and then assign tasks based on what was discussed.
The best AI agents for meetings can identify key action items and bring them closer to completion. This can come in the form of prompts and reminders, or it can be as direct as task assignment.
Personalization and Customization
AI agents can adapt to team workflows easily. In fact, you can think of them as chameleons in many ways. Sure, they’re a massive help so they stand out a lot, but they follow orders to the letter. If a manager needs data on high-level decisions and action items, the AI agent will provide.
However, that same AI agent might only discuss technical details or assigned tasks with developers. And for sales teams, it might focus on client feedback and negotiation points.
AI agentic workflows are highly customizable too. For example, tl;dv can take meeting notes in any style you want. It has a wide range of templates to choose from for different sectors, from popular sales playbooks to templates for CS, HR, product design, user research, and more. These templates are fully customizable or you can make a new one from scratch to suit your specific needs.
In short, the best AI agents for meetings can seamlessly adapt to different teams and different use cases.
Multilingual Capabilities
AI agents are capable of communicating in a number of different languages. tl;dv, for example, can transcribe your call in over 40 languages. This groundbreaking language support bridges the gap between multilingual teams, making the world a smaller place.
Security and Privacy Protections
The best AI agents for meetings are the ones that automatically comply with privacy laws. There are stringent privacy and security policies in most big companies, and an AI agent must adapt to work within the framework of these policies or else it becomes useless.
For example, AI agents must ensure that their work is GDPR compliant. As another example, in the EU there is the EU AI Act. This forbids sentiment analysis, which tl;dv’s AI agents comply with.
How to Save Time Using the Best AI Agents for Meetings
One of the best things about AI agents is how much time they save you. From a survey of 182 senior managers in the corporate world, 64% of them revealed that meetings were robbing them of valuable time for deep thinking and reflection. The best AI agents for meetings can potentially save you time in three key areas:
1. Before Meetings
If you can cut the fluff before a meeting starts, you’re already halfway done. The average professional spends over five hours per week in meetings, and nearly four hours preparing for them. This preparation time can be cut down massively in two ways:
Scheduling Meetings
By automatically scheduling meetings, you don’t need to worry about trying to find a time that suits everyone. It’s all taken care of for you.
Calendly, for example, has an AI scheduling assistant that finds a suitable time for calls across all participants’ calendars automatically. It suggests optimal time slots based on availability, time zones, and personal preferences.
Clockwise is another automatic meeting scheduler. This chooses the least disruptive time for all participants involved. It also organizes your calendar so that you have scheduled time for highly focused work as well as blocks for collaboration.
Agenda Preparation
Another way AI agents can save time before meetings is through automated agenda prep.
Tools like tl;dv provide meeting agenda templates that make it super easy to stay on track when you’re on the call. Other apps like Fellow do a similar thing, enabling you to integrate notes and objectives from previous meetings to recap and reevaluate.
Even Notion is using AI to generate draft meeting agendas. It can suggest key talking points based on ongoing tasks or past discussions.
2. During Meetings
During the meeting itself is where AI takes the reins a little more. While you get involved in the conversation, your AI agent will be recording, transcribing, and taking notes on your behalf.
tl;dv is one of the best tools for introducing AI to your meetings. Not only does it record, transcribe, and take notes, it does all of that for free. Where it really shines is in its post-call utility.
Zoom has its own AI companion now that does the same things, including real-time transcription, but it’s late to the party. It doesn’t have the detail that the specialized long-timers have.
3. After Meetings
After meetings is where a lot of time can be saved. With post-call summaries, you already cut down on the time it takes to review a meeting, but some tools take it a lot further.
tl;dv, for example, doesn’t just provide time-stamped summaries, it provides an entire speaker analytics dashboard. It lets you know how long your reps and agents talk for, how many filler words they used, what’s their talk-to-listen ratio, and much more.
Additionally, as mentioned earlier, agentic workflows enable tl;dv to sync your meeting notes across a wide range of CRMs and popular documentation tools. This is done automatically, in the style of your choice, after every call.
On top of this, tl;dv sends post-call summaries to all meeting participants so that nobody is left out. It increases accountability across your entire team.
Other tools, like ClickUp AI, extract data from meetings to assign tasks and set deadlines. It automatically creates reminders to update team members on task progress.
The Real-World Impact of AI Agents in Meetings
AI agents are revolutionizing workplace collaboration by making meetings smarter, more efficient, and results-driven. Below, we’ll explore their real-world impact through a case study, how they enable data-driven collaboration, and their role in enhancing team dynamics, especially in remote and hybrid environments.
A Case Study: How Morgan Stanley Implemented AI in Meetings
In June 2024, Morgan Stanley created Debrief, an AI agent that takes notes and summarizes emails, while composing first draft communications. This is coming off the back of their September 2023 launch of AI Knowledge assistant which is reportedly used by 98% of their teams.
Debrief was an overwhelming success. Before we get into that, though, let’s look at the challenges Morgan Stanley were facing before.
Challenge
Financial advisors were spending considerable time on administrative tasks during and after client meetings, such as note-taking and summarizing discussions.
This administrative burden reduced the time available for client engagement and strategic planning.
Solution
Morgan Stanley introduced an AI assistant named “Debrief” to its 15,000 wealth advisors. Debrief automates note-taking and generates summaries during meetings, allowing advisors to focus more on client interactions.
Results
The AI assistant produced higher-quality notes than manual note-taking, enhancing the accuracy and completeness of meeting records. It’s expected to save approximately 30 minutes per meeting, significantly increasing productivity across the firm’s numerous client interactions.
Plans are underway to extend AI capabilities to summarize in-person meetings and handle essential tasks like opening accounts and managing contracts.
The Morgan Stanley case demonstrates how the best AI agents can streamline meeting processes, reduce administrative workloads, and allow professionals to dedicate more time to client-facing activities.
Data-Driven Collaboration
AI agents make meetings more effective by converting discussions into well-structured and actionable data. They facilitate collaboration by transforming meetings into productive sessions that yield measurable results.
There are three primary ways that AI agents transform conversations into actionable insights:
1. Automated Transcriptions and Summaries
AI-powered tools like tl;dv provide unlimited transcriptions so you never miss a meeting. On top of that, tl;dv generates concise summaries of key points and action items. This makes sure that critical information is captured and easily accessible in the future.
2. Action Item Tracking
AI agents can identify and highlight action items during meetings, assigning them to relevant team members and setting deadlines. This automation ensures accountability and helps teams stay on track with their responsibilities.
3. Integration with Productivity Tools
Many AI meeting assistants integrate seamlessly with platforms like Slack, Notion, or project management tools, keeping everything in one easy-to-access place and facilitating efficient collaboration.
All these things combined lead to greater levels of collaboration, accountability, and organization. It makes teams more efficient and productive, which in turn makes employees happier as they can focus on what they do best, rather than manual, repetitive tasks that bore them to death.
Security and Privacy: Why It’s Important to Have the Best AI Agent for Meetings
Privacy is critical, especially in the modern age. When you’re in a business meeting, sharing sensitive information, you need to be sure that the AI agent you chose is safe and secure.
Without this, sensitive data can be leaked. Your private business calls can be accessed by other people, or businesses in the case of corporate espionage. In short, you want to protect your business and your clients’ data as much as you possibly can.
The best AI agents for meetings will have several privacy and security features. Look out for these ones in particular:
- End-to-End Encryption. This ensures that all data, whether audio, video, or summaries, is encrypted during transmission and storage. Only authorized participants can access this information. This prevents leaks of sensitive data.
- Compliance with Industry Standards. Whether it’s GDPR, HIPAA, or SOC2, the AI agent should adhere to global security and privacy standards. These are rigorous industry benchmarks to ensure sensitive data is handled securely.
- Role-Based Access Control (RBAC). This allows you to set different levels of access for different users which limits the exposure of sensitive information. It also ensures that only authorized individuals have access to specific meeting records, summaries, and notes.
- Data Residency Options. This gives you power over where your data is stored geographically. It’s particularly useful for teams that need to have their data in a specific region to comply with regional regulations.
- Automatic Data Deletion. Define your data retention policies and schedule automatic deletion of transcripts and other meeting data after a specific date. This not only minimizes risk of a leak, it also saves on data storage costs.
- Secure Authentication Mechanisms. There are various types of authentication mechanisms, from multi-factor authentication (MFA) to single sign-on (SSO). This protects sensitive data even if log-in details have been compromised.
- Anonymization and Redaction. Some AI agents may be able to anonymize or redact sensitive information directly from the transcript. This is particularly useful if discussing financial information or personal details.
- Transparency in Data Usage. One of the big things to look out for is how transparent the company is about data usage and storage. Make sure it does not use sensitive information to train AI and ensure your company maintains full control over your data to avoid exploitation.
- Secure Sharing Options. Snippets from meetings are shared regularly, but it’s a wise idea to password-protect links to prevent external clients accessing sensitive information.
- Audit Logs. Maintain a detailed log of who accessed meeting data, when, and what actions they performed (e.g., downloads, edits, or shares). This provides accountability while allowing your team to quickly identify suspicious activity.
Why tl;dv Is the Best AI Agent for Meetings
tl;dv is the best AI agent for meetings for a number of reasons. Firstly, it integrates with over 5,000 tools so you can streamline workflows and automate the tedious task of transferring data from one tool to the next.
Secondly, tl;dv records, generates transcripts, and summarizes every meeting for free. That’s right. Unlimited meetings, even if they take place at the same time. It also highlights action items, and takes notes in the best way possible for you. You can use meeting note templates, edit them, or create your own from scratch. This will tell the AI agent in which style you’d like to receive your notes. If you want it to input directly to your CRM automatically, you can create a template for that too.
Thirdly, tl;dv has a localized platform in seven languages, making it one of the best AI agents for meetings for multilingual teams. On top of that, it transcribes in over 40 languages, making sure you never miss a meeting insight.
Then there’s tl;dv’s multi-meeting intelligence. This AI agentic workflow can save you uncountable hours. It can analyze and compare all your meetings at once. Imagine you want to know what your prospects’ biggest complaint is, you can ask tl;dv and it will go through all your external calls, creating a report with timestamps to different meetings.
Taking this a step further, you can even schedule recurring reports to be delivered directly to your inbox. Want to know how your sales reps are handling objections? Get a weekly report covering all their calls with successes, failures, and tips for improvement. If that doesn’t enhance productivity, efficiency, and save you time, nothing will.
There are plenty more reasons why tl;dv is the best AI agent for meetings though. It has a speaker analytics dashboard, AI objection handling tips, and enterprise-grade security features, including no-nonsense compliance to GDPR, EU AI Act, and HIPAA. Additionally, its data retention policies are transparent and clear.
Most importantly, tl;dv doesn’t price you out. It has a premium free plan and a few affordable plans for businesses. In short, if you want to try out the best AI agent for meetings, you can right now, free of charge.
The Future of Meetings with AI Agents
From scheduling and agenda preparation to real-time transcription and post-meeting follow-ups, AI agents streamline every stage of the meeting process. They’re no longer a futuristic concept – this is happening today! With this level of automation, teams can focus on what truly matters: innovation, strategy, and achieving their goals.
As seen with examples like tl;dv and Morgan Stanley, adopting AI agents isn’t just about saving time, it’s about unlocking your team’s full potential in every moment. The future of meetings is here, and it’s powered by AI.
