Greetings and welcome back to On Tech: A.I.! Our pop-up newsletter aims to teach and inform our readers on artificial intelligence, its workings, and how it can be utilized. Last week, we delved into creative A.I. tools that generate and edit stunning images. This week, we move on to streamlining time-consuming and repetitive parts of office jobs, such as meetings. We will explore how generative A.I. tools like ChatGPT can automate tasks like preparing presentations, writing talking points, and recapping meeting minutes.
Before we proceed, we must caution that online services can potentially be viewed by the company that operates it. Be mindful when discussing sensitive topics like trade secrets or personnel issues.
Now, let’s generate a slide deck! Gamma is a website that can automatically generate a detailed and colorful slide deck that includes text, charts, and graphics. While you will need to add some of your own photos and tweak the text, consider this generator as a presentation template on steroids that automates the mundane stuff, allowing you to focus on the finer details. After signing up for a free account, click “presentation” and type in a prompt. Remember, the more detailed the prompt, the better.
For example, suppose we are discussing staffing updates for a tech startup. We announce new hires, including director of diversity, head of HR, and seven new software engineers, bringing our head count to 120 people, with plans to expand to 150 by 2024. Gamma responds with an outline summarizing the slides and template options in different color schemes. Using the aforementioned prompt, Gamma created a presentation with seven slides, complete with descriptions of the new director of diversity and head of HR. The final step is to edit the presentation by adding the new hires’ names, bios, and headshots.
One caveat: Generative A.I. systems are susceptible to “hallucination,” where the model fabricates plausible-sounding gibberish. Therefore, it is crucial to triple-check for inaccuracies in a work setting.
Next up, we tackle talking points! To prepare for a meeting, start by telling a chatbot like ChatGPT, Bard, or Bing to “act as if you are my executive assistant that will compile talking points for me, the chief executive of a tech startup, for a presentation on…” and then paste in the prompt used for creating the slide deck. The chatbot will then generate a list of talking points to accompany each slide, along with suggested remarks. As always, some edits may be necessary.
Finally, let’s recap meeting minutes! Suppose we want to quickly jot down notes from the meeting. Zoom and Google include A.I.-powered tools that can automatically transcribe speech from a meeting into a text file, provided the recording is made with permission from everyone in attendance. From there, paste the transcript into a chatbot and ask it to summarize it. However, remember that this should not be done with sensitive information. If you use Google Meet with a business license, meeting transcripts are enabled by default, and a link to a Google Doc is emailed to the host. For Zoom, a business, education, or enterprise license with cloud recording enabled in the account settings is required. Once the meeting has ended, the service will automatically generate the transcript. Afterward, go to a chatbot and type in the prompt “act as if you are my executive assistant. You are compiling meeting minutes using this transcript.” Then paste in the relevant section of the transcript, and the chatbot will format it into a minutes memo. If the transcript is too long, inform the chatbot that it will be pasted in multiple parts. If a recording is not available, meeting notes can be pasted into a chatbot to format the document into a meetings memo using the same prompt.
Join us next week as we explore how A.I. can be utilized in planning vacations and shopping.
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