How to use AI to instantly summarize meeting transcripts
APR 02, 2025
Due to the pandemic, the use of virtual meeting apps like Google Meet and Zoom surged to 77%. These platforms are used for a variety of purposes in your organization, from sales calls and job interviews to important project meetings. Some of these platforms have built-in free meeting summary extensions with limited features.
Several paid extensions for AI meeting summarization have been built for these platforms to enhance the quality of meetings. To make virtual meetings accessible to all businesses, our AI/ML team at Webelight Solutions thought one move ahead and decided to create Zoombot, an innovative subscription-free alternative to the best AI tools for meeting transcripts and summaries.
If you are wondering, “What is AI summarization in virtual meetings?” and “How do I use AI tools for summaries and transcripts to enhance the productivity of my virtual corporate meetings?” you have come to the right place.
What is AI summarization in virtual meetings?
In simple words, AI summarization in virtual meetings is the use of large language models (LLMs) and machine learning to refine large volumes of audio or video data into a manageable form.
Since LLMs can understand the context of conversations in meetings, they are used to synthesize the main points discussed in the meeting and give us a crisp summary. You can categorize AI meeting summarization in 2 forms:
a) Extractive summarization: Identifies the most important text from the original text.
b) Abstractive summarization: Generates summaries of the original text by providing concise information.
Why do you need an AI assistant for virtual meeting summaries?
Extensions for AI meeting summarization reduce the mental load that comes along with manually transcribing virtual meetings by providing real-time summaries and improving the output of the discussions. Here’s why you need to use AI-driven meeting transcription and summary tools:
1) Summarize in a fraction of time
Instead of having to understand the segments discussed in the meeting and creating handwritten summaries based on human understanding, you can use an AI extension for virtual meetings to summarize that information in a few seconds. An AI meeting summarizer tool can handle increasing workloads as your data scales without consuming additional time or resources.
2) Control the storm of data overload
You must be aware that the amount of data is growing exponentially, and our capability of storing, processing, and handling it is not enough. You can control the storm of data overload by using AI-powered virtual meeting assistant tools to present a digestible and accessible representation of the data without losing any critical information.
3) Extract value from unstructured data
Most of the data in businesses like e-learning and fintech is generated in an unstructured format and needs proper refining to obtain valuable information. Here, you can use AI-driven meeting transcription and summary tools for knowledge extraction and get intelligent and meaningful insights from loads of unstructured data. Having a simplified version of valuable data would help you make important decisions for your business.
How can you use AI to summarize meeting transcripts automatically?
Follow these tips to make the best use of AI-powered virtual meeting tools and enhance the productivity of your virtual meetings.
1) Define purpose of using the tool
Before using an AI-powered meeting assistant, properly define your sole purpose for using the tool. Do you intend to make a note of the main discussions of the meeting? Or do you just want to get a summary of a client’s or manager’s input? If your purpose is to discuss the action plan, only concentrate on tasks, assignes, and deadlines. But if your purpose is to get an overall summary, train your AI meeting summarizer tool to focus on the main points of the meeting.
2) Be specific with a clear intent
When you want to summarize your meeting transcript with an AI assistant for virtual meeting summaries, give proper instructions to get the summary you expect. If you give generic commands like “summarize the meeting,” the AI extension for virtual meetings will not understand your intent. It will provide a generalized summary that misses the main agenda of the meeting. Being specific about the aspects of the meeting would help the AI-powered virtual meeting tools summarize the meeting concisely and relevantly.
3) Tailor summaries as per audience
The language and precision with which information is provided should align with meeting participants' needs. If your audience is higher officials like senior executives who are not familiar with technical words, the meeting summarizing software should focus on providing the final outcome or decisions. Let’s say you need to summarize the meeting with your technical team; the summary should cover in-depth details or the methodologies discussed.
4) Choose a summarization technique
Focus on the kind of AI meeting summarization you expect, whether extractive or abstractive. If you wish to extract the quotes or highly relevant parts of the transcripts, we suggest you go for extractive summarization, as it helps you retain the exact phrases and points discussed in the meeting. If you were only looking for key takeaways or concise summaries, capture these specific details with abstractive summarization.
5) Refine your AI-generated summary
No AI tool for meeting transcripts and summary is perfect, as it can miss nuances, present information awkwardly, use unclear language, and overlook key points. It could also miss the contextual meanings behind known proverbs and slangs. This is the main reason why you must review the meeting summary to check if it accurately reflects the points discussed in the virtual meeting.
Hurdles in creating accurate and useful meeting summaries
Dialogues and conversations between meeting participants are full of human errors like pauses, speech overlapping, repetitions, and false starts. These errors impact the performance and output of outdated and free meeting summary extensions.
1) Separating speech overlap
There are several instances in virtual meetings where two participants speak simultaneously. When multiple voices are layered together, the AI extension for virtual meetings struggles to figure out who is talking due to overlapping speech. In certain cases, the tool can even miss an entire segment of the dialogue and end up creating incomplete or confusing summaries.
2) Discerning false starts
Humans have a tendency to stop mid-conversation, drop their initial thoughts, and rephrase the original sentence. The outdated AI meeting summarizer tools fail to realize that the initial statement was incorrect and the meeting participant is trying to rephrase it. The tool must be trained not to capture such false starts as part of virtual meeting transcripts.
3) Distinguishing repetitions
Human participants tend to repeat their words or speak louder to emphasize a statement. This can occur when the speaker is unsure if their message was conveyed correctly. Outdated meeting summary tools can’t make out between a speaker’s intentional repetitions and accidental verbal mistakes and remove redundant information to provide a clean summary.
4) Filtering out dysfluencies
Stuttering, excessive pauses, speech impediments, and various dysfluencies can affect the accuracy of AI meeting summarizer tools. Due to these dysfluencies, they can capture filler words like “uh” and “um” and create fragmented and improper transcripts. You must train your summarization algorithms to interpret pauses and filter them out to generate a readable summary.
So how do we get past these hurdles and obtain real-time and accurate summaries of virtual meetings? The answer to that question is Zoombot, one of the best AI tools for meeting transcripts and summaries.
Build Zoombot for interactive and productive Zoom meetings
Zoombot automates note-taking by creating real-time summaries of Zoom meetings. Our Zoom meeting summary automation tool is a subscription-free alternative to paid transcription tools that offers innovative features like automated question generation, silence detection, participant engagement tracking, and many more.
Features that set Zoombot apart from other meeting assistants
1) Real-time transcription and meeting summaries
Advanced speech-to-text technology is used in our affordable Zoom meeting extension to accurately transcribe Zoom meetings in real time. It processes the audio of each speaker separately and generates simultaneous transcriptions for more than one participant.
2) Participant-specific meeting history
Our Zoom meeting summary automation tool has a “Get summary” feature for situations where a participant misses a meeting segment due to unavailability or lost internet connection. The participant can resume where they left off without disturbing the overall flow of the meeting.
3) Silence detection & intelligent question suggestions
Our AI extension for Zoom calls detects silence during meetings and generates context-aware questions to keep the conversation going. It makes the meetings engaging and interactive by introducing brainstorming sessions, ice-breakers, and topic-based questions.
4) Automated meeting management
Our AI-powered assistant for Zoom calls easily integrates with the Zoom app and automates task scheduling and participant tracking. It reduces the host's manual work by monitoring participant activity and adjusting summaries based on attendance.
5) User-friendly interface
Our AI-powered Zoom transcription tool has an intuitive and user-friendly interface that is compatible with Zoom. Even users who aren’t familiar with tech can easily navigate through its minimalistic user interface and adjust settings for silence detection and meeting summaries.
Benefits of using Zoombot in virtual meetings
1) Enhanced meeting productivity
You no longer need to take notes manually, as our AI extension for Zoom calls can automatically transcribe the meeting conversations in real time and summarize meeting transcripts. It makes meetings more efficient by reducing miscommunication and improving team collaboration.
2) Cost-effective alternative to subscription-based tools
Our automated Zoom-native transcription tool provides better features than most subscription-based meeting summary tools in the market and asks for no additional costs. Every business, whether e-commerce, fintech, or logistics, can save on recurring expenses and benefit from the premium features of our subscription-free meeting transcription solution.
3) Better accessibility & Inclusivity
Late joiners or people who missed the meeting due to a bad internet connection can easily catch up on the discussions using our Zoom extension for virtual meetings without disturbing the flow of the meeting. Its archived meeting records help teams in different time zones or with hearing impairments.
4) Increased engagement & Interactive meetings
Our AI-powered Zoom transcription tool keeps the meetings interactive and engaging by suggesting relevant questions and detecting moments of inactivity. It encourages participation from all attendees and prevents meetings from becoming boring and stagnant.
5) Scalability & future-ready architecture
Our AI-powered assistant for Zoom calls has a modular and cloud-based infrastructure that allows it to scale with user needs. Additional features like real-time chatbots can be integrated with this automated Zoom-native transcription tool, adaptable to the market's changing needs.
Tech stack used to create the Zoom extension for virtual meetings
a) Speech-to-Text APIs: To accurately convert meeting audio into readable text.
b) Gemini’s LLM model: To generate real-time summaries and clever responses with LLM.
c) Zoom SDK (C++): For instantaneous data capture and smooth integration with Zoom.
d) React.js: For powering the front-end web client to provide an intuitive user experience.
e) Multiprocessing architecture: For handling multiple user audio streams concurrently.
Get real-time Zoom meeting summaries with Zoombot
To cut things short, using an affordable and subscription-free meeting transcription solution like Zoombot can help you enhance meeting engagement and collaboration and save on costly Zoom Pro subscriptions. With our all-in-one AI meeting AI assistant, you can automate meeting transcriptions, track participant attendance, and keep the conversation flowing.
Our Zoombot AI tool for Zoom meeting transcripts and summaries effectively increases productivity, improves participation, and lowers operational expenses. With the introduction of an affordable Zoom meeting extension like Zoombot in the market, you no longer have to depend on costly, outdated meeting summary tools that generate flawed summaries.
