From the first kick-off call to an action-ready task list
Imagine you’re in a meeting with your team and you’re all discussing a project that’s been months in the making. You’re trying to keep track of who’s responsible for what, the deadlines and what the key decisions are. It’s a lot to keep track of and it’s easy for things to get lost in the shuffle.
This is where a technology like AI summaries can be especially useful, by automatically generating a summary of your meeting, highlighting key points, decisions and action items. It’s like having a personal assistant who takes notes for you, quickly and accurately capturing the essence of your discussion.
In this article we’ll show how a project manager can take advantage of AI‑generated summaries inside a collaboration tool like Microsoft Teams to automatically turn the meeting’s discussion into a useful task list.
A typical scenario
Phase 1) Pre-call prep
Before the call, the project manager sets up a meeting in Microsoft Teams, inviting all the necessary people. The meeting is recorded and Microsoft Teams’ AI summary tool, Intelligent Recap automatically generates a summary and task list.
Phase 2) Meeting transcripts
During the call, the team chats about the upcoming project goals, timelines and responsibilities for each person involved. Here’s how the conversation might flow:
- Project Manager: “Alright everyone, our goal is to launch the new product within the next 12 weeks. Marketing lead, can you walk us through your plan?”
- Marketing Lead: “We’ve identified three key channels: social media, email marketing, and influencer partnerships. We’ll need to create content for each channel and allocate budget accordingly.”
- Product Manager: “I’ve prepared a product brief that outlines the key features and benefits. I’ll share it with the team after the call.”
- Sales Lead: “We’ll need to train our sales team on the new product features and develop sales collateral.”
Phase 3) AI-generated summary and task list
After the call, Microsoft Teams’ Intelligent Recap generates a summary and task list based on the discussion. Here’s an example of what it produces:
Summary: This project aims to launch a new product within 12 weeks. Key tasks include:
- Creating content for social media, email marketing, and influencer partnerships
- Allocating budget for marketing channels
- Sharing product brief with the team
- Training sales team on new product features
- Developing sales collateral
| Task List | Owner | Due Date |
|---|---|---|
| Create social media content | Marketing Lead | Week 2 |
| Develop email campaign | Marketing Team | Week 4 |
| Identify and partner with influencers | Marketing Team | Week 6 |
| Share product brief with team | Product Manager | Week 1 |
| Train sales on new product features | Sales Lead | Week 8 |
| Create sales collateral | Sales Team | Week 10 |
Creating a project plan from the generated summary and task list
The project manager can now create a more detailed project plan and assign key roles, responsibilities and deadlines to the appropriate people. Some further refining actions for the project manager will typically include:
- Reviewing the AI-generated task list, checking for accuracy and to make any modifications or adjust deadlines
- Creating a project timeline and schedule
- Assigning tasks and responsibilities to keep the team aligned and on track
This level of efficiency allows the project manager to focus on more important tasks, like keeping a close eye on the progress of the project, identifying any potential roadblocks that might interfere with the established timeline.
The future of work productivity
Creating a project plan based on AI-generated summaries is just one example of how artificial intelligence can boost productivity in the workplace. By automating tasks like note-taking and summarization, AI frees up employees to focus on collaboration and more strategic decision-making tasks. Saving time is one significant benefit, but fostering a more organized, cohesive work environment is a valuable gain for any business.
As we explore AI’s potential in areas like report generation and data analysis, we can look forward to a future where work is more efficient and fulfilling, unlocking new levels of innovation and collaboration for teams and organizations.
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Ifonica’s UCaaS solutions are designed to make collaboration and communication simple and effective for your whole business. We understand how important it is to have everything you need, like calls, emails and video conferencing all integrated into one user-friendly platform. Our technology helps you stay connected and responsive to the ever-changing market and latest technologies, especially with seamless integration into popular services like Microsoft Teams, Webex Calling, and Zoom Phones.
If you’re looking to future-proof your business collaboration tools, reach out to one of our experts to discover how we can help enhance your Microsoft Teams experience. Our goal is to provide you with the right options and tools to meet your communication needs with ease and efficiency. We’re here to support you every step of the way!
