Try these 3 ways AI can improve your team meetings
AI’s potential to elevate collaboration is not just theoretical. Some managers are already challenging traditional approaches and incorporating AI into the way teams collaborate, think and make decisions.
To discover emerging best practices, we conducted qualitative research and field experiments, observing more than 100 managers working in small groups of 3 to 4 people. What emerged was remarkable: two-thirds of these managers reported that the quality of output improved when they used AI in teamwork environments.
Also read: AI is highlighted as a driver of global productivity by JP Morgan executive
Our research revealed three key approaches to consider when integrating AI into teamwork: “AI sets the stage,” “AI in one seat,” and “AI in all seats.”
AI sets the stage
In this approach, AI is used before a meeting or workshop to generate materials, templates or guidelines that will be used in the room.
Encourage preparation. Encourage participants to interact with preparatory content using AI prompts rather than relying on passive reading. It’s not enough to invite participants to do this; you need to provide one or two prompts out of the box.
Simulate team dynamics. In addition to content preparation, use AI to reflect on the different stakeholders, interests, and perspectives that will be in the room, anticipating the interpersonal and group dynamics that may arise during the discussion.
Provide contextual nuances. Remember to bring your specific context into the process, and not just at the beginning. Otherwise, the AI may resort to a standard and superficial result. You know your culture, your team dynamics, and what made past collaborations valuable.
AI in one of the seats
In this format, the AI runs on a single device and participates in the team discussion. This could involve one person typing or dictating on behalf of the group, or the use of a voice feature that allows the AI to interact and contribute to the conversation more fluidly.
Explain to the AI who is at the table. Just like in a traditional meeting, the first stage should be an introduction round. Introduce yourself and other team members to the AI and clarify each person’s role in the meeting.
Speak into the microphone. In an engaging team discussion, people debate and talk to each other. As most models offer speech-to-text or voice-to-speech capabilities, it is recommended to activate the microphone, making the experience more fluid.
AI in every seat
This is a format where each team member uses AI individually on their own device during a meeting or workshop. At specific times, participants are invited to interact with the AI on their own devices and then bring these results to the group discussion for consolidation.
Incorporate reflections with AI. Imagine that, after a presentation, the meeting organizer invites all participants to interact with the AI on their devices to reflect on the implications for their unit or team, before general discussion. The facilitator provides a ready-to-use prompt to participants.
Set a time limit for reflection with AI. Let participants work individually with the AI for up to 10 minutes, then return to the discussion to share, debate, and consolidate ideas.
