AI meeting solutions: How to save hours in every meeting

Meetings take too much time. We spend more energy on notes and admin than on real discussion.

Atlassian surveyed 5,000 knowledge workers and found 72% of meetings fail to achieve their goal.

So how do you make meetings useful without adding more work?

After testing many AI meeting tools and studying how top teams run meetings, here is what works. This post shows how AI can cut meeting admin by half and help your team leave each call with clear next steps.

Different AI meeting solutions have different impact

AI meeting solutions range from simple notetakers to fully automated agents.

Even basic setups save time, for example Teams transcript + ChatGPT.

But the more advanced the solution, the more time you save.

Start with automatic transcription

Think about your last meeting. Who took notes? Did everyone agree on what was actually decided? For most teams, the answer is no. That’s why the first and easiest win is automatic transcription.

You can now use your meeting tools (e.g. Teams, Google Meet, Zoom) for transcription. They will provide a transcript that beats relying on memory or half-scribbled notes. But anyone who’s tried them knows there are still some limits.

That’s where AI meeting assistants like Fireflies, Otter.ai, or Avoma come in. They offer cleaner transcripts, real-time speaker tags, and searchable archives. It means you can jump back to “what did Sarah say about budget?” instead of replaying the whole call.

The goal isn’t fancy features. It’s reliability. Once every meeting is automatically transcribed, you’ve built the foundation for automation.

Turn transcripts into usable outputs with an LLM

A transcript alone is like a raw ingredient. Useful, but not dinner. The magic happens when you turn it into something people can act on.

Use ChatGPT (or another LLM) to turn transcripts into clean, exec-level summaries. Works with attached documents or copy-pasted text. You drop in the text, and within seconds you’ve got a summary, a list of decisions, or action items with owners and deadlines.

Instead of wasting 30 minutes after every call writing follow-ups, you can paste one prompt and get a polished executive-ready recap. And because it’s flexible, you can also generate task lists, draft emails, or even status updates straight from the same transcript.

This step moves meetings from from talking to doing.

Example prompt: Meeting summary

Act as a top tier management consultant working for an AI consultancy.

Write a professional summary of the attached meeting transcript.

Include key points, decisions, action items (with owners & deadlines), and open issues.

Format:

Use clear sections with headers (e.g. #current situation, #challenges, #solutions).

Use bullet points for clarity.

Use simple English (5th grade level) with short sentences.

Be concise but complete. Follow the MECE principle.

Meeting transcript:

[add here]

This way you can get key insights from your meetings quickly, even when they are long and unstructured.

Similarly, you can make to-do lists, follow-up emails, and much more.

Advanced AI meeting solutions: Custom GPTs

Here’s where most teams stall. Using transcripts and ChatGPT is helpful, but it requires manual copy-pasting of prompts and transcripts and quickly becomes tedious.

That’s why advanced teams build custom GPTs (or use Claude Projects or Gemini Gems). These assistants can be set up so you simply drop in your transcript and get a standard meeting report in your style and tone.

You only need to set it up once, then you can set it up once, then reuse and share with your team.

The trick is using RAG (retrieval-augmented generation). That means the AI doesn’t rely only on memory; it pulls in your company docs, knowledge base, or past meeting notes. The result: consistent outputs that actually sound like you.

Instead of every manager reinventing the wheel, your team gets aligned, reusable meeting outputs, every time.

AI meeting solutions for full automation

Now picture this: your Monday leadership meeting ends. Two minutes later, a polished summary is waiting in Drive, action items are logged in your tracker, and a follow-up email is drafted in Outlook. Nobody lifted a finger.

That’s not sci-fi. That’s how we do it at BRACAI. It’s what happens when you connect transcription, an LLM, and a simple workflow or agent.

The pipeline looks like this:

1. Transcribe automatically

2. Analyze the transcript with a predefined prompt in your favorite LLM

3. Create a new document in your Drive

4. Write the meeting summary and to-do list

5. Create an email draft and add it directly to Outlook or Gmail

AI agents like these free up time and help drive growth while cutting costs.

Companies are quickly integrating AI agents into their workflows. Capgemini research shows about 10% of companies already use AI agents.

Need help to optimize your meetings with AI?

At BRACAI, we help companies implement AI meeting solutions.

We can:

• Set up an AI meeting assistant for your team

• Build a custom GPT that produces professional, consistent outputs

• Automate your entire meeting workflow end-to-end

👉 Want to spend less time on admin and more time on decisions? Send us an email today.