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Discussing how to use AI and day to day business tasks.
Hi Bal, how are you?
[Guest]: I'm all right, thank you Mosen. How are you?
[Host]: I'm doing well. Thank you. So, Bilal, when we are doing some administrative work, can we use AI to facilitate our admin task?
[Guest]: Absolutely. I think this is one of the major advantages of using artificial intelligence. Artificial intelligence has not evolved so much that we can start doing automated decision making, but it can for sure be used for our daily day-to-day admin work. So we can then start using our time for more value generating tasks. That's the bottom line.
[Host]: Yeah, definitely. So we can prepare agenda items, we can schedule our automated emails as well. Any such admin work can be prepared?
[Guest]: Well, Mosen, it seems like you're the expert because you already know two of the most important things to do here. I mean, you know, meeting agendas are often a summary of what needs to be spoken by all parties involved. So, these are notes that are already in your system. There's no need to spend more time extracting information from the documentation or your emails that you already have, because a neural network can find the semantic links behind these documentations and give you a summary. And even the basic free versions of these generative AIs – you know Gorg, Cloud, Gemini, ChatGPT, Perplexity – they are all capable of doing this. This is really a simple task that will save you well, 50% of your meeting time. Because one, you don't have to spend half an hour drafting an agenda for a one-hour meeting.
And second, you will start building documentation for the meeting in a much more concise and consistent manner. So then your first agenda might not be so accurate, but your second, and your third, and your fourth will improve. This is it. It's unbelievable for meeting agendas. I even use it for our podcast meeting agenda. So yeah.
[Host]: Wow. Wonderful. In fact, this helps you in taking minutes and circulation and all these things, right?
[Guest]: Precisely this. And you know, again, you seem to be the expert of AI here, because circulation is a task, taking minutes is a task, but you know, AI can listen to your voice and it can already do voice-to-text translation. So when you get the transcript of the meeting, it can also summarize the notes for you. So you have agendas which are automated, you have the note-taking which is automated, and the circulation of the note-taking which is automated. You can just use a task saying okay wherever the summary file of my transcription of the meeting, can you please upload it into a shared drive of some sort or a knowledge base of some sort and you have it. Everyone else has access to this.
So basically at some point your meetings will be directed fully with AI. You don't need to spend any time doing this. Not taking notes in the meeting is one of the most boring tasks ever. It is so boring. One, and second, it actually distracts the person who's taking the note from the actual meeting. There's no point of them being there. You're not 100% involved in the discussion because you're sitting down saying, "What did Mr. X say? What did Miss X say, blah blah blah". It's like there's no point doing this. Use AI quite literally. Open a chatbot and get it recording all of your meetings and then provide a summary. That's it. It's that simple. You will save hours and you will save resources. Your discussion will be much more, what's the word? Focused. So, you know, meetings have a wonderful way of going from one direction to another. This is good for brainstorming but it's not good if you want to transfer information to someone or have a discussion on a particular topic. The focus is really AI should be used for this. It is phenomenal.
[Host]: Wow. Wonderful. So pretty much task can be automated. Thanks again Bal. It was a wonderful conversation. Having you on board always gives us kind of a motivation that we can learn more skills and definitely we can facilitate ourselves with the help of artificial intelligence.
[Guest]: Definitely, definitely. I even one thing came in my head right now.
[Host]: Mhm.
[Guest]: Planning your calendar. You know, when you have meetings and you have certain tasks and deliverables on a particular day and so on and so forth. Actually, the most optimum time for a meeting you can use artificially intelligent applications for this and they will plan your calendar. Instead of having all meetings on the first day, they will provide the most optimum time for a meeting when the best suited length of a meeting is, and thus you'll be able to achieve so much more. This really is superb. It will get you to do deep work, just quick briefing work, and even some kind of like reiteration or rethinking work.
This use calendars to even schedule the meeting in the first place and then set agendas using artificial intelligence. Then get AI to record the voice of the meeting, translate it into a transcript, and then also get artificial intelligence to summarize your transcripts and then share it via an automated task into a knowledge base. And you have the full process discovered. And that's it. Do it. Tell me how it is. Thank you.
[Host]: Thank you, Mosen. Great. Thanks, Bal for your time and talk to you soon next episode. Thank you. So, yeah.