Harnessing AI for Superior Meeting Preparation and Engaging Discussions

Introduction

As we navigate a rapidly evolving technological landscape, the potential to harness emerging tools to enhance our meeting dynamics becomes increasingly apparent. Today, I want to revisit and expand upon the insights shared in my September 2023 article, exploring how Artificial Intelligence (AI), especially the latest iteration of ChatGPT, can transform our meeting preparation and execution phases to foster more insightful and productive discussions.

A Brief Recap of AI's Role in Meeting Preparation

In my previous article, I highlighted the burgeoning role of AI in the preparatory stages of meetings. I suggested that AI tools like ChatGPT can play an invaluable role in crafting impactful memos and condensing vital information, thus streamlining the often arduous process of meeting preparation. The key takeaway was the importance of using AI as a virtual sparring partner, challenging our ideas, suggesting alternative viewpoints, and helping structure our thoughts more coherently. At the time, this was all done via writing and reading.?

A Glimpse into the Future with Greg Shove

In a recent webinar, Greg Shove of Section School shared an intriguing anecdote. Picture this: Greg, sitting in his office, surrounded by stacks of reports and financial statements, preparing for an upcoming board meeting. Despite the meticulous preparation, he feels uneasy—the kind that comes from knowing that the unexpected can derail even the best-laid plans.

Greg turns to ChatGPT, Claude AI, Co-Pilot and Gemini to combat this. He assigns the AIs to take on the roles of his board members, each with distinct personalities and professional backgrounds. One AI board member, let's call her "Skeptical Susan," had a background in industrial production and a knack for pinpointing logistical flaws. Another "Carpe Diem Christian" is a growth-minded entrepreneur with three exits behind him who wants to see how the company will get more people to enrol in courses.

As Greg ran through his presentation, the AI-driven Susan interrupted with a question about server redundancy. Alan raised concerns about the acquisition costs, asking for deeper insights into the assumptions behind the projections. The simulation was so realistic that Greg later found nearly a 90% overlap between the AI-generated feedback and the questions his board members posed.?

The Power of Simulation: Using AI as a Virtual Sparring Partner

One of the most transformative applications of AI in meeting preparation is using it as a virtual sparring partner. Greg Shove's methodology involves having AI play the role of board members, each with distinct personalities and professional backgrounds. For instance, you might configure the AI to emulate an analytically minded, sceptical board member with a background in industrial production. This virtual board member can review your meeting materials, ask challenging questions and offer critical insights. All of this helps you to prepare better. In the end, Greg comments that the accuracy of the AI feedback means that both the meeting leader and the participants, in this case, the board, should be using AI to bring their A-Game to their meetings. This example is another way to use AI to augment our core abilities and strengthen our weaknesses.

How to Conduct a Dry Run of Your Meeting with AI

1. Define the Roles:

• Identify the key participants in your upcoming meeting. For a board meeting, this might include the CEO, CFO, and various board members, each with specific expertise and perspectives.
• Configure the AI to emulate these roles. For example, an AI board member could focus on strategic alignment and another on operational feasibility. At the moment, avoid mathematics and financials, as LLMs are not strong in maths.

2. Provide Context and Data:

• Type in the context of the meeting. Is it a regular meeting or extraordinary? What happened in the last meeting? How are people feeling? What are your goals for the meeting?
• Input the relevant documents and data into the AI system,?including strategic plans, reports, motions, and?any other materials that need to?be discussed.

3. Simulate the Interaction:

• Conduct a dry run where the AI participants review the materials and provide feedback. This simulation should mimic the actual meeting's structure and flow.
• Encourage the AI to ask probing questions, highlight potential issues, and offer alternative perspectives.
• Try doing this with ChatGPT-4o in video/audio format to have it feel more natural

4. Analyze the Output:

• Review the feedback generated by the AI. Pay close attention to recurring themes and critical points that align with your expectations and any surprising insights.
• Use this feedback to refine your presentation, address potential concerns, and prepare more thoroughly for the meeting.

AI's Sweet Spot: Strategy and Feasibility

Greg also highlighted an important caveat: AI excels in strategic and feasibility discussions but falters when handling complex mathematics and financial analyses. So, while Skeptical Susan and Analytical Alan can provide invaluable strategic feedback, it's still up to human experts to validate the financial intricacies. In short, you still need to know how to read a P&L statement.

Balancing AI Integration with Human Insight

While AI can significantly enhance meeting preparation, it's crucial to balance its use with human insight. The AI should serve as a tool to augment human judgment, not replace it. Ensure that you and your team critically evaluate the AI-generated content, validate its accuracy, and integrate it thoughtfully into your meeting strategy.

Implementing AI Responsibly

Incorporating AI into your meeting processes requires a responsible approach:

• Validation:?Always verify the AI's output for accuracy and relevance.
• Security:?Use enterprise-grade AI platforms to safeguard sensitive data.
• Transparency:?Be transparent with your team about how AI is?being?used?and involve them in the process.

Conclusion

Reflecting on Seth Godin's visionary predictions and Greg Shove's innovative practices, it's clear that AI has a significant role to play in enhancing our meeting experiences. Using tools like ChatGPT 4o to simulate meetings and prepare more effectively ensures that our discussions are more productive, insightful, and engaging.

Have you explored AI's capabilities in meeting preparations or otherwise? I am eager to hear about your experiences. Feel free to share your insights or direct any inquiries about meeting management or the course to me below. Together, we can harness the power of AI to lead better meetings.

Become a Better Meeting Leader by Joining a Webinar or Attending a Workshop:

If you want to enhance your meeting management skills further, consider joining one of my free webinars this year (The next one is on May 21st, and the topic is "How Do You Conclude a Meeting With Clear Commitments and Actionable Feedback?"). These interactive sessions, designed for small groups, cover various aspects of the journey to excellent meetings. Learn more and register here.

If you want to bring meeting management to your team, see the workshops and online training options we offer at Sherpany.