Artificial intelligence in the meeting room

At a time when virtual and hybrid working environments are becoming the norm, the meeting room is a key place for collaboration and the exchange of ideas. The use of technology and video conferencing solutions has changed the nature of this collaboration. Since then, technology has continued to evolve to make video conferencing more immersive, convenient and efficient. Artificial intelligence in the meeting room plays a major role in this. It can take over tasks, make processes more intuitive and support users.

Intelligent camera systems and speaker tracking for immersive experiences


Modern camera systems equipped with AI can automatically recognise and track people in the room. Speaker tracking allows the camera to automatically focus on the speaker, resulting in improved video quality and a more immersive experience for participants. On the other hand, the cameras can also recognise groups and select the image section so that everyone can be seen. They recognise where people are in the room and automatically adjust the lens. In addition, intelligent camera systems can also recognise gestures and thus further improve interaction during the meeting.

With a multi-camera setup, AI chooses the optimum perspective in real time in order to follow what is happening. Elements such as handwriting on whiteboards can also be recognised and included.

In addition, facial recognition can be used to identify participants and automatically display their names and titles. This promotes a more personalised and interactive meeting environment and enables participants to network and interact better.

Users no longer have to deal with the technical issues themselves in order to use the rooms and technology. This saves time and increases productivity.

Another feature for digital communication is making eye contact. As a person usually looks at the screen and rarely directly into the camera, direct eye contact between meeting participants is hardly possible. Corresponding AI solutions use the camera signal and change the image in real time to adjust the eye position. This is supposed to make video conferences feel more personal and authentic.

Automatic audio transcriptions and translations for barrier-free communication

By using AI-based speech recognition and translation technologies, meetings can be transcribed and translated in real time. Natural Language Processing makes it possible. The AI recognises who is speaking, what is being said and can also interpret the information itself.

Real-time translations enable participants who are not fluent in the respective meeting language to still actively participate in the conversation. In addition, audio transcriptions can help to ensure that important information is recorded during the meeting and can be more easily understood later.

Another important aspect is the automatic recognition and highlighting of key terms and phrases. This function can enable participants to quickly grasp and understand important information, thereby increasing the efficiency and productivity of the meeting. Participants no longer need to take their own notes during the meeting. Participants can concentrate fully on what is happening and work more productively. The information collected can also be easily made available to third parties after the meeting.

On a technical level, AI can also ensures improved audio quality, for example by automatically eliminating noise or interference and thus optimising the sound. All of this leads to greater inclusivity and better understanding.

Automatic agenda creation and task management for efficient meetings

Thanks to AI-supported tools, a meeting agenda can be created automatically and sent to participants. If tasks are distributed during the meeting, they can be automatically recognised and recorded in a clear list, which leads to more efficient meeting management and improved tracking of results. This automation of processes helps to save valuable time and focus on the actual content of the meeting.

In addition to automatic agenda creation, AI-supported tools can also help with planning meetings, follow-up meetings and setting appointments. By analysing participants’ calendars and availability, these tools can suggest optimal times for further meetings and thus simplify the planning of meetings. Intelligent systems know when a meeting is scheduled in the room or when people enter the room and start automatically. In conjunction with room systems, lighting, temperature or ventilation can also be controlled automatically. Such touch-free interaction can be supplemented by voice control and contribute to a seamless user experience. Virtual assistants or chatbots are increasingly being used here.

Virtual assistants for interactive and dynamic meetings

AI-powered virtual assistants, such as Zoom’s AI Companion, Microsoft Copilot, or Google Duet AI, can answer questions, provide information and even perform actions based on voice commands during the meeting. These virtual assistants can improve interaction and collaboration during the meeting by acting as personal helpers and supporting participants to get the most out of their meeting time.

In addition, virtual assistants can help with the preparation and planning of meetings by notifying participants, sending reminders and providing important information. This helps to ensure that meetings run more efficiently and productively and that all participants are well prepared.

Virtual assistants can also provide analyses and insights from past meetings, use user habits from their usage of apps or personal settings or help to identify problems and troubleshoot in order to identify potential for improvement and increase the effectiveness of future meetings. AI also provides initial technical support, so to speak. AI could also preventively check systems for problems or updates, generate tickets or set maintenance appointments and thus also support the operation of systems and the management of rooms. Occupancy rates and utilisation data can be used, for example, to identify to what extent rooms are being used. If rooms are rarely occupied or are overcrowded, they may need to be reorganised. Such data can be analysed by AI in reports and on dashboards and provide important information for operations.

The integration of AI into the meeting room promises an exciting future for collaboration and the exchange of ideas. Intelligent camera systems, automatic audio transcription, virtual assistants and more offer exciting opportunities to make meetings more efficient, interactive and dynamic. We are excited to see what innovations are yet to come in such a dynamic market. If you want to make your meeting rooms smart and user-friendly, get in touch with us.

Author: Felix Niedrich, Editor macom GmbH