AI transcription of MS Teams meetings – here’s how it works
In today’s business world, a successful online meeting is a key factor in ensuring the success of a company. During such meetings – for example via the messenger tool MS Teams – a lot of important information is exchanged verbally. The proportion of important information that is exchanged is often very high. In order to record and store the content of such digital meetings via MS Teams in the long term, a transcription is carried out. Transcription is a process for recording the information exchanged verbally in writing. Companies use AI tools for this purpose.
The use of special AI-driven transcription tools for MS Teams has several advantages for employees. Through the detailed recording of discussed topics and content. This enables complete information capture. This leads to massive time savings and makes work easier for participants. As all information is fully documented, there is better traceability. The AI transcription makes it possible to highlight the most important key points and provides a structured overview of the digital meetings. This increases productivity.
The use of an AI-controlled transcription of the MS Teams meeting can also be a valuable aid in the follow-up work. Everyone involved in the digital meeting can concentrate on the conversation without any ifs and buts. This enables better follow-up of the digital meeting. AI-driven transcription captures all the results of the meeting and makes them available to all participants in the shortest possible time. This promotes the simple distribution of information within the team and collaboration between the participants. A transcription of the conducted meeting is also important to inform those absent and get them on board.
Various technical and organizational requirements must be met in order to be able to carry out AI-controlled transcriptions for MS Teams. MS Teams must meet certain license requirements for the AI transcription function – for example, Microsoft 365 E3 or E5 licenses or the use of Teams Premium. Administration is carried out via the MS Teams Administration Center. All AI functions are centrally controlled here and it is ensured that all security guidelines are taken into account. This is also where all fine-tuning and usage adjustments are made.
Process of introducing AI-driven transcription
In order for the transcription of MS Teams online meetings to run smoothly and benefit from the various advantages, a total of eight steps must be completed. Here is a brief overview of how a successful transcription of an online meeting could be implemented:
Step 1 – Assessing your own requirements
At the very beginning, it is necessary to assess the specific requirements in the company. This includes the frequency and length of the online meetings to be held. The number of participants should also be known. In addition, the desired level of accuracy of the transcription and the need for additional functions such as translation or summaries should be defined.
Step 2 – Selecting the right AI tool
Based on the results determined in step 1, the next step is to select the right tool from the many available. This should definitely meet the requirements defined in advance. Factors such as the available budget and the implementation of the required functions should play a role here. Last but not least, the selected tool should be designed to be user-friendly so that there are no problems when using it.
Step 3 – Setting up the AI tool
After selecting the right AI tool, the next step is to set up a special application in the company. For example, it is necessary to create user accounts for the team members and integrate the AI tool into MS Teams. It is also necessary to configure the AI tool in terms of language and speaker identification so that it matches the company’s requirements and wishes.
Step 4 – Training the team
All employees who use the AI transcription tool during online meetings must be trained in using the software. They also need practical experience in using the solution. They need to recognize how recordings are initiated and how to access a transcription. At the same time, employees need to be trained in how to edit and share transcriptions.
Step 5 – Conduct a pilot test
Before the AI transcription is fully implemented, a test should be carried out with a small group of users. This helps to identify problems and gather feedback from users. During the test, the accuracy of the transcriptions should be checked. At the same time, user satisfaction and ease of use should be evaluated. Insights can also be gathered to adapt or improve the AI tool if necessary.
Step 6 – Evaluate and optimize
After the pilot test, the results must be evaluated. Changes may need to be made. For example, are the transcription results accurate enough to meet the set requirements? At the same time, user satisfaction with the performance of the AI tool must be clarified. This will then determine the improvements that need to be made to enhance the user experience.
Step 7 – Full implementation in the company
Once the test run has been successfully completed and any adjustments or optimizations have been implemented, AI-based transcription can be introduced for all MS Teams meetings. This also means that those responsible should encourage team members to use AI transcription during all their Teams meetings. This requires the provision of ongoing support.
Step 8 – Repeated use and observation
If the AI transcription is used permanently in meetings via MS Teams, it is necessary to monitor the performance of the AI tool. User feedback should also be taken into account. The accuracy of the transcription, user satisfaction and use by the user should be evaluated at regular intervals. New requirements or features that affect the effectiveness of AI transcription should also be identified.
To take full advantage of the benefits of AI transcription of MS Teams meetings, very good audio quality should always be guaranteed during an MS Teams meeting. All participants should speak clearly and distinctly, use a high-quality microphone and avoid interruptions. The AI transcription of an MS Teams meeting should be shared with employees as soon as it is completed.
Legal aspects of AI transcriptions via Messenger
If you want to be on the safe side legally and in terms of data protection when using AI transcriptions of meetings via MS Teams, you need a legal basis. There are several options for this. For example, a company agreement can be used. Alternatively, the consent of the persons concerned must be obtained. In the case of consent, the focus is on the voluntary nature of the parties involved. Only in rare exceptional cases is AI transcription possible without a company agreement or the voluntary consent of those involved. Both in Germany and in Europe, the provisions of the GDPR – the EU’s General Data Protection Regulation – must also be taken into account.
