April 21, 2024

Hello!welcome back Technology: AIa pop-up newsletter that introduces you to artificial intelligence, how it works, and how to use it.

Last week, I told you how to use creative AI tools to generate and edit stunning images. Now let’s move on to automating some of the time-consuming and sometimes tedious parts of many office jobs.

Yes, I said meetings. I’ll show how you can use generative AI tools like ChatGPT to speed up tasks like preparing presentations, writing talking points, and writing meeting minutes.

Common sense warning before you start: Anything you do with an online service can be seen by the company that runs it, whether it’s a big tech company or an AI startup. So if your meetings involve sensitive topics like trade secrets or personnel issues, now might not be the best time to experiment with these new tools.

website gamma Detailed and colorful slideshows containing graphs, charts and text are automatically generated. You may want to tweak the text and add some photos of your own. But think of this generator as an enhanced presentation template that automates the boring stuff so you can work on the finer details.

First, you sign up for a free account, click “Presentation,” and enter your prompt. As with the text and image generators, the more detailed the prompt, the better.

Here’s an example I’m using that describes a hypothetical presentation:

Staffing updates for tech startups. Announced new hires, including a diversity director, a human resources director, and 7 new software engineers. We currently have 120 employees and hope to grow to 150 by 2024. In the future we will hire a business development executive and expand the sales force.

Gamma responds to prompts with an outline, summarizing slides and template options in different color schemes.

Based on my prompts, Gamma created a seven-slide presentation. Gamma includes panels describing the roles of the new diversity director and HR director.

Here’s a snippet of the two slides Gamma created:

The final step is to edit the presentation. In my example, I’m adding the new employee’s name, their bio, and avatar.

A word of warning: Generative AI systems are susceptible to a phenomenon called “hallucination,” in which models make up nonsense that sounds plausible. Especially in a work environment, it’s critical to triple-check to make sure nothing is inaccurate.

I tested another site like Gamma, which creates beautiful slideshows, but also makes up fictional employees and pairs them with photos of real people gleaned from the internet. not good!

To prepare for a hypothetical meeting to discuss employee updates, I would start by telling a chatbot like ChatGPT, Bard, or Bing: “It’s as if you were my executive assistant collecting talking points for me, the CEO of a tech startup, about A presentation of …” and paste the earlier tip I used to create the slideshow.

(Remember, “act as if…” is one of the golden tips for using generative AI)

The chatbot then generates a list of talking points that can accompany each slide, along with some suggested comments. Again, you may need to do some editing.

Let’s say you want to jot down a quick note that recaps what was discussed in a meeting. Zoom and Google include tools that use AI to automatically transcribe meeting speeches into text files, as long as the meeting was recorded with everyone’s permission. You can then paste the transcript into the chatbot and ask it to summarize. (Remember, don’t do this with sensitive information.)

If you use Google Meet with a business license, meeting minutes are turned on by default and a link to the Google Doc is emailed to the host. (You can also follow google steps Activate transcription. )

If you are using Zoom, you need a business, education or enterprise license Enable cloud recording in account settings. When a Zoom meeting starts, enable cloud recording. After the meeting, the service will automatically generate a transcript.

From there, go to the chatbot and type the prompt, “As if you were my administrative assistant. You’re using this transcript to compile meeting minutes.” Then paste the portion of the transcript you want to summarize, and the chatbot will automatically It is formatted as meeting minutes. (If the transcript is too long, you can tell the chatbot that you’re going to paste it in multiple parts, and you’ll say when you’re done.)

If the meeting was not recorded but someone took notes, they can be pasted into the chatbot along with the same prompt to format the document as a meeting minutes.

Next week, I’ll cover how AI can be used for consumption—think vacation planning and shopping.

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