Section 2: Meeting management

Scenario 16: Getting a meeting summary with Zoom AI Companion

Level: Beginner · Tools: Zoom Meeting Summary with AI; an eligible Zoom Workplace Pro, Business or Enterprise license and administrator enablement.

Who and in what situation

Burak, an account director at an advertising agency in İstanbul, wants to consolidate creative revisions and deadlines after a client presentation without losing track of them. He prefers to focus on the discussion rather than take notes during the meeting.

How it is done today

At the end of the meeting, Burak compares his notes with those of his teammates. He listens to the recording again to prepare a brief summary to share with the client and tries to identify which items are final decisions.

How to do it with AI

  1. As the meeting starts, hover over the Zoom AI icon in the top right and select the Meeting summary checkbox. You can also select Generate transcript if you wish. [47]
  2. Press the Start Zoom AI button. The host or co-host can start the summary; participants can see that the AI feature is active. [47]
  3. After the meeting, open the summary in email, Zoom Chat or the My account > Summaries section of the web portal. [47]
  4. Have the summary reorganized into “client-approved decision,” “suggestion,” “action” and “date to be verified”; refer back to the recording before sending it to the client.

Example prompt

Summarize the {Client name} meeting based only on information explicitly mentioned in the conversation. Separate approved decisions, suggestions, actions, explicitly named owners and dates. List any unclear or contradictory points as “verification required.”

Evidence and real-world example

No independently published agency case study was found; Zoom’s official documentation explains that Meeting Summary uses speech-to-text to generate and share summaries. [47]

Points to consider

The feature depends on the license and administrator settings; it may not be available in some regions and industries. [47] Zoom states that the output may be incorrect or misleading and that relevant data may be sent to third-party model providers. [48] The legal assessment of audio recording may vary depending on the context; consult your organization’s legal department. [49]

Sources for this scenario

  1. Using Meeting Summary with AI (support.zoom.com)
  2. How Zoom AI features handle your data (support.zoom.com)
  3. KVKK Kurulu ses kaydı kararı özeti (kvkk.gov.tr)