5 Tips for Better AI Meetings Nobody Tells You

Most People Use Free Video Meetings Wrong#

You signed up for a free video meeting tool, hit the call button, and talked for an hour. Sound familiar? Most professionals treat AI meetings the same way they treated traditional video calls — and that means they're leaving the best features completely untouched.

Whether you're a team lead running weekly standups or a freelancer pitching a new client, the way you set up, run, and follow up on meetings determines whether they're productive or just another time sink. Aiinak Meetings gives you unlimited free meetings with Iris AI built right in, but the real value comes from knowing how to use it strategically.

Here are five practical tips that will change the way you approach every call.

1. Brief Iris Before the Meeting Starts#

Most people let the AI meeting assistant do its thing passively — it joins, listens, and takes notes. That works fine. But you'll get dramatically better results if you set context before the call begins.

Before starting your free video meeting, take 30 seconds to think about what you need from this specific conversation. Are you making a decision? Reviewing deliverables? Onboarding a new team member? When Iris AI knows the purpose of your meeting, the notes and summaries it generates are sharper and more relevant.

Actionable tip: Start each call by stating the agenda out loud during the first minute. Say something like, "Today we're covering three things: the Q2 timeline, the design feedback from last week, and assigning next steps." Iris picks up on these cues and structures its notes around your stated goals. It sounds simple, but the difference in output quality is noticeable.

2. Use Silence Intentionally — Iris Is Listening#

In traditional video calls, silence feels awkward. In AI meetings, silence is a feature. When you pause after asking a question or making a key point, you give Iris AI a clear signal that something important just happened.

Here's why this matters: AI transcription works best when speakers take turns cleanly. Overlapping speech, crosstalk, and rapid-fire exchanges are harder to parse. The result? Messy notes and vague summaries.

Actionable tip: After someone shares an important update or decision, pause for two to three seconds before moving on. This creates a natural break in the transcript and helps Iris identify distinct topics. Your meeting summary will read like a clean outline instead of a wall of text.

This is especially useful for remote teams using free video conferencing for daily syncs. A little structure goes a long way when you're reviewing notes the next morning.

3. Speak Action Items Out Loud#

One of the most powerful features in Aiinak Meetings is automatic action item detection. Iris AI listens for commitments, deadlines, and task assignments — but it can only capture what's actually said.

The problem? Most teams make decisions through implication. Someone says, "Yeah, I'll probably look into that," and everyone assumes it's handled. Two weeks later, nobody remembers who was supposed to do what.

Actionable tip: Make it a habit to state action items explicitly. Use clear language like:

• "Sarah will send the updated wireframes by Thursday."
• "I'm taking ownership of the vendor outreach this week."
• "Our deadline for the first draft is March 15."

When you speak this way, the AI meeting assistant captures each item with the person responsible and the timeline attached. After the call, you'll have a ready-made task list without anyone needing to type a single note manually.

This one habit alone can replace the post-meeting "can someone send notes?" email that nobody ever wants to write.

4. Review Summaries Within 10 Minutes#

Iris generates meeting summaries almost instantly after your call ends. Most people glance at them hours later — or worse, the next day. By then, the context has faded, and the summary becomes just another document collecting dust.

The best time to review your AI-generated summary is immediately after the meeting, while everything is still fresh. This is when you'll catch nuances the AI might have simplified and when you're most motivated to act on next steps.

Actionable tip: Block five to ten minutes on your calendar right after every meeting. Use that buffer to:

• Scan the summary for accuracy
• Forward action items to the right people
• Flag any decisions that need documentation elsewhere
• Share the summary with attendees who joined late or missed the call

This small habit turns your free video meetings from "just another call" into a reliable system for getting things done. It also builds trust with your team — when people see that meetings have clear follow-through, they take the calls more seriously.

5. Record Selectively, Not Constantly#

Aiinak Meetings includes screen sharing and recording, and the temptation is to record everything. Don't. When every meeting is recorded, nobody watches the recordings. They pile up like unwatched bookmarks.

Instead, be intentional about which meetings you record. Training sessions, client presentations, and complex technical discussions are worth saving. Your Tuesday morning check-in? Probably not.

Actionable tip: Use recording for meetings where the visual component matters — demos, walkthroughs, design reviews. For everything else, lean on Iris AI's transcription and summary. The notes are searchable, scannable, and far more practical than scrubbing through a 45-minute video trying to find the one moment someone made a key decision.

This approach saves storage, reduces noise, and ensures that when you do share a recording, people actually watch it because it contains something worth seeing.

Better Meetings Start with Better Habits#

The tools are already in front of you — unlimited free meetings, an AI assistant that takes notes and tracks action items, and no time limits forcing you to rush. What separates productive teams from everyone else isn't the technology. It's the habits they build around it.

Start with one of these tips in your next meeting. State your agenda out loud. Speak action items clearly. Review your summary before you move on to the next task. Small changes compound into a completely different meeting culture.

Ready to put these tips into practice? Start a Free Meeting on Aiinak Meetings and experience what happens when AI and good habits work together.