How to Use AI Meeting Assistant for Better Calls

You've just wrapped up an hour-long video call. The conversation was productive, ideas were flying, and important decisions were made. But now comes the hard part: remembering everything that was discussed. Sound familiar?

This is where an AI meeting assistant changes everything. Instead of frantically scribbling notes while trying to stay engaged, you can focus entirely on the conversation while artificial intelligence handles the documentation. In this guide, we'll walk you through exactly how to use Iris, the AI meeting assistant built into Aiinak Meetings, to transform your free video meetings into organized, actionable sessions.

Step 1: Setting Up Your First AI-Powered Meeting#

Getting started with AI meeting assistance is surprisingly simple. Here's how to launch your first intelligent meeting:

• Visit the platform: Head to Aiinak Meetings and click "Start Meeting" or schedule one for later using the calendar integration.
• Enable Iris AI: Before your meeting begins, ensure the AI assistant is activated in your meeting settings. Iris will automatically join when participants arrive.
• Invite participants: Share your unique meeting link with attendees. There's no software to download—participants can join directly from their browser.
• Confirm AI notification: For transparency, Iris announces its presence when the meeting starts, so all participants know notes are being taken.

Unlike traditional video conferencing tools that limit free calls to 40 minutes, this Zoom alternative has no time limit. Whether your meeting runs 20 minutes or 2 hours, Iris stays engaged the entire time.

Step 2: Maximizing AI Assistance During Your Call#

Once your meeting is underway, Iris works quietly in the background. Here's how to get the most value during your call:

Speak clearly and naturally. The AI transcription works best when participants speak at a normal pace. Don't worry about being perfect—Iris is trained to understand conversational speech, including interruptions and crosstalk.

Use verbal cues for action items. When you want something flagged as important, use phrases like "Let's make sure we..." or "The next step is..." Iris recognizes these patterns and highlights them in the summary.

Don't stress about technical terms. Whether you're discussing quarterly projections, software specifications, or medical terminology, the AI adapts to industry-specific vocabulary over time.

Leverage screen sharing. When you share your screen during the meeting, Iris notes when presentations or documents were shown, creating timestamps you can reference later.

The beauty of having an AI meeting assistant is that you can be fully present. Make eye contact, ask follow-up questions, and engage deeply—your AI assistant has the documentation covered.

Step 3: Reviewing Your Meeting Summary and Notes#

After your meeting ends, the real magic happens. Within minutes, you'll receive a comprehensive summary. Here's what to expect and how to use it:

• Full transcript: Every word spoken during the meeting is captured and timestamped, making it easy to find specific moments.
• Key points summary: Iris distills the conversation into digestible bullet points, perfect for sharing with stakeholders who couldn't attend.
• Action items list: Tasks and commitments are automatically extracted and organized, so nothing falls through the cracks.
• Decision log: Important decisions made during the meeting are highlighted for easy reference.

Review your summary immediately after the meeting while the conversation is fresh. This is the ideal time to add any context the AI might have missed or clarify ambiguous points.

Step 4: Sharing and Collaborating on Meeting Outcomes#

Great meetings lead to great outcomes, but only if the right people have access to the information. Here's how to effectively share your AI-generated notes:

Export in multiple formats. Download your summary as a PDF for formal documentation, or copy the text directly into your project management tools. The flexibility ensures your meeting notes integrate seamlessly with existing workflows.

Share selectively. Not everyone needs the full transcript. Send the executive summary to leadership while your team receives the detailed action items with assigned responsibilities.

Create accountability. Use the automatically generated action items to follow up with team members. The AI has already done the work of identifying who committed to what—now it's about execution.

Build a searchable archive. Over time, your meeting summaries become a valuable knowledge base. Need to remember what was decided about a project three months ago? Search your meeting history and find it instantly.

Step 5: Optimizing Your AI Meeting Workflow#

To truly master free video meetings with AI assistance, consider these advanced practices:

Integrate with your calendar. Connect Aiinak Meetings to your Google or Outlook calendar. Scheduled meetings will automatically include Iris, and summaries can be attached to calendar events for easy retrieval.

Establish team conventions. Agree on verbal signals for action items and decisions. When your team consistently says "Action item for Sarah," the AI captures these with perfect accuracy.

Review and train. If Iris occasionally misinterprets something, use the feedback feature. The AI learns from corrections, becoming more accurate over time with your specific terminology and speaking patterns.

Use recordings strategically. For critical meetings, enable recording alongside AI notes. The transcript gives you quick access, while the recording provides complete context when needed.

Free video conferencing in 2025 isn't just about connecting faces on screen—it's about making every meeting count. With an AI meeting assistant handling the administrative burden, your team can focus on what humans do best: thinking creatively, building relationships, and making decisions.

Start Having Smarter Meetings Today#

The gap between productive meetings and wasted meetings often comes down to one thing: documentation. When conversations aren't captured, insights are lost, action items are forgotten, and the same discussions happen repeatedly.

An AI meeting assistant eliminates this problem entirely. Every insight is preserved, every commitment is tracked, and every participant can engage fully without the distraction of note-taking.

Ready to experience the difference? Start your free meeting with Iris AI today. No credit card required, no time limits, and no more forgotten action items. Your meetings are about to get a whole lot smarter.