In the era of digital transformation, artificial intelligence (AI) is increasingly proving its important role in improving the operational efficiency of organizations, from the economic, political, cultural, social to educational sectors. One of the prominent applications, but not given due attention, is the use of AI to organize and manage meetings. In educational institutions, which are characterized by high academic and systematic nature, AI opens up opportunities to comprehensively improve the meeting process, from preparation, implementation to synthesis and post-meeting monitoring. This not only saves time, reduces manual work but also improves the quality of decision-making, contributing to strongly promoting digital transformation in higher education.
With the desire to share and spread the practical applications of AI in organizing, operating and managing meetings. On the morning of June 10, 2025, at the University of Social Sciences and Humanities, the University of Social Sciences and Humanities Trade Union coordinated with the Information - Library Faculty Trade Union to organize a seminar with the topic "Application of AI in organizing meetings".
The seminar was attended by MSc. Nguyen Thi Thao - President of the Trade Union of Hanoi National University; Assoc. Prof. Dr. Bui Thanh Nam - Secretary of the Party Committee, Chairman of the University Council; Dr. Ngo Thi Kieu Oanh - Standing Member of the Party Committee, Chairman of the University Trade Union and 60 teachers who are union members from the University's Trade Unions.
MSc. Nguyen Thi Thao - President of Hanoi National University Trade Union spoke at the seminar
At the seminar, the speakers, Dr. Dao Minh Quan and MSc. Tran Duc Hoa from the Information and Library Faculty Union, pointed out the challenges we are facing in organizing traditional meetings because organizers often lack time to plan, develop meeting scripts or prepare accompanying documents systematically and professionally; manual note-taking and summarizing of meeting contents can easily lead to errors, missing information or inconsistencies between sessions; difficulties in managing and analyzing information to make decisions... These challenges have raised the need to apply artificial intelligence (AI) technology to comprehensively improve the meeting process before, during and after the meeting.
The seminar attracted the participation of many union members.
The main contents were shared by the speakers at the Seminar through the application of typical AI tools such as ChatGPT, Gemini, NotebookLM, AI Studio, Napkin and Memobot, to: Support meeting content preparation: build meeting plans and scenarios based on specific topics and goals; suggest reference documents, quickly create accompanying documents; visualize information from reports (charts, timelines, processes).
Deployment and support during meetings: AI plays the role of a "smart assistant" recording and converting voice into text in real time, ensuring no content is missed; automatically notes the main ideas, distinguishing by speaker.
Summary and follow-up after the meeting: after the meeting ends, AI continues to support us in automatically creating meeting minutes, creating summaries or detailed content records; identifying and listing tasks (to-do list) arising from the meeting; suggesting appropriate persons in charge for each task based on the discussion content; drafting notification emails, summarizing conclusions to send to members; supporting planning to monitor the progress of the agreed work.
Dr. Dao Minh Quan shared at the seminar
MSc. Tran Duc Hoa shared at the seminar
The seminar “Application of AI in organizing meetings” provided staff and lecturers with a comprehensive, clear and practical view of the role of AI in improving the meeting management process. In the higher education environment, meetings not only help update information and unify plans, but are also a place to make important decisions related to training, teaching, research and organizing events. The seminar is an opportunity for staff and lecturers of the school to update new technology trends, access modern AI tools, and gradually apply them to their daily work flexibly and effectively.
Applying AI to organizing meetings is not only a solution to current difficulties, but also an important step in the comprehensive digital transformation roadmap of the education sector. When daily activities are optimized by technology, people will have more time and energy to focus on more strategic tasks. Today's discussion is not only an opportunity to share knowledge but also an affirmation: Digital transformation is not far away - it starts with each meeting, each small but extremely practical task.
