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Zoom has continually expanded its capabilities, integrating powerful artificial intelligence (AI) tools to make meetings more productive, efficient, and connected. AI is reshaping how organizations conduct meetings by automating tasks, improving accessibility, and streamlining communication. Let’s dive deeper into how Zoom’s AI is transforming conference rooms and how your company can begin integrating these features for maximum impact.

AI IN ACTION: ZOOM'S INTELLIGENT CAPABILITIES

Zoom’s AI features go beyond typical video conferencing tools, offering a suite of capabilities designed to enhance the way teams collaborate:

AI Companion is at the heart of Zoom’s AI offerings, acting as a digital assistant that makes meetings more productive and efficient. This generative AI assistant can now provide live meeting summaries, smart chapters, and even help team members who join late to catch up without disrupting the meeting flow. Post-meeting, AI Companion generates summaries and key action items to keep everyone on track, enhancing productivity and ensuring no detail is overlooked. These features are invaluable for teams working across time zones or remote setups, making asynchronous work seamless (Zoom, 2024a).

Another standout feature is Zoom’s AI-powered transcription. With real-time transcription and translation, participants can follow along with the meeting in their preferred language or revisit important moments without needing manual note-taking. For global organizations, this AI-driven translation can bridge language barriers and foster clearer communication (Zoom, 2024b).

Zoom’s Smart Gallery and Intelligent Director features are particularly transformative in hybrid work settings. By using multiple cameras and advanced AI, Zoom can frame each participant individually, giving remote attendees a clear view of everyone in the room. This creates a more equitable meeting experience, ensuring all voices are heard and all faces seen (Zoom, 2023).

HOW TO START BRINGING AI TO YOUR CONFERENCE ROOMS

Implementing AI in your conference room starts with understanding the specific needs of your space and workflows. Here’s how Vivo Technologies can guide you through the process:

Assess Your Needs: Begin by reviewing your current setup with the help of Vivo Technologies, we specialize in evaluating your AV systems and identifying how AI tools like live transcription, Smart Gallery, and AI-powered noise suppression can enhance your Zoom experience. Whether your teams are hybrid, remote, or onsite, Vivo ensures that the right solutions are implemented to improve collaboration and maximize productivity.

Pilot AI-Enhanced Solutions: With our expertise, Vivo can help you deploy AI-powered solutions such as the Logitech Rally Bar or Neat Bar Pro in your conference rooms. This approach allows you to see firsthand how features like automatic transcription and speaker framing enhance your meetings. We ensure that all equipment is configured correctly for seamless integration with Zoom’s AI tools.

Educate Your Team: To maximize the value of Zoom’s AI features, we provide training for your teams on how to fully utilize tools like AI Companion and Smart Gallery. Our goal is to ensure that your employees are equipped to take full advantage of these AI capabilities, leading to more efficient, productive, and impactful meetings.

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STEP-BY-STEP: HOW TO USE ZOOM'S AI TOOLS

1. Using AI Companion

Zoom AI Companion acts as a digital assistant, automating tasks like summarizing meetings, tracking action items, and answering in-meeting questions.

  • Activate AI Companion:
    • Ensure AI Companion is enabled under your Zoom settings if you're using a paid Zoom plan.
    • In the meeting, AI Companion captures and summarizes key points in real-time, accessible via the side panel.
  • Post-Meeting:
    • AI Companion generates a summary of the meeting with action items and decisions. This summary can be shared with attendees or those who missed the meeting.

2. Using AI-Powered Transcription

Zoom’s AI-powered transcription provides automatic live captions during meetings, making meetings more accessible.

  • Enable Transcription:
    • Go to "Settings" in the Zoom portal and turn on Auto-Transcription.
    • During the meeting, transcription appears in real-time, providing participants with text captions of what is being said.
  • Post-Meeting Access:
    • Zoom saves the transcription, which can be accessed alongside the meeting recording. This is ideal for reviewing and sharing critical information post-meeting.

3. Using Zoom’s Smart Gallery

Zoom’s Smart Gallery splits video feeds into individual tiles for each participant, making it perfect for hybrid meetings.

  • Set Up Smart Gallery:

    • Use supported hardware like the Neat Bar Pro or Logitech Rally Bar.
    • Enable Smart Gallery in Zoom Rooms settings, and the AI automatically frames each participant.
  • Optimize Experience:

    • Ensure good lighting and positioning for participants. The AI tracks speakers and adjusts framing dynamically, ensuring everyone is visible to remote attendees.

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PRODUCTS THAT ARE ZOOM ROOM-CERTIFIED

To fully capitalize on Zoom’s AI tools, the right hardware is essential. Zoom Room-certified products are designed to complement and amplify Zoom’s AI capabilities, ensuring that your conference room is equipped for today’s dynamic meetings.

  • Logitech Rally Bar is perfect for medium to large conference rooms, offering AI-enhanced audio and video. The built-in speaker tracking and noise suppression technologies ensure every participant is clearly seen and heard, allowing you to leverage AI features like Smart Gallery for optimal framing.

  • Nureva HDL200 offers 360-degree audio capture, ensuring every voice in the room is heard clearly. This integration is critical for Zoom’s real-time transcription and noise suppression features, creating a flawless audio experience.

  • Neat Board is a Zoom Room-certified all-in-one collaboration solution, featuring auto-framing, speaker tracking, and a large touch display for interactive whiteboarding and real-time content sharing. It seamlessly integrates with Zoom's AI tools to deliver an engaging and immersive meeting experience.
  • Neat Bar Pro takes it a step further, integrating with Zoom’s Intelligent Director to provide seamless participant framing in larger spaces. Its noise reduction capabilities ensure meetings remain focused, even in busy environments (Zoom, 2024b).

You can explore more Zoom Room-approved products at Vivo Technologies’ Zoom Room solutions.

YOUR PARTNER FOR ZOOM LICENSING AND AI SETUP

At Vivo Technologies, we go beyond offering top-tier hardware. We provide Zoom licensing services that allow you to unlock the full potential of Zoom’s AI tools. Whether your company needs a standard Zoom plan or a more comprehensive Zoom Room solution, contact us, we can support your business every step of the way—from consultation and licensing to hardware installation and integration. 

By combining Zoom’s AI features with certified hardware solutions, your conference rooms can become smarter, more efficient, and more collaborative. We ensure you have the right tools and support to create an AI-powered meeting space that meets the demands of modern work.

SOURCES:

  • Zoom. (2024a, May 21). Zoom deepens AI capabilities across Zoom Workplace, enabling teams to drive productivity and collaboration. https://news.zoom.us
  • Zoom. (2024b, January 31). Zoom's newest AI innovations help make analytics more accessible and customer experience more impactful. https://news.zoom.us
  • Zoom. (2023, September 5). Zoom introduces Zoom AI Companion — available at no additional cost with paid Zoom user accounts. https://news.zoom.us
ZoomZoom conference room

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