How is artificial intelligence (AI) changing our meeting culture, and how can it reduce our stress levels? At the first AI:Xplorer on June 12, 2025, we explored what is already possible today and where the journey is heading.
AI freaks and real solutions
Wolfgang Rabl, our CEO, summed it up right at the beginning: "Dennis and Johannes are our AI freaks." He introduced the next level AI experts, Johannes Kloibhofer and Dennis Preiter, who led us through the evening with aplomb. Johannes picked up the ball and greeted the participants as "Freaks of AI." This relaxed approach continued throughout the evening. AI doesn't have to be complicated or intimidating; it can also be fun.
But why are we – next level consulting – so intensively involved with AI in the first place?
The answer lies in our DNA because AI touches on all our core topics:
- Project management because every AI initiative is ultimately a project, whether managed classically or agilely.
- Process management because AI fundamentally influences existing processes.
- Change management because people and organizations have to adapt to technological progress in order to remain fit for the future.
The Meeting Dilemma
AI is a tool that finally solves the problem of meetings taking up too much of our time. Meetings. Meetings are too important to skip, yet they are difficult to keep track of. There's formulating the invitation, creating the agenda, taking notes during the meeting, summarizing everything afterwards, and following up on the tasks. It's a time-consuming cycle.
At the AI:Xplorer, we experienced firsthand what is already possible today. The tools presented that evening promise to save time, increase accuracy, and provide a uniform structure.
Microsoft Copilot: The system can be seamlessly integrated into Teams. The Teams meeting is recorded and the transcript follows automatically.
Wearables: The ballpoint pen with a recording function and the PLAUD device with linked AI are inconspicuous, small devices that seem like something out of a spy movie.
Happy Scribe: This transcription specialist can automatically distinguish between different voices, and it promises user-friendliness and GDPR compliance.
The big question is whether AI should be present at every meeting. Should it be like an invisible team member that records everything? The technology makes it possible, but what would that mean for us humans? The discussion became particularly heated when wearables were introduced. Suddenly, the topic of ethics came up. Is it okay to record so inconspicuously? The answer is clear: transparency is non-negotiable.
Three tools, many insights!
During the breakout sessions, participants tested various tools:
Microsoft Copilot & Teams
This revealed the reality behind the promises. Copilot automatically creates summaries, but they are often superficial and overlook important details. More problematic is that the AI invents tasks even when none have been assigned. During the discussion round, imaginary to-dos were suddenly generated, as if the AI would not accept a meeting without tasks.
Anonymization also proved to be a stumbling block. Despite having a full license, Copilot cannot access basic Word functions. Names and company names must be anonymized manually. Transcribing parallel spoken passages or proper names, in particular, becomes challenging.
The group's conclusion: Microsoft Copilot can be helpful for orientation and allows you to ask specific questions about the recording. However, it is not a good idea to blindly rely on the automatic transcript. Without verification and revision, Copilot remains a clever assistant that should not be trusted unconditionally.
Happy Scribe & PLAUD
Happy Scribe is a transcription pioneer. It automatically recognizes different speakers and supports over 130 languages. It is also easy to use. However, the reality test shows that: It's better to double-check speaker assignments. The algorithms are clever but not flawless. One thing Happy Scribe has going for it that many companies are concerned about is data protection compliance.
PLAUD, on the other hand, is a small, practical recording device that sends recordings directly to a linked app for transcript evaluation. The quality is good, and the device is easy to use. However, what happens to the data remains unclear. PLAUD is practical but problematic without clear guidelines. Meetings containing sensitive information should not be recorded with it, and transparency with participants is mandatory.
ChatGPT & Wearables
The discussion in this group was very informative. What is the opinion on AI in companies? Divided. Some are enthusiastic, while others are skeptical. The reasons for this skepticism are human: feelings of helplessness, a lack of knowledge, and a fear of the unknown. However, Dennis's experience with AI training courses shows that: Those who overcome their initial fear of AI quickly become enthusiastic about its possibilities. You just have to get involved.
However, the use of AI in the workplace also has its downsides. Many people use AI inappropriately. Although AI guidelines exist, they are often ignored. Some have reported that confidential data has ended up in AI tools.
The wearable also shows its limits in the test. The pen works well in small, quiet settings but struggles in noisy environments or with larger groups. ChatGPT Plus also has its weak points. If you rely on the recording of an important meeting and realize afterward that it was not fully recorded, it will undoubtedly cause stress.
That's how fast the world turns: Just one week after our network meeting, news emerged about OpenAI's meeting summarization capabilities. You can find more information here: Learn more
Four Key Findings
- All of the tested tools delivered useful results. Microsoft Copilot scored high marks for its seamless integration; Happy Scribe, for its data protection and user-friendliness; and ChatGPT Plus, for its security and live input capabilities. However, none of the tools should be trusted blindly.
- Wearables are intuitive and practical but require clear communication. Nobody wants to be recorded without permission.
- The technology exists to save valuable time and resources. The only decisive factor is determining which tools suit which company.
- As with many topics in AI, technology provides around 80 percent of the solution. However, humans are still irreplaceable when it comes to fine-tuning.
Mastering AI with next level consulting
During the AI:Xplorer session, one thing became clear: AI is advancing quickly, and it's hard to keep up. What is state-of-the-art today may be outdated tomorrow. That's why regular exchange, continuous learning, and a supportive community are essential. This is exactly where our following formats come in:
- Next AI:Xplorer: November 17, 2025, on the topic of AI agents
- neXt AI Update: Our subscription model includes ten compact online sessions per year.
- AI Trainings: From basic knowledge to management strategies, your organization is made AI-competent by us.
- AI Consulting: Tailored solutions that fit your culture, structure, and goals