Use Zoom AI Companion to Capture Operations Meeting Action Items

What This Does

Zoom's AI Companion automatically generates a written summary of your meeting — including key discussion points, decisions made, and action items with owner names — delivered to your inbox right after the call ends.

Before You Start

• You have Zoom installed and are signed in
• Your firm's Zoom account is on Pro, Business, or Enterprise plan (AI Companion is included at no extra cost)
• You've enabled AI Companion in your Zoom settings (Settings → AI Companion → toggle on "Meeting Summary")
• Participants should be informed that AI summarization is active (Zoom shows a notification at the start of the meeting)

Steps

1. Enable Meeting Summary before your next call

Sign in to zoom.us → click your profile icon → Settings → scroll to AI Companion section → toggle on Meeting Summary. You only need to do this once.

2. Start or join a meeting normally

When you start a meeting, you'll see a small AI Companion icon in the meeting toolbar at the bottom. The meeting is being prepared for summarization automatically — no additional steps needed during the call.

3. Run your meeting as usual

Just meet normally. Discuss your exception queues, outstanding items, compliance updates. You don't need to take notes.

4. After the meeting ends

Within a few minutes of ending the call, Zoom emails you (and optionally other participants) the meeting summary. It includes: a brief overview, key topics discussed, and action items with the name of whoever said they'd handle each task.

5. Copy action items to your tracker

Open the summary email, scan the action items section, and paste them into your Excel exception tracker or email them to the relevant team members.

Real Example

Scenario: You have a 30-minute weekly operations team call discussing open NIGO items, failed trades, and wire exceptions. Normally someone takes notes and they don't always capture everything.

What you do: Enable AI Companion before the call. Run the meeting normally.

What you get (in your inbox 5 minutes after the call): A 1-page summary: "Meeting covered 4 open NIGO items. Action items: [name] to follow up with advisor on Smith account by Friday. [name] to escalate failed trade #4422 to compliance today. [name] to update wire tracking sheet by EOD."

Tips

• Say action items clearly and with a name attached during the meeting: "John, can you follow up on that by Friday?" — AI Companion captures ownership better when it's explicit
• If Zoom AI Companion isn't available on your firm's account, use Otter.ai (free tier) as an alternative: otter.ai/meeting-transcription
• Review the summary before forwarding — AI occasionally misattributes who said what

Tool interfaces change — if AI Companion settings have moved, search "AI Companion" in Zoom's help center at support.zoom.us.