Meeting Ally is built to work with the way you naturally speak.
There’s no need to change your style or restructure how you run your meetings to get great outcomes but the tips below can help you get file notes that need zero editing.
No scripts needed
New users to AI file noting can often wonder if there's a script or way they need to run their meetings to get the file note outputs. No, the AI is trained to follow the flow of conversations and to sort information into the right areas and buckets for a great file note.
Knowing where things will come out in your file note can often help users gain trust and confidence quickly. Check out our category definitions to see how we organise topics like Superannuation, Insurance and Cashflow.
Strong introductions
You can take your file notes to the next level by just doing a simple introduction at the start which helps the AI narrow down on the participants and core of the meeting. As an example:
Hi everyone, just for the recording, it's [Adviser Name] here with Jeff and Jane on [Date]. We're meeting for their annual review to discuss their existing super and insurance products and strategies."
you can even do this before the meeting, simply start the recording and add those details, then just pause it till you are ready to formally start the meeting. This will front load the details and give you a super clear file note.
What you aren't doing
During a conversation its easy to focus on what you will do for a client, but you can get an even clearer file note, goals and scope of advice, by being vocalizing and re-iterating the areas that are being excluded, decline or deferred. Example:
"We'll have a look at your life, TPD and Trauma cover, but leave the income protection out for now as you're happy with what you've got."
Summaries and recaps
Conversations can be like winding roads and tend to cover a lot of information. A common strategy is providing a recap or summary at the end of your meeting but you can take this further for enhanced results :
Mini-recaps: Summarising at the end is powerful, but a mini-recap after a long discussion on a topic can verify understanding and provides clarity to the AI.
Why it matters: This can help give the client clarity and makes them feel heard while helping AI make sense of long exploratory chats.
Natural example:
So, just to make sure I'm on the same page, you're looking to retire in five years, but you want to keep the holiday home?"
Clear ownership of who will do what
Depending on the meeting and stage of advice, there can often be post meeting follow ups and actions for advisers and clients. By being clear on who will do what and when, you will get the best action items for your file notes and email summaries.
Be specific and use an active tone: Instead of "it will be done" say who is doing it and when.
Clear commitments: Instead of vague phrases like "soon", set a time frame to give clearer expectations.
Examples:
"I'll get those retirement projections drawn up for you by Friday."
"John (Client), if you can send through your Centrelink statement next week, we can handle the rest"
The power of the post-meeting update
Advisers who get the most out of file note solutions know that capturing more detail and giving "unspoken" context can be a game changer.
Pause the recording when the meeting finishes.
Resume once the client has left the room
Record your thoughts down:
Scope: Explicitly state what is in scope and out of scope based on the discussion and likely next steps.
Context: Mention specific products, goals, or "soft facts" you feel are important.
Next Steps: Briefly dictate where your advice is likely to head next.