> ## Documentation Index > Fetch the complete documentation index at: https://docs.topicflow.com/llms.txt > Use this file to discover all available pages before exploring further. # AI Support in Meetings > How Topicflow AI helps with meeting preparation, agendas, and follow-ups # AI Support in Meetings Topicflow AI can help before, during, and after meetings by analyzing work context, suggesting topics, and summarizing conversations. But humans run the meetings and make the decisions. ## Before the meeting: Preparation Topicflow AI can help you prepare by analyzing recent activity and identifying topics worth discussing. **Suggested talking points** Topicflow AI can suggest agenda items based on: * Recent work activity (commits, PRs, completed tasks) * Stale or off-track goals * Overdue or incomplete action items * Recent feedback given or received * Upcoming deadlines or review cycles **Example prompts for preparation:** * "What has \[person] been working on recently?" * "What should I discuss in my next one-on-one with \[person]?" * "Are there any stale goals or overdue action items?" * "What feedback has \[person] received this quarter?" * "What blockers or challenges have come up recently?" **What AI provides:** * A summary of recent work context * Suggested discussion topics * References to past meeting notes or action items **What AI doesn't do:** * Decide what's important (you do) * Know about non-work context (personal situations, team dynamics) * Replace human judgment about what to prioritize Use AI suggestions as a starting point, not a script. ## During the meeting: Assistance AI can help while the meeting is happening, but it doesn't run the meeting. **Editing topic notes** Topicflow AI can update meeting topic notes directly when you ask it to — for example, adding a summary, restructuring bullet points, or appending follow-up details. When AI writes or replaces content in topic notes, the output is automatically formatted as rich text (headings, lists, bold, etc.) so the notes stay clean and readable. The changes appear in the shared meeting notes so both participants see them. **Extracting action items from notes** As you take notes, AI can: * Identify potential action items from your notes * Suggest owners and due dates * Convert informal commitments into trackable tasks **Summarizing key themes** AI can highlight: * Main discussion topics * Decisions made * Recurring themes across recent meetings **Formatting and cleanup** AI can help: * Clean up messy notes * Add structure to free-form text * Identify missing details (like action item owners) **What AI doesn't do during meetings:** * Participate in the conversation * Make decisions about what to discuss * Replace human note-taking entirely The conversation happens between people. AI assists with documentation. ## After the meeting: Follow-up Topicflow AI can help with post-meeting tasks. **Recapping the meeting** Topicflow AI generates a concise summary of each meeting as succinct bullet points — one per key topic or decision. Summary sections can be dismissed if they aren't needed for a particular meeting. AI can also surface: * A list of action items created * Topics that were tabled for next time **Identifying follow-ups** AI can suggest: * Who should be notified about decisions made * Whether any goals need updating based on the conversation * If formal feedback should be created from informal comments **Connecting to past meetings** AI can reference: * Whether this topic has come up before * How it relates to previous discussions * Patterns over multiple meetings **Example prompts after a meeting:** * "Summarize what we discussed in today's one-on-one" * "What action items were created this week?" * "Has \[topic] come up in previous meetings?" ## Meeting recordings and transcripts When a meeting is recorded, Topicflow produces a transcript alongside the video. Click any line in the transcript to jump the video to that moment, and the URL updates as you move through the recording so you can share a link that opens at the same tab and timestamp. ## How AI uses work context Topicflow AI has access to: * Integrated work activity (commits, PRs, tasks, tickets, etc.) * Past meeting notes and agendas * Goals and their progress * Feedback given and received * Action items created and completed This context allows AI to: * Ground suggestions in real work, not generic advice * Reference specific events and accomplishments * Identify patterns across time **Example of context-aware suggestions:** Instead of: "Discuss project progress" AI suggests: "Discuss the billing refactor — 8 commits this week, PR pending review" Instead of: "Check in on goals" AI suggests: "Goal 'Ship feature X' hasn't been updated in 3 weeks — discuss status" ## Privacy and AI access **What AI can see:** * Work activity from integrations (based on your organization's settings) * Meeting notes where you're a participant * Goals you own or manage * Feedback you've given or received * Action items assigned to you or your direct reports **What AI cannot see:** * Private feedback not visible to you * Meetings you're not a participant in * Other people's one-on-ones * Confidential performance data you don't have access to AI respects the same visibility rules as the rest of Topicflow. ## Best practices **Use AI for preparation, not replacement** Let AI suggest topics, but decide what's actually important based on your knowledge of the person and situation. **Verify AI summaries** AI-generated summaries are helpful, but always review them. Don't blindly trust that they're accurate. **Don't over-rely on suggested talking points** If something important is happening (personal situation, team conflict, burnout), that takes priority over AI suggestions. **Let the conversation be human** AI helps with preparation and follow-up, but the actual one-on-one should be a human conversation, not a checklist of AI-generated topics. **Use AI to save time, not to avoid thinking** AI can recall context and suggest topics faster than manual review. Use that saved time to think about coaching, not to skip preparation entirely. ## What's next Learn more about Topicflow AI capabilities See how to conduct effective one-on-ones Structure your meetings effectively