Real-world insights from a midsize U.S. staffing agency's recent onboarding session.

If you're curious about how organizations are leveraging Zoom Custom AI Companion to achieve significant productivity gains, you're not alone. Recently, a midsize U.S. staffing agency demonstrated clear and measurable ROI by incorporating AI into their daily workflow. Here's a practical breakdown of three key use cases—and actionable steps your team can replicate today.

1. Streamlined Meeting Summaries with Structured Templates 📝🔖📂

Real-Life Use Case: 📌🗒️📋 Recruiter and sales teams built structured summary templates for:

• Candidate screening interviews

• Reference checks

• New-client intake meetings

• New-job intake sessions

Why It Matters: ✅🗃️🖥️ By auto-populating essential details directly into their ATS/CRM, the agency eliminated repetitive manual data entry, standardized notes, and ensured accuracy across every interaction.

2. Instant Access to Team Knowledge 📚🔍🔗

Real-Life Use Case: 🔐📑🔍 The team uploaded crucial documents like job descriptions, interview rubrics, and internal guidelines into a secure, searchable knowledge base. Recruiters then effortlessly queried the AI Companion for instant answers during live calls / meetings (e.g., “What’s the interview process for Project Manager roles?”).

Why It Matters: ⏱️⚡🌐 Quick, accurate, and source-linked answers saved recruiters valuable time, enhancing both candidate and client satisfaction by eliminating delays and misinformation.

3. Automated Task and Calendar Management 📆⏰✅

Real-Life Use Case: 📌📅🗓️ AI Companion automatically identified actionable items from meeting conversations (“Send assessment link,” “Schedule client interview”) and offered calendar scheduling suggestions. Recruiters approved or rejected these suggestions directly, turning accepted actions into tasks with due dates and reminders.

Why It Matters: 🔄⏳📈 This approach reduced the risk of missed follow-ups, minimized manual scheduling, and allowed recruiters to reclaim valuable time for strategic activities.

3 Steps to Successful Implementation (Any Industry): 🛠️📈🚦

Next Steps: 🚀📅🔑

These productivity-boosting techniques—structured templates, knowledge repositories, automatic task management, and compliance safeguards—can transform meetings and data entry tasks across industries like finance, tech, education, and more. Start small, measure impact, and within 30 days, expect measurable results. You'll likely wonder how your team ever managed without Zoom Custom AI Companion.

Want more info? Click here!

ちょっとした依頼に、大きなプロジェクトの割り当て—気が付けば、完了すべきタスクの山に囲まれています。何を達成しなければならないのか、誰をフォローアップする必要があるのか、どの締め切りを守らなければいけないのかを把握するのは、新たな依頼が来るたびに負担に感じることもあります。

もう、タスク管理のために手間をかける必要はありません。
Zoom Tasks は、Zoom Workplaceに組み込まれたAIファーストの新しいソリューションです。AI Companion*で、To-Doリストをよりスピーディーに処理できるようサポートします。

Zoom TasksはZoom Workplaceの一部であるため、ミーティング要約やチャットの会話からアクション項目を特定することができます。また、（ユーザーの確認と承認を得て）タスクの完了を代行することも可能です。さらに、チームはプロジェクトを把握して連携し、遂行を強化するために必要な情報を得ることもできます。

組み込み型タスク管理のためのAIエージェント

タスク管理ソリューションは、付箋に殴り書きしたTo-Doリストの現代版であると言えるでしょう。タスクの締め切り、プロジェクトとの関連、関係者などを把握するのに役立ちます。

さらに、タスク管理ソフトウェアは個人のアクション項目を超えた働きをします。ファイル・進捗状況・障害などの可視化をチームに提供します。

ZoomとMorning Consult による調査によると、リーダーの3分の1（34%）が、プロジェクトやタスクの進捗状況を確認するために、チームとのやり取りで1時間以上を費やしていることが判明しました。この時間は1人のマネージャーあたり年間約16,000ドルの損失につながる可能性があります**。

タスク管理におけるAIの革新

AIエージェントを取り入れることで、タスク管理はまったく新しい意味を持つようになります。
AI Companionがミーティングやチャットからタスクを抽出し、To-Doリストを自動で整理。さらには、次に何をすべきかを提案・実行支援まで行います。

日々の業務をよりスムーズにするための仕組み

一日中ミーティングが詰まっている時...

AI Companionがミーティング中にアクション項目を把握・整理してくれるため、集中力を維持できます。
一日の終わりにはZoom Tasksを開くだけでタスクを一括確認できます。

進捗状況の報告を求められた時...

AI Companionは、タスクを集約し数秒でレポートの下書きを作成してくれるため、報告作業の時間を大幅短縮できます。タスクはチームメンバーと共有することも可能です。

やるべきことが多すぎる時...

チャットやメールが溜まりすぎているときも、AI Companionが内容を要約し、タスクに変換してくれます。
ミーティングのスケジュールや返信文の下書き作成、文書作成のサポートまでこなします。

Zoom Tasksの開始方法

AI Companion付きのZoom Tasksは、対象のZoom Workplaceの有償プランで利用可能です。

始め方：

1. Zoom Workplaceアプリをバージョン6.4.3以降に更新。

2. アカウント設定 > AI Companionタブで「Zoom Tasks」セクションを探し、
   　タスクの作成・管理機能およびミーティングの文字起こし機能を有効化。

3. ナビゲーションバーのZoom Tasksアイコンをクリックして、タスクを表示。

ヒントとコツ

• 推奨タスクを確認し、「承認」をクリックでマイタスクリストに追加。

• 星アイコンをクリックで、推奨アクションが表示されます。

• Zoom Team Chatやメール上で項目を右クリックで直接マイタスクに追加可能。

• +ボタンでタスクを手動追加。

• 「詳細を表示」から元メッセージやメモの追加・編集も可能。

AI Companionがなくても、Zoom Tasksはタスク管理ソリューションとして活用可能。すべてのTo-Doを1か所で整理できます。

👉 AI Companionのページ では、一日の業務に役立つAIスキルの詳細をご覧いただけます。

* Zoom AI Companion は、地域や業種によってはご利用いただけない場合があります。Zoom ユーザー アカウントの有料サービスに付随してご利用いただけます（追加料金なし）。

** マネージャー1人当たりの算定は、米国労働統計局が提供する管理職の平均給与情報に基づく推定値です。

出典： Zoom Blog 

Running a nonprofit isn’t easy. Between tight budgets, limited resources, and the constant pressure to maximize impact, nonprofit teams are often spread thin. That’s why many organizations have turned to artificial intelligence (AI) tools to automate repetitive tasks and free up time to focus on their mission. A recent study found that as many as 82% of nonprofits use AI to streamline operations and boost productivity.  

Anytime there’s a major technological shift, it’s imperative to consider how it could affect your organization, for better or for worse. So, let’s explore how AI can be a safe, easy, and cost-effective way for nonprofit teams to reduce mundane administrative work and get back to helping communities and agencies in need.

Minimize administrative tasks that eat up your time

Nonprofits are often operating with small teams and limited resources, which means every minute counts. But if you’re consumed with drafting meeting minutes and sending calendar invites rather than focusing on the work that matters, it’s easy to feel unproductive at the end of the day.

More than 60 percent of nonprofits with annual budgets under $1 million are exploring AI for tasks like grant writing, donor outreach, and administrative automation.* AI tools can help you work smarter by automating tasks such as note-taking, drafting emails, and organizing meeting agendas. By reducing the time spent on administrative work, you can free up time for the core activities that make the biggest difference.

Take your time back while AI sweats the small stuff

We’ve all been there: sitting in a meeting, feverishly taking notes, and trying to capture key details while still engaging in conversation. This can make it hard to remember the next steps and important follow-ups for your team.

But with an AI-first work platform like Zoom Workplace, you can use AI to automate meeting summaries, dictate key discussion points, and track important follow-ups, helping your team stay on track without needing to do the heavy lifting. It’s almost as if you have your own assistant or a second set of hands. 

Accessible via a convenient side panel in Zoom Workplace, Zoom AI Companion knows and operates with your guidance, using information across the Zoom platform. This can help you save hours each week—time that can be better spent advancing your mission. It’s also included at no additional cost with eligible paid plans. 

Enhancing communication and collaboration

Clear and effective communication is key in just about every environment. But with small teams, it’s even more important that everyone is on the same page, as you’re often working remotely or across multiple locations.

AI tools can help streamline communication within your team, jumpstart idea generation, or even draft emails for you. Zoom AI Companion can provide extra help without adding to your headcount by assisting in creating content for newsletters, organizing donor communications, and drafting clear and consistent messages. By automating some of these routine tasks, your team can plan and prepare for more strategic efforts, like building relationships with donors or planning impactful events. 

Let AI Companion help carry the load

Because nonprofits often manage multiple projects with overlapping deadlines and numerous stakeholders, it’s helpful to use an AI agent to keep track of tasks, deadlines, and next steps.

Zoom Tasks is our AI-first task management solution that helps you identify action items from your meeting summaries and chat conversations, so you can focus on getting work done. Your list of next steps is clearly spelled out within its own tab in Zoom Workplace, so there’s no need for calendar reminders or cluttering your desk with sticky notes. 

Consider how AI safety and security affect your organization

Before you implement a particular AI solution, it’s important to know that company’s stance on AI safety and security.

Zoom takes a federated approach to AI, which means we apply the best large-language models for a specific task, including third-party AI models that you may already be familiar with. We’re also committed to responsible AI and don’t use any customer audio, video, chat, screen sharing, attachments, or other communications like customer content (such as poll results, whiteboard, and reactions) to train our (or third-party) artificial intelligence models. 

For up-to-date security and privacy features, check out our AI Companion Security whitepaper.  

Onboard AI Companion into your organization

Now that we’ve outlined some of the benefits of AI, you may wonder what’s involved when implementing an AI solution or be curious about how to use it. We know not everyone is an IT pro, so we created a few different resources to help you:

1. Our AI Companion onboarding center contains guides, demos, best practices, and training materials that you can download and share with your team.
2. Check out our guide to getting started with AI Companion.
3. This use case guide will walk you through how to deploy AI Companion in your nonprofit.
4. When you’re ready to try it out, here are some tips to help you write generative AI prompts.
5. Zoom Docs templates like these provide additional opportunities to stay organized and track everything in one place.

Empowering nonprofits to do more good

Ready to do more with Zoom this July?

Unlock new ways to work smarter, connect better, and stay ahead with this month’s power-packed lineup of live sessions. From insider updates to expert tips and open Q&As, we’ve got everything you need to sharpen your skills and get the most out of your Zoom experience.

Here’s what’s coming up:

📅 July 2: Zoom Workplace Open Office
Unlock the full potential of Zoom Workplace! Learn productivity tips, explore features, and bring your questions — our experts are ready to help.

📅 July 9: Zoom Phone Open Office
Master seamless communication with Zoom Phone. Join us to learn best practices, streamline call workflows, and get real-time support.

📅 July 10: What’s New at Zoom?
Catch up on everything Zoom released in June! Discover fresh features, key improvements, and how they can make your day-to-day smoother.

📅 July 16: Zoom AI Companion Open Office
Tap into the power of AI! Explore how Zoom AI Companion can support your work and boost efficiency — plus, get your questions answered live.

📅 July 23: Zoom Contact Center Open Office
Take customer experience to the next level. Learn more about Zoom Contact Center capabilities and ask anything during this interactive session.

Grow your knowledge, connect with experts, and make the most of Zoom — we’ll be right there with you. Can’t wait to see you this July!

💡Looking for more? Explore additional webinars, live product trainings, and on-demand content via the Customer Success Hub.

Customer expectations have never been higher, and businesses are feeling it. As consumers, we want a fast resolution to product or service issues when and where they arise. Anything less only leads to unnecessary frustration. Meeting these standards isn’t just vital; it’s what separates thriving brands from struggling ones. That’s where the power of AI comes in.

But while AI has incredible potential for customer experience (CX) transformation, simply implementing it isn’t enough. Many companies are falling short, frustrating customers and agents alike.  

In this post, we bring you into the era of agentic AI. We explore the shift from reactive chatbots that follow scripts to intelligent AI agents that reason, adapt, and act to solve complex challenges autonomously. Plus, we’ll share how Zoom brings agentic AI to life through  the next evolution of  Zoom Virtual Agent — an always-on, and proactive self-service solution that doesn’t just respond, but acts with purpose to solve customer needs.  

Why AI for CX matters more than ever

Did you know that customers will walk away from a brand after just one or two negative experiences? In a 2024 survey by Zoom, 63% of respondents said they would. Think about that for a second. All the time and money you’ve spent acquiring new customers can be undone by just one or two missteps. 

At the same time, consumers have more choices than ever before. Clever advertising and marketing are no longer enough to build lasting loyalty. It’s much more likely to be earned through every text, call, and chat with your brand. Every time you let a customer know their order has shipped or you answer their inquiry within minutes, you’re laying the foundation for a long-lasting relationship. Loyalty-building is where AI, when used effectively, can make an undeniable impact. It allows businesses to: 

• Deliver quick and personalized service that feels effortless.
• Scale support without compromising quality.
• Proactively solve problems, often before customers even notice them.
• But here’s the challenge: The way many organizations leverage AI today is outdated, leading to missed opportunities and disconnection. What’s the problem? It all comes down to the HOW of AI implementation.

The common pitfalls of AI in CX

If you’ve started integrating AI into your CX strategy, you might have already faced some of these frustrations along the way:

1. Static AI: Scripts and pre-programmed FAQs don’t allow flexibility in customer inquiries. If you word a question differently, customers may hit a dead end and find themselves in the dreaded “chatbot loop.”
2. Rule-based systems: While they are a step up, they require constant tweaking for complex, multi-step customer scenarios. It can be an ongoing manual effort that restricts your team’s ability to be nimble.
3. Siloed AI: Customers can feel disconnected and irritated when AI systems don’t share data across touchpoints. When one department doesn’t know what the other is doing, it leaves gaps in the service and insights generated.

These irritations disappoint customers and end up weighing down your teams. Agents face repetitive tasks and inconsistent data. Supervisors struggle to track performance holistically, while CX leaders lose the ability to come up with scalable strategies.

The result? Businesses fail to benefit from the efficiency and satisfaction improvements AI promised, only to be left with a costly bill. The good news: we’re entering a new era that clears the path forward and helps you with your AI implementation woes.

Enter the age of AI-first CX

To deliver what customers actually want, businesses need to go beyond traditional self-service methods. The future lies in smart, connected, and action-driven AI self-service solutions. Here’s how this new era of AI can transform CX for the better:

1. From automation to connection

Modern AI has moved beyond static chatbots. Today’s intelligent systems perform sophisticated tasks across channels, including voice, chat, and email. They don’t just answer questions; they can recognize patterns, adapt, and improve in real time. This sets the stage for more natural, conversational customer experiences.

In practice, this is how it could work for a restaurant: Instead of just listing menu items when a customer calls, an AI self-service solution could reserve a table, email dietary options, and use the opportunity to upsell a dessert. All seamless. All proactive.

2. Agentic AI unlocks new capabilities

The next frontier is agentic AI. This means moving beyond AI that simply supports agents to AI that takes autonomous actions, resolving issues for customers with minimal human involvement. Here’s what sets agentic AI apart:

• Reasoning: It analyzes a situation, understands customer context, and provides dynamic, relevant responses.
• Memory: It learns from past interactions to improve personalization.
• Action: It handles complex workflows end-to-end, like booking appointments, issuing refunds, or diagnosing technical issues.

Perhaps most exciting, agentic AI reduces the need for constant human oversight while delivering faster, scalable results.

CX analysts, such as Mila D’Antonio, predicted the rise of agentic AI earlier this year: “AI agents will become commonplace in CX, integrated within customer engagement platforms and handling low-value tasks autonomously.” It’s a rapid transformation that Gartner backs up with their prediction that agentic AI will resolve 80 percent of common customer service issues without intervention by 2029. 

3. Breaking down silos

Your customers expect seamless experiences across channels, or, in other words, a true omnichannel experience. But legacy systems often create fragmented interactions. Businesses can meet customers’ expectations and deliver continuity throughout their journeys by connecting AI platforms across marketing, sales, and operations.

For instance, imagine a customer who starts with a virtual agent query but has more questions. The customer’s query is seamlessly escalated to a call with a live agent—no repeating, no starting over. Post-call, they receive personalized follow-up emails unique to their query and situation. With integrated AI, all these systems work together to enhance the care you provide, turning a stressful interaction into a memorable experience your customer will want to share with others.

What if you could go a step further, leveraging insights from each interaction to continuously improve self-service, with minimal human involvement? This is where the next generation of Zoom Virtual Agent comes in.

Where does the next generation of Zoom Virtual Agent fit?

At Zoom, we’ve been at the forefront of this agentic AI transformation. The next-generation Zoom Virtual Agent takes CX to the next level. It’s more than a virtual agent; it’s an agentic powerhouse designed for today’s challenges. It delivers:

• Human-like conversations: It leverages natural language processing (NLP) to deliver personalized, empathetic responses tailored to each customer.
• End-to-end resolution: It reasons based on customer needs and priorities, autonomously taking action to resolve complex issues from start to finish.
• Proactive solutions: Zoom Virtual Agent doesn’t wait for the customer to outline every issue. It actively anticipates needs and delivers solutions.
• Seamless integration: It works effortlessly across the contact center and other enterprise workflows to create seamless handoffs to agents, data continuity, and stronger customer outcomes.

Rather than just putting out fires, Zoom Virtual Agent goes a step further to help build lasting customer relationships. By integrating with Zoom Quality Management, it can evaluate up to 100% of interactions across multiple channels, surfacing what went wrong and identifying opportunities to optimize each AI agent’s performance. This end-to-end integration is key because everything happens on one unified platform powered by AI. The result is a customer experience that’s consistent, fast, and accurate, which continuously improves over time. 

 Read more about Zoom Virtual Agent here.

Why CX leaders need to act now

If your business isn’t fully realizing the benefits of AI in your CX strategy, ask yourself:

• Are your customers met with frustration instead of solutions?
• Are your teams struggling to manage inefficiencies, repetitive tasks, and blind spots?
• Is your current AI leaving you with fragmented data or insights?
• Are you under pressure to scale support without scaling costs?

The right AI can turn around how your business operates, but the time is now. Customers certainly won’t wait. Competitors are moving forward. It’s time to rethink your CX strategy.

Take the next step – watch our webinar

Want to learn more about how AI self-service and agentic AI can transform your CX? Our latest webinar dives deep into the biggest challenges CX leaders face today and how Zoom Virtual Agent is changing the game.

Get ready for the new era of CX today. Sign up for the webinar now.

Original article posted in: Zoom Blog 

Say goodbye to generic meeting notes. With the latest enhancement to our AI Companion, you can now turn your meetings into tailored, actionable summaries—thanks to 11 purpose-built templates designed to match your specific meeting goals.

Whether you're conducting a team sync, preparing for a client review, diving into a problem analysis or conducting an online class to students, there's a template ready to fit the structure and tone you need. Ten templates are available right now with AI Companion, and for those using our Custom AI Companion add-on, you'll gain access to a special Problem, Root Cause & Solution (PRS) template—ideal for issue resolution workflows.

Pick a Template, Boost Your Focus

Customize your default summary template for all meetings, or switch it up depending on the conversation. Having a 1-on-1? There’s a format for that. Running a brainstorming session or retrospective? There’s a format for that too. Each template ensures your meeting output aligns with your intended outcomes.

Less Time Editing, More Time Doing

By aligning your summaries with your meeting type, you eliminate the need to manually reformat or rephrase notes. For example, selecting the PRS template instantly organizes your discussion into clearly defined sections—making it easier to communicate findings and next steps with stakeholders.

The right format helps you and your team stay on track, follow up faster, and keep everyone aligned without lifting a finger.

Referencing here the Knowledge Base article to learn more about Using Meeting Summary Templates and a Youtube video on Custom AI Companion: Meeting Summary Templates

Interested to learn more? Feel free to follow, share and join our Zoom Customer Success Hub! Discover and access our upcoming and on-demand events designed to enhance your Zoom experience, including live trainings, what's new sessions, open office hours, customer discussions, and more!

Get ready to explore, connect, and elevate your Zoom experience this June! We’ve lined up an exciting series of events designed to help you stay ahead, boost your productivity, and make the most of your Zoom tools. From discovering new features to getting expert guidance, there's something for everyone this month.

Here’s what’s happening:

📅 June 4: Zoom Workplace (Meetings + Productivity) Open Office
Want to turn routine meetings into high-impact collaborations? Join us to learn pro tips, discover new features, and explore smarter workflows with Zoom Workplace.

📅 June 5: What’s New at Zoom? 
Be among the first to explore our latest updates! We’ll walk through new features, improvements, and how they can streamline your day.

📅 June 11: Zoom Phone Open Office
Take your communications to the next level! Learn how to optimize Zoom Phone with expert tips for seamless call handling and efficient workflows.

📅 June 12: Zoom Contact Center Insights – June Optimization Deep Dive
Dive into powerful features and strategies to help you get the most from your Zoom Contact Center setup.

📅 June 18: Zoom AI Companion Open Office
See how Zoom AI Companion can help you work smarter — not harder. Join us for a live Q&A and discover ways AI can support your day-to-day.

📅 June 25: Zoom Contact Center Open Office
Explore best practices, key features, and customer engagement strategies to maximize impact with Zoom Contact Center.

📅 June 25: From Implementation to Impact: Campus Insights on Zoom AI Companion
Hear firsthand from two education customers about how they adopted Zoom AI Companion, tackled real challenges, and delivered real results.

Don't miss your chance to learn, grow, and lead with Zoom this June. We’re excited to see you there!

💡Interested in other webinars, live product trainings or on demand content? Visit the Customer Success Hub to learn more.

Hey Zoom Community!

We're thrilled to introduce our latest update: AI-generated Virtual Backgrounds! 🌟 Now, creating the perfect backdrop for your Zoom calls has never been easier.

Here's how it works: Within the virtual background selection window, eligible users can now access the generate custom background feature. Simply choose from preset options or describe the background you envision, and our AI model will work its magic to bring your vision to life! 🎨✨

Whether you're dreaming of a serene beach scene, a bustling cityscape, or something totally out-of-this-world, our AI-generated backgrounds have got you covered. Plus, with multiple images to choose from, you're sure to find the perfect fit for any occasion.

But that's not all! Admins can also manage this feature through account and group-level settings, ensuring seamless integration into your organization's Zoom experience. 💼✨

So, why wait? Try out our AI-generated Virtual Backgrounds today and elevate your Zoom calls to a whole new level of creativity and professionalism! 

Background & Effects> Virtual Backgrounds> Generate

Concerned about how Zoom AI Companion features handle your data?  Please refer to this comprehensive guide for more information.