Fireflies

Description

The Minerva Group has implemented the use of Fireflies, a note-taker application. Fireflies is an AI tool that ‘listens’ to our meetings, transcribes and takes notes for us. We will save these notes and share them with other meeting participants, as further outlined in this SOP, to document the conversation, any decisions made and any action items identified.

Objectives

Fireflies is being implemented to:

• Create notes from client and other important meetings so we have documentation that the meeting took place, what information was shared, what decisions were made, and what action items were identified and assigned.
• Allows us to be more present and engaged during client meetings by not having to take notes.  Free your brain!
• Improve communication and collaboration with clients through the sharing of these notes.
• Increase transparency of our services and demonstrate the value we are providing for our clients.

Procedures

Employees are required to use Fireflies for monthly financial review meetings, training sessions and other regular client meetings as may be defined in the client’s engagement with The Minerva Group. Also, use of Fireflies is required for any client meetings where we know important initiatives or decisions are being discussed. The notes from these meetings are to be 1) shared with meeting participants via email and 2) saved as a “Contact Activity” in Financial Cents. TMG supports and encourages the use of Fireflies for all client meetings.

All employees are encouraged to utilize Fireflies for any meeting they conduct or attend.

Steps:

1. Click through the invitation you’ll receive to join TMG’s Fireflies account.  Review the settings and turn on Auto-join calendar events.  Also turn on “automatically request access to private meetings.”

1. At the beginning of a meeting, inform all participants that Fireflies, an AI notetaker, is being used (this is a legal requirement).
2. At the end of the meeting, Fireflies will send you an email with a link to the meeting summary.
3. Review and edit the notes to be shared as may be appropriate.
4. Copy the notes from Fireflies and paste them into a Contact Activity in Financial Cents with the meeting date as the activity date.
5. Paste the same notes into an email to send to all meeting participants.  Send these notes along with a request for participants to notify you of any corrections or revisions they may have.  Inform all that any action items will be created as Tasks in Financial Cents.
6. Create tasks in Financial Cents for all action items.  Client action items should be created as Client Tasks. Any items due from internal team members should be created as a Task in the appropriate project in Financial Cents.

Manually Add Fireflies to a Meeting

Manually adding Fireflies to a meeting is a multi-step process.  Ideally, your Fireflies settings will be “join all meetings with web-conf.”  However, if you need to manually add Fireflies, please follow these steps.

Steps:

1. Open the meeting invitation in your calendar and copy the link for the meeting.  For a Google Meet it will look something like: meet.google.com/jzf-qqot-xyv.  For a Zoom meeting it may look something like:  https://woodard.zoom.us/w/83386897048?tk….
2. Open the Fireflies website and sign-in.  (app.fireflies.ai)
3. Click on “Add to live meeting” in the upper right of the screen.
4. Provide a name for the meeting then paste the meeting link.
5. Click Start Capturing.

From here, different meeting tools may have slightly different next steps.  Within the meeting, you may have to “Admit” Fred@Fireflies.   If possible, view the list of meeting participants within the meeting to confirm Fred@Fireflies is in attendance.