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Read.ai

Read.ai

Discover how Read.ai enhances reading efficiency and comprehension through innovative technology and smart insights.

InvestorKit Read.ai SOP and Training Program

1. Purpose

This document outlines how Read.ai is used within InvestorKit, including access controls, setup, usage guidelines, and training resources. It is intended for leadership and any additional team members who are explicitly authorised to use Read.ai.

2. Scope and Access

2.1 Access Restriction

Access to Read.ai is restricted to:

  • InvestorKit Leadership Team; and
  • Additional users explicitly approved by Leadership where meeting insights, analytics, or transcription are required for their role.

Team members must not:

  • Create their own Read.ai accounts using InvestorKit credentials; or
  • Connect Read.ai to their InvestorKit Google Workspace account without prior written approval from Leadership.

All new access requests and changes must be approved by Leadership and configured by Operations/IT.

3. Overview of Read.ai at InvestorKit

Read.ai is utilised at InvestorKit to enhance meeting productivity, transparency, and collaboration. It provides real-time insights, automatic transcription, and structured post-meeting reports so that teams can focus on discussions and decision-making rather than note taking.

By leveraging Read.ai, InvestorKit aims to:

  • Optimise meeting processes
  • Improve team communication and follow-through
  • Support more efficient and informed decision-making across the organisation

4. Current Use and Key Functions

Read.ai is integrated with Google Workspace and, for authorised users, automatically joins selected calendar events as a notetaker. Once added to a meeting, it captures content, identifies action items, and provides analytics to improve communication and performance.

Function
Description
Meeting Transcription
Accurate, automatic transcripts from authorised internal and client meetings
Action Item Tracking
Detection and highlighting of key follow-ups and responsibilities
Engagement Analysis
Insights into sentiment, speaking time, and team participation patterns
Meeting Reports
Structured summaries with key points, speaker breakdowns, and decisions
Calendar Integration
Connection to Google Calendar for authorised users and automatic joining of selected meetings

5. Access and Setup

5.1 Requesting Access (Team Members)

If a team member believes their role requires Read.ai, they must:

  1. Discuss the requirement with their Manager and an InvestorKit Leadership member.
  1. If endorsed, submit an email to helpdesk@investorkit.com.au including:
      • Full name and role
      • Business justification for Read.ai access
      • Types of meetings they intend to use Read.ai for (e.g. internal leadership meetings, client strategy meetings)
  1. Leadership will review and approve or decline the request based on business need, privacy, and compliance considerations.

No access or setup will occur until Leadership approval is confirmed.

5.2 Enabling Read.ai (Admin / IT Process)

The following steps are performed only for approved users by Operations/IT or a designated admin:

  1. Navigate to:

      2. https://www.read.ai/google-notetaker

  1. Connect the authorised user’s InvestorKit Google Workspace account to Read.ai (either directly or in a guided session).
  1. Confirm that calendar and meeting access settings are aligned with InvestorKit privacy, security, and data-handling policies.
  1. Verify that Read.ai is configured to join only appropriate meetings that the authorised user owns or hosts.
  1. Confirm that the notetaker bot behaves as expected in test meetings and that reports are available to the authorised user.

Once configured, Read.ai will work in the background for that account unless removed or disabled.

Team members must not independently enable or modify Read.ai settings without Admin/IT oversight.

5.3 Calendar Behaviour

For authorised users:

  • Read.ai may be automatically added to meetings they create, depending on configuration.
  • The user should review their calendar to ensure only appropriate meetings are recorded and transcribed.
  • Read.ai must not be used in contexts where recording is not permitted by law, by client agreement, or by InvestorKit policy.

6. Read.ai Training Program

The following sections guide authorised users and leadership through how to use Read.ai effectively inside InvestorKit. This includes how meetings are captured, how insights are reviewed, and how Read.ai contributes to communication and decision-making.

6.1 Introduction to Read.ai

Read.ai is an AI-powered meeting intelligence platform that joins meetings as a notetaker bot for authorised users.

It provides:

  • Automatic transcription
  • AI-generated summaries
  • Action items and follow-ups
  • Engagement and sentiment analytics
  • Speaker participation insights
  • Enterprise-level security and admin controls

This training program ensures authorised users understand how Read.ai behaves in meetings, how to interpret insights, and how to integrate reports into workflows.

7. Using Read.ai in Meetings

7.1 How the Notetaker Joins

For authorised InvestorKit accounts:

  • Once enabled, Read.ai automatically joins any meeting created by the authorised user unless disabled manually.
  • If the user is invited to a meeting hosted by someone else, the user must manually add the Read.ai Notetaker if appropriate and compliant.

What Users Will See

In Google Meet, Zoom, or Teams, the bot appears as:

“Read.ai Notetaker”

Participants should be informed that a transcription tool is present.

The notetaker captures:

  • Audio
  • Live transcription
  • Participation metrics
  • Chat (platform dependent)

Admin controls ensure the bot is only active for authorised users.

7.2 When to Use Read.ai

Read.ai is recommended for:

  • Leadership meetings
  • Strategic meetings
  • Internal planning sessions
  • Client sessions where consent has been obtained
  • Retrospectives and action-oriented discussions
  • Training or onboarding sessions

Read.ai must not be used for:

  • Meetings where recording/transcription is restricted
  • Legal, HR, or disciplinary discussions
  • Sensitive external calls without explicit consent

8. Interpreting Read.ai Insights

After a meeting concludes, authorised users receive:

  1. AI Summary
      • High-level overview of meeting purpose, decisions, risks, and outcomes.
  1. Key Topics
      • Breakdown of main discussion themes with timestamps.
  1. Action Items
      • Automatically extracted tasks with owners, deadlines (if mentioned), and context.
  1. Sentiment & Engagement Analytics
      • Participant speaking time
      • Sentiment shifts
      • Energy and engagement throughout the meeting
  1. Transcript
      • Timestamped and searchable transcript with speaker labels.

8.1 How to Read the Summary

The summary consists of:

  • Overview paragraph
  • Bullet-point highlights
  • Key decisions
  • Follow-up requirements
  • Risks or blockers

Use this to quickly brief anyone unable to attend or to guide weekly alignment discussions.

8.2 How to Use Action Items

  • Review automatically generated tasks
  • Confirm accuracy (AI may occasionally misinterpret)
  • Assign owners if not captured correctly
  • Add tasks to Asana, Monday.com, or your internal workflow system as needed

Action items should be reviewed at team planning sessions.

8.3 Understanding Sentiment & Participation

Sentiment trends highlight:

  • Agreement
  • Confusion
  • Friction
  • Engagement drops

Participation insights help identify:

  • Dominant speakers
  • Underrepresented voices
  • Facilitation improvements

Leadership can use these insights to improve meeting structure and communication.

9. Advanced Read.ai Enterprise Features

As part of InvestorKit’s enterprise environment, users may have access to the following capabilities.

9.1 Workspace-Level Insights

Leadership and Admins can access aggregated data:

  • Organisation-wide communication trends
  • Participation patterns across teams
  • Meeting load analysis
  • Themes and topics by department

These insights assist in:

  • Resource planning
  • Workflow improvements
  • Identifying communication gaps

9.2 Role-Based Access Controls

Enterprise admins can set:

  • Who can host the notetaker
  • Who can enable/disable analytics
  • Data retention policies
  • Meeting visibility permissions
  • Workspace-level sharing rules

Users should not modify any workspace settings unless authorised.

9.3 Customisable Meeting Templates

Enterprise may include:

  • Custom summary formats
  • Custom action item tags
  • Custom project categories
  • Team-specific insight configurations

These templates standardise reporting across InvestorKit.

10. Practical Application Scenarios

10.1 Leadership Meetings

Use Read.ai to:

  • Capture decisions
  • Identify recurring blockers
  • Track execution against commitments
  • Improve facilitation using sentiment trends

10.2 Client Meetings (With Consent)

Use summaries to:

  • Document client requirements
  • Track commitments
  • Review disagreements or clarification points
  • Share follow-up notes

Client-facing usage must always include verbal or written consent.

10.3 Team Retrospectives

Use analytics to:

  • Review communication patterns
  • Identify contributors
  • Highlight cycle frustrations or morale issues
  • Improve sprint planning and post-mortems

11. Mobile Usage and On-the-Go Insights

11.1 What Users Can Do on Mobile

On the Read.ai mobile app, authorised users can:

  • Review summaries
  • Read transcripts
  • Check action items
  • Share reports
  • Look up past meetings
  • Receive notifications when a summary is ready

11.2 Installation Requirements

  • Only authorised users may install the app and log in.
  • Personal devices must meet InvestorKit’s security requirements.
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