Tips & Best Practices

Get better results from both Multi-Meeting Search and OptiAgent with clear prompting and smart mode choices.

These tips apply to both Multi-Meeting Search (homepage) and OptiAgent (recording page). The underlying AI is the same. Better prompts get better results everywhere.

Be Specific

The more specific your question, the better the answer.

Instead of...	Try...
"What happened?"	"What did we agree on regarding the deadline for the proposal?"
"Tell me about the meeting"	"What were the three main action items?"
"What did they say?"	"What feedback did Sarah give about the pricing model?"

Name People Explicitly

The AI identifies speakers in the transcript. Use names or email addresses for precise results:

"What did Thomas say about the timeline?"
"Summarize Maria's concerns from the last two meetings"
"What has john@company.com committed to delivering?"

If there's ambiguity (e.g., multiple people named "Albert" in your meetings), the AI will ask you to clarify.

Specify Time Ranges

Help narrow results by adding time context:

"In the last month"
"Since January"
"From Q1 this year"
"In the last 3 meetings with [company]"

Tell It What to Do

For faster, more targeted results, specify the action or tool you want:

"Search the internet for recent news about [company]"
"Check our CRM for the current deal stage with [company]"
"Look at the last 5 meetings with this client"
"Draft an email to [person] confirming next steps"
"Generate a report on all client interactions this quarter"

Choose the Right Mode

Mode	Use when...
Fast	Quick factual lookups, simple questions, single-meeting tasks
Smart	Complex analysis, multi-step tasks, cross-meeting research, structured data (CSVs, tables)

When working with structured data (CSVs, tables, spreadsheets), always use Smart mode. Fast mode is not designed for complex data processing.

Chain Multiple Actions

You can ask for multiple things in a single prompt:

Search all meetings with [company] from this quarter, summarize 
the key decisions, and draft an email to their team proposing 
a quarterly review meeting.

The AI will execute each step in sequence.

Deep analysis across many meetings may take 2 to 5 minutes. Don't interrupt long-running queries. The AI will deliver a complete answer. This is especially relevant for Multi-Meeting Search queries that span dozens of meetings or pull from multiple integrations.

Limitations to Keep in Mind

Transcript-based: The AI processes spoken content, not chat messages or emoji reactions
Shared screen content: Lower weight than spoken words. If something was only shown on screen (not spoken aloud), results may be less reliable
PDF/image attachments: Processed via image models. OCR inaccuracies are possible for handwritten or low-quality documents