Role-Based Programme
RB1017

Fireflies.ai for Administration & Facilities

Smarter Meetings, Vendor Coordination & Facility Operations

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Duration
8 Hours
Level
Basic
Delivery
Instructor-Led
Format
Workshop

Programme Objectives

  • Build foundational proficiency in using Fireflies.ai to capture, organise, and review Administration & Facilities meetings.
  • Apply AI-generated summaries and action tracking to improve vendor coordination, maintenance follow-up, workplace services, and facilities operations.
  • Use AskFred, Smart Search, and Topic Trackers to retrieve historical decisions, recurring issues, commitments, and operational concerns.
  • Develop repeatable meeting-to-action workflows that improve documentation, ownership, planning, and follow-through.
  • Apply appropriate confidentiality, recording-consent, accuracy, and human-review practices when handling workplace and facilities information.

Tools covered

Fireflies.aiAI NotetakerFireflies NotepadAI Meeting SummariesAskFredSmart SearchTopic TrackersTasks FeedDaily DigestMeeting & Task Integrations

Who should attend

  • Administration Executives
  • Administration Managers
  • Facilities Executives
  • Facilities Managers
  • Workplace Operations Professionals
  • Office Administration Professionals
  • Workplace Experience Teams
  • Facility Operations Coordinators
  • Vendor Management Professionals
  • Maintenance Coordinators
  • Corporate Services Professionals
  • Site Administration Teams
  • Administration & Facilities Team Leads

Prerequisites & Participant Readiness

  • Basic understanding of Administration or Facilities activities
  • Familiarity with vendor meetings, maintenance reviews, workplace services, or site coordination
  • Basic computer and internet proficiency
  • Familiarity with virtual-meeting platforms is helpful
  • No AI, technical, or programming knowledge required
  • No previous Fireflies.ai experience required

TOC Modules

Concepts
  • Understanding Fireflies.ai as an AI meeting intelligence and notetaking platform
  • Understanding the Capture → Transcribe → Summarise → Analyse → Act workflow
  • Identifying relevant meetings such as vendor reviews, maintenance discussions, facility planning, and workplace-service meetings
  • Understanding transcripts, summaries, action items, and meeting intelligence
Practical activities
  • Exploring the Fireflies workspace and meeting Notepad
  • Reviewing a sample Facilities meeting transcript and AI-generated summary
  • Identifying issues, decisions, responsibilities, and follow-up requirements

Scenarios

Vendor & Maintenance Review to Action Tracking

Vendor / Maintenance Meeting → Fireflies Capture → AI Summary → Issues & Commitments → Action Owners → Task Management → Follow-Up

Participants use Fireflies.ai to convert vendor and maintenance discussions into structured actions, owners, deadlines, and follow-up tasks, helping improve documentation, vendor accountability, and facility-service efficiency.

Recurring Facility Issues to Management Visibility

Multiple Facility Meetings → AskFred / Topic Trackers → Recurring Issues → Pending Actions → Blockers → Weekly Facilities Brief

Participants analyse meeting history to identify repeated maintenance concerns, service delays, unresolved actions, and operational blockers, producing a concise management summary for improved facilities planning and prioritisation.

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