Enhancing Meeting Productivity with AI and Smart Audio | Te Kamo High School

Overview

Pauline Thomson, Personal Assistant to the Principal at Te Kamo High School in Whangārei
and Secretary for Te Manihi Tumuaki Northland Principals, manages minutes for a range of
meetings, from board sessions to leadership huis with up to 30 attendees. Her dual roles
require accurate, detailed records of lengthy and often complex discussions.

The Challenge

Manual note-taking was a constant source of pressure. Pauline often had to transcribe long
all-day hui’s, capturing input from multiple speakers. Even when using her phone to record,
the sound quality in large or echoey rooms was inconsistent and resulted in lost detail and
added stress.

“Some of these meetings go all day and I’d be relying on my phone to pick everything up,
which wasn’t very reliable, especially in larger rooms.” ~ Pauline. Common issues included
missed or inaccurate meeting details, poor audio pickup, difficulty identifying speakers and
time-consuming manual processes

The Solution

New Era Technology responded with a bundled solution tailored to Pauline’s workflow. The
setup included:

• Two Jabra Speak2 75 Speakerphones: These portable, wireless speakerphones deliver
  crystal-clear audio pickup across large rooms, ensuring every word is captured
  clearly. “The speakerphones were perfect - they picked up everything in the room.”
• Google Gemini (Paid License): This AI-powered tool transcribes meetings in real
  time, generates summaries, and creates structured outputs, reducing the need for
  manual note-taking. Importantly, because Gemini is part of the school’s existing
  Google Workspace for Education environment, all data is securely stored within their
  domain. This gives added peace of mind, avoiding the risks of storing sensitive
  meeting notes in third-party platforms.

The Results

This simple yet powerful setup transformed Pauline’s meeting workflow:

• Improved transcription accuracy
• Reduced stress and manual effort
• Greater focus during meetings
• Clear, reliable records for leadership and compliance

From day one, the solution was easy to use and required minimal setup, giving Pauline peace
of mind before, during, and after meetings. “It was so easy to get started. Everything just
worked.”

The Bigger Picture: AI’s Role in Schools

While Pauline is still exploring everything Gemini can do, the potential is clear. Beyond
meeting support, Gemini’s AI capabilities offer future applications for educators and
students, like personalised lesson plans, student support, and efficient report writing.
Pauline encourages other schools and education administrators to explore AI-powered tools
and smart audio solutions. Especially those with admin-heavy roles like PAs and office
managers.

A Strong Partnership

“I really like that I can ask New Era a question and they always find a solution.” ~ Pauline.
At New Era, we don’t just install technology, we partner with schools to understand their
pain points and recommend the best-fit solutions. With nationwide coverage and responsive
support, we’re here for the long haul.

Ready to Work Smarter?

If you'd like to learn more about Jabra speakerphones or how Google Gemini’s paid license
could support your team, speak with one of our experts today.