01 / Problem
After a meeting, all important agreements had to be found and recorded again.
After the conversation, the notes or recording had to be reviewed, a summary written, tasks assigned and an email prepared. This often took considerable time.
If the review came too late, an important agreement could be forgotten or it might be unclear who needed to take the next step.
- 01
Reopen the notes or recording
- 02
Write the summary manually
- 03
Identify tasks and accountable people
- 04
Update the client data
- 05
Write an email with the next steps
02 / What we wanted to achieve
We wanted agreements and tasks to be prepared quickly, while ensuring that nothing is sent to the client or entered into the CRM without human review.
03 / Solution
One recording becomes a clear summary and list of next steps.
The system prepares several separate drafts. This makes it immediately clear what is information, what is a task and what needs to go into an email.
- 01
Converts speech to text
Converts the recording into a searchable transcript.
- 02
Identifies agreements
Separates key decisions, open questions and committed tasks.
- 03
Prepares drafts
Writes a summary, task list, CRM draft and email draft.
- 04
A person reviews
Matej checks that the facts, responsibilities and tone are correct.
- 05
Saves or sends
Only drafts approved by a person are used.
Where a person reviews the work
- the source meeting transcript can always be reviewed
- facts, agreements and open questions are kept separate
- the correct client and contact are verified before entry
- the email remains a draft until a person approves it
04 / Result
Next steps are prepared faster, while the email is not sent without review.
Work that previously took approximately two hours now requires approximately ten minutes of review for a typical meeting. The system organizes the information, while a person confirms what is accurate.
Summaries and tasks follow a consistent format, making them easier to find and understand later.
The system prepares drafts, and Matej reviews the facts and next steps before use.
It can prepare a summary, tasks, a CRM draft and an email draft from the same recording.
What changed for the team
- next steps are produced faster after the meeting
- less need to replay entire recordings
- responsibilities and open questions are separated more clearly
- the email remains personal because a person reviews it
05 / Important considerations
What needs to be considered.
- If the recording is poor or the agreement is unclear, the draft will also be incomplete.
- The system does not send important messages without human review.
- Before entering data into the CRM, the correct person and any existing record must be verified.
Case study: The time is a comparison between manual preparation and review of automatically prepared materials.