AI Meeting Notes & Action Tracker

Overview

A 200-person company was drowning in meetings. Nobody took good notes, action items disappeared into the void, and teams had recurring meetings just to re-establish what was decided in previous meetings. We built an AI meeting assistant that joins every call, generates structured summaries within minutes, extracts action items with assigned owners and deadlines, and pushes them directly into Asana/Jira/Notion. It also detects decisions, open questions, and risks from the conversation.

The Challenge

Meeting conversations are messy — people interrupt, topics drift, action items are implied rather than stated, and different people use different words for the same thing. The AI needed to handle cross-talk, distinguish between brainstorming and decisions, identify implicit action items, and attribute them to the right person even when names weren't explicitly mentioned.

Our Approach

We built a real-time transcription pipeline with speaker diarization, feeding into an LLM that understands meeting dynamics. The model is trained to distinguish between discussion, decisions, action items, and open questions. Each meeting produces a structured output: executive summary, key decisions, action items (with owner, deadline, and context), open questions, and follow-up topics. Everything syncs to the team's project management tool within 5 minutes of meeting end.

Key Features

• Auto-join scheduled meetings across platforms
• Real-time transcription with speaker identification
• Structured summary generation in under 5 minutes
• Action item extraction with owner and deadline detection
• Decision and open question tracking
• Project management tool sync (Asana, Jira, Notion)
• Searchable meeting archive with AI-powered search

Results

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