Meeting Notes

What do we need before we launch it?

Essential

• Type of meeting included and excluded.
• Applicable information or consent.
• Recording, transcription and conservation policy.
• Summary templates and decision criteria.
• Destination systems and permits.
• People who validate agreements and actions.
• Treatment of confidential or sensitive meetings.

Highly recommended

• Terminology, names and projects.
• Examples of good resumes.
• Tasks and deadlines conventions.
• Different rules for internal, commercial and customer meetings.
• Policy on external participants.

How we implant it

1. Select a type of recurring meeting.
2. We define information, permissions, template and retention.
3. We do a pilot with authorized meetings.
4. We review accuracy, utility and distribution risks.
5. We connect only the necessary destination.
6. We are participants and reviewers.
7. We expand to new formats when governance is proven.

Human supervision and boundaries

The agent can

• Transcribe and summarize.
• Identify decisions and tasks.
• Propose responsibility or deadlines.
• Prepare versions for recipients.
• Create follow-ups after approval.

Agent can't

• Record without information or authorization.
• Turning an inference into an agreement.
• Distribute the full transcript by default.
• Retain content longer than necessary.
• Incorporate sensitive information into the general database without purpose.

Stop and scale when

The meeting is excluded, there are uninformed participants, the audio is ambiguous, sensitive data appears, a task can generate an external commitment or the destination does not have the appropriate permissions.

Sources and possible connections

Meeting platforms, audio or video files, calendars, project managers, CRM and repositories. It can feed Project Pulse, Client Update, Proposal Builder and Knowledge Guide.

How do we measure if it adds value?

• Time between meeting and summary reviewed.
• Accuracy of names, dates and decisions.
• Tasks with responsible and confirmed deadline.
• Corrections before distribution.
• Follow-ups closed or reviewed on time.
• Compliance with permits and retention.
• Reduction of discussions about what had been agreed upon.

For whom does it make sense?

It can fit if

• There are recurring meetings with follow-up.
• The notes depend on one person.
• Agreements and tasks are lost between tools.
• It is necessary to prepare internal and client versions.
• You want to govern recording and memory, not just activate it.

It’s not the first step yet.

• There is no policy on recording or transcription.
• Meetings systematically process information that does not need to be recorded.
• No one will review decisions and tasks.
• The main problem is the excess of meetings, not the documentation.

Knowledge Foundation and adoption

The base includes meeting type, participants, projects, terminology, templates, permissions, retention and tracking systems. Not all notes should feed corporate knowledge: it defines what can become memory and what should be limited.

onboarding explains when it is activated, how it is reported, how an attribution is corrected, and who validates before creating commitments.

Frequently Asked Questions

Do you always have to record?

No. It can work with an existing transcript or notes. There are meetings where it is not suitable to record.

How are participants informed?

The circuit incorporates the notice or consent that corresponds according to the tool, context and policy of the organization.

Do you create tasks automatically?

It can do so after review or only for very delimited task types. Ambiguous assignments are pending.

Can you summarize in several languages?

Yes, but names, terminology and sensitive decisions must be reviewed.

Is the recording preserved?

Only during the term and with the defined accesses. The system may retain the abstract and remove or restrict the original material as per policy.

How much does it cost and how long does it take?

It depends on the types of meeting, languages, volume, integrations and data requirements. The pilot begins with a recurring format and a specific destination.

Closure and conversion

What agreement is most often lost between the meeting and the next action?

Tell us what meetings you want to document, what should come out of them, and where they should come from. We will build a useful and proportional circuit, with memory only where it provides value.

Direct contact hello@karmina.ai