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AI & BI use case · Generative AI

Meeting & Minutes Assistant

Automatically summarize meetings, extract action items and file minutes in a structured way.

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What it's about

Minutes are often incomplete or never written, causing decisions and tasks to get lost. The assistant creates structured summaries with clear ownership from recordings, while sensitive content stays protected through EU hosting and access control.

  • More complete and consistent minutes.
  • Clearer tracking of action items.
  • Less time spent by participants.
Business case & ROI
−70 %

Time for minute-taking

4 Wo.

Time to value

95 %

Action items correctly assigned

2x

More documented meetings

Based on average time for manual minute-taking per meeting multiplied by meeting count.

How we do it
  1. 01

    Requirements analysis

    Define meeting types and confidentiality levels.

  2. 02

    Tool integration

    Integrate with video conferencing and calendar systems.

  3. 03

    Summarization logic

    Templates for decisions, action items and open points.

  4. 04

    Privacy review

    Ensure GDPR-compliant storage and access control.

  5. 05

    Pilot & rollout

    Trial phase in selected teams, then broad rollout.

5

Steps

6

Data sources

4

Stakeholders

From first data access to production – every step delivers a tangible interim result.

Data typically needed

Meeting recordings

Audio or video recordings as the basis.

Calendar data

Attendees, agenda and scheduling context.

Project management tools

Integration for automatic task creation.

Past minutes

Reference for format and level of detail.

Roles & permissions concept

Access control for confidential meetings.

Consent management

Proof of consent for recording.

Stakeholders

  • Project teams

    Clear task overview without extra effort.

  • Managers

    Better traceability of decisions.

  • Administrative staff

    Relief from manual minute-taking.

  • Data protection officers

    Controlled, GDPR-compliant recording.

Typical business value
01

More complete and consistent minutes.

02

Clearer tracking of action items.

03

Less time spent by participants.

04

Better traceability of decisions.

05

Faster knowledge sharing with absent colleagues.

The data platform advantage

With a solid data foundation this use case gets faster, cheaper and far more stable.

Integration with existing calendar and video systems reduces effort.

A central permissions model protects confidential content.

EU hosting infrastructure meets compliance requirements.

Integration with project management tools automates task tracking.

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Synergies & positive side effects

Internal enterprise GPT

Minutes become part of the searchable knowledge base.

Knowledge management & onboarding

New employees gain context from past meetings.

Agentic workflows

Identified tasks can be processed automatically downstream.

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