AI Meeting Follow-up for a Public Sector Institution

The Challenge

Meetings were where the institution’s project, management and operations teams agreed how work should move forward. What came out of them was captured in meeting notes, transcripts or related correspondence, and these records were what people had to go back to once the meeting was over.

Afterwards, it was often unclear from those notes which decisions had actually been taken and which tasks belonged to whom. Decisions could be hard to pick out, open actions were not always linked to a responsible person or a deadline, and different participants could leave with different understandings of what had been agreed. The quality of follow-up suffered as a result.

The Solution

With cognipeer Studio, our team configured an AI workflow that worked from the written record of each meeting. It analysed the meeting notes, transcripts or related correspondence to identify the decisions that had been made, the actions still open, the people responsible for each one and the deadlines that applied.

The results were organised into a structured summary and shared with the relevant team, so everyone involved worked from the same account of what had been decided and who was doing what. Where a team wanted it, the workflow also prepared a draft for transfer into its task management system. This step was optional, and the team checked the draft before anything was added, so the task list remained theirs to manage.

Implementation

1. Set the inputs. We configured the workflow to take meeting notes, transcripts and related correspondence as its source material.
2. Configured extraction. The workflow identified decisions, open actions, responsible people and deadlines in each set of notes, transcripts or messages.
3. Shaped the summary. Extracted items were organised into a structured summary and shared with the team concerned.
4. Offered task drafts on request. Where a team asked for it, the workflow prepared a draft for transfer into the team’s task management system.

Business Impact

Meetings led to a clear record of what had been agreed. Teams no longer had to reconstruct decisions from the notes alone, and open actions were listed with the people responsible and the deadlines that applied, making it easier to see what had moved forward and what still needed attention. Ownership of work was clearer from the start, and the quality of follow-up improved across project, management and operations teams.

• Less uncertainty after meetings about what had been decided and what came next.
• Better follow-up on open actions and their deadlines.
• Clearer ownership of work, with a responsible person identified for each action.
• Task entries left with the teams, with drafts prepared only where a team asked for them.

Technology Behind the Solution