AI-Powered Meeting Intelligence & Knowledge Management
Deploy AI to capture, summarise, and make searchable every meeting and conversation — reclaiming 5-8 hours per employee per week lost to meeting overhead.
Transformation
Before & After AI
What this workflow looks like before and after transformation
Before
Employees attend 15-25 meetings per week, spending 30+ hours in meetings. Meeting notes are inconsistent — some attendees take detailed notes, others none. Action items get lost between meetings. Institutional knowledge from discussions is not captured. New team members lack context from past conversations.
After
AI records, transcribes, and summarises every meeting automatically. Key decisions, action items, and commitments are extracted and tracked. All meeting content is searchable — find any past discussion in seconds. New team members can catch up on project history by reading AI summaries.
Implementation
Step-by-Step Guide
Follow these steps to implement this AI workflow
Select Meeting AI Platform
1 weekEvaluate meeting intelligence tools (Otter.ai, Fireflies.ai, Gong, Grain, Microsoft Copilot). Key criteria: transcription accuracy for your languages/accents, calendar integration, security certifications, and team collaboration features. Consider data residency requirements for your region.
Configure & Integrate
1 weekConnect meeting AI to your calendar (Google/Outlook) and video conferencing (Zoom/Teams/Meet). Configure: automatic joining, recording policies, transcription languages, summary formats, and action item extraction rules. Set up integrations with project management tools (Asana, Jira, Monday).
Establish Meeting Policies
1 weekCreate company policy for AI meeting recording: opt-in vs. opt-out, external meeting rules, sensitive meeting exclusions, and data retention. Communicate to all employees. Address privacy concerns proactively. Ensure compliance with local recording consent laws.
Roll Out to Teams
2 weeksStart with willing pilot teams (typically sales, product, or project management). Train on using AI summaries, searching past meetings, and following up on action items. Collect feedback on summary quality and workflow impact.
Scale & Build Knowledge Base
OngoingExpand to all teams. Build a searchable meeting knowledge base organised by project, team, and topic. Connect meeting insights to your wiki/documentation system. Track: meeting time reduction, action item completion, and knowledge reuse metrics.
Tools Required
Expected Outcomes
Save 4-6 hours per employee per week on meeting-related overhead
Capture 100% of meeting decisions and action items (vs. ~40% manual)
Reduce follow-up meetings by 30% through better documentation
Enable instant search across all historical meeting content
Accelerate new employee onboarding by 40% with meeting history access
Solutions
Related Pertama Partners Solutions
Services that can help you implement this workflow
Frequently Asked Questions
Most jurisdictions require all-party consent for recording. Meeting AI tools typically handle this by: announcing the bot's presence when joining, allowing participants to opt out, and providing clear recording indicators. Build this into your company policy and communicate it clearly. Exclude sensitive meetings (HR, legal, board) as needed.
Modern transcription tools achieve 90-95% accuracy for clear English audio. Accuracy varies with: speaker accents, background noise, technical jargon, and multiple speakers. For Southeast Asian business contexts (multiple accents, code-switching), accuracy may be 85-90%. Most tools improve over time as they learn your team's vocabulary.
Ready to Implement This Workflow?
Our team can help you go from guide to production — with hands-on implementation support.