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Example: Meeting notes

Every meeting ends with who does what, and by when.

After a meeting it reads the transcript, lists what was decided and who agreed to do what by when, and drafts the follow-up email. Anything without a clear owner or date is flagged for you, and nothing goes out until you approve it.

By hand

Writing up meeting notes. About 20 minutes each time, every time it comes up.

With a build

Handled for you, and nothing reaches a customer in words you have not approved.

What a diagnostic would check first

The diagnostic decides what gets built, or whether anything should. What follows is one way it could look.

  1. Which meetings end without clear owners and dates
  2. Where action items go today, if anywhere
  3. Who writes the follow-up and how long it takes

One way it could look

Open the working example

Quick look. The full example has every screen. Made-up nonprofit, meeting and people. In this demo the transcript is read by fixed phrase rules, not a live AI call. Nothing is sent from this page.

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How it would work

  1. Step 1

    The transcript comes in

    From a Zoom or Google Meet recording, or notes pasted into a Google Doc. Speaker names come with it.

  2. Step 2

    It pulls out decisions and tasks

    An AI model reads the transcript for what was decided and what someone agreed to do. Each item keeps who said it and the line it came from, so you can check it.

  3. Step 3

    It pins down owners and dates

    "By Friday" and "end of the month" count from the meeting date. An owner has to be on the attendee list. An item with no clear owner or date is flagged "Needs an owner" or "Needs a date", never guessed.

  4. Step 4

    You approve, then it sends

    You fix the flags and approve the items you agree with. Only then does the follow-up go to attendees and the tasks go on your task list.

Waits for your OK

  • The follow-up email. It waits as a draft and goes to attendees only when the organizer approves it.
  • Every task. An item reaches Asana, Trello or your task sheet only after it is approved.
  • Any flagged item. "Needs an owner" or "Needs a date" stays out of the email until a person fills it in.
Watched by Kustos

Konsul builds it. Kustos keeps it running and right.

Once it is live, Kustos checks it on a schedule and drafts a fix when something breaks. A person approves every change.

What could go wrong

The transcript mishears a name.

An owner has to match someone on the attendee list. A name that matches nobody, like "Tess" for Jess, is flagged Needs an owner instead of assigned.

An action is put on the wrong person.

Every item shows who said it and the line it came from. Nothing reaches anyone's task list until the organizer has read it and approved it.

A relative date is read wrong.

"By Friday" counts from the meeting date, not the day the email goes out, and each item shows the words that were said next to the date. Vague words like "soon" are flagged Needs a date.

The AI lists a task nobody agreed to.

Each item has to quote a line from the transcript, and an item with no matching line is left out. The organizer approves the rest one by one.

Next step

Start with the process that costs you the most.

Rough numbers are fine. Describing it takes about three minutes.

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