Meeting Analyser App

Overview

The Meeting Analyser app is a powerful tool designed to transform your raw meeting notes or transcripts into comprehensive summaries, actionable insights, and structured follow-up resources. Whether your meetings are in-person, virtual, or a blend of both, this app helps you extract maximum value from your meetings by automatically generating organized, detailed reports and follow-up materials.

What It Does

The Meeting Analyser app:

• Transforms unstructured meeting notes or transcripts into organized summaries
• Identifies and extracts key action items and assignments
• Analyzes discussion topics and time allocation
• Generates personalized follow-up emails for participants
• Provides insights about participant engagement and contributions
• Creates custom-formatted meeting reports based on your templates

Getting Started

Accessing the App

1. Log in to your Numa platform
2. Navigate to the Applications dashboard
3. Locate and select the "Meeting Analyser" app

Step-by-Step Usage

The app guides you through a simple three-step process:

1. Upload Files: Upload the notes, transcript, or audio recording from your meeting.
   
2. Define Template: Specify the structure you want for your meeting summary.
   
3. Add Context: Provide any additional meeting information or context (optional).
   

Input Details

Meeting Notes/Transcripts Upload

• Supported formats: PDF, DOCX, TXT, and other text-based formats
• File size limit: 25MB per file
• Best practices:
  • Include participant names when possible
  • Use clear formatting with headings if possible
  • For best results, upload complete meeting records rather than fragments

Audio Files Upload

• Supported audio file types:

  • ".mp3"
  • ".mp4"
  • ".wav"
  • ".flac"
  • ".ogg"
  • ".amr"
  • ".webm"
  • ".m4a"

• Key Identity Recognition:

  The app leverages AWS Transcribe’s advanced capabilities to perform both transcription and speaker diarization. This means that from a single audio recording, the system is able to detect, differentiate, and attribute individual voices to the corresponding participants. As a result, action items and discussion points can be precisely linked to the right individuals, enhancing the accuracy and personalization of your meeting analysis.

Template Definition

The template defines how you want your meeting summary structured. You can use the default template or create your own with sections like:

• Meeting overview
• Key discussion points
• Decisions made
• Action items
• Next steps

Example template:

shell
Copy
# Meeting Summary
## Key Points Discussed## Decisions Made## Action Items## Next Steps

Additional Context

In the "Other Notes" field, you can include information that might not be present in the transcript but is important for analysis:

• List of participants
• Meeting objectives
• Previous meeting context
• Background information
• Acronyms or terminology explanations

Output Details

After processing, the app generates multiple outputs to help you maximize the value of your meeting:

1. Customized Meeting Summary

A structured summary of the meeting following your specified template, including:

• Overview of meeting purpose
• Key discussion points
• Decisions made
• Important insights shared

2. Comprehensive Meeting Analysis

A more detailed breakdown of the meeting that includes:

• Key topics discussed
• Time allocation for each topic (estimated)
• Recurring themes or issues
• Overall meeting flow assessment

3. Action Item Extraction

A clear, concise list of all action items identified in the meeting:

• Task descriptions
• Responsible individuals (when specified)
• Deadlines or timelines (when specified)
• Status indicators

4. Follow-up Email Templates

Ready-to-send email templates for each meeting participant:

• Personalized greeting
• Meeting summary relevant to the recipient
• List of their assigned action items
• Next steps and deadlines
• Professional closing

5. Participant Insights

Analysis of participant engagement and contributions:

• Key contributions from each participant
• Engagement level assessment
• Suggestions for improving participation
• Distribution of speaking time (when identifiable)

Understanding the Results

Meeting Summary

The meeting summary provides a concise overview of what happened during the meeting. Use this to:

• Share with participants who need a quick recap
• Document the meeting for future reference
• Bring new team members up to speed

Action Items

The action items section is your task list going forward. Use this to:

• Track responsibilities and deadlines
• Follow up on assignments
• Update project management systems
• Create accountability

Topic Analysis

The topic analysis helps you understand how meeting time was utilized. Use this to:

• Identify topics that consumed too much time
• Recognize recurring themes that may need focused attention
• Plan more effective agendas for future meetings

Follow-up Emails

The follow-up emails provide ready-to-use communication templates. Use these to:

• Send quick, consistent follow-ups to all participants
• Ensure everyone understands their responsibilities
• Document agreements and decisions
• Maintain professional communication

Tips for Best Results

1. Provide Clear Transcripts or Notes: The more detailed and well-structured your meeting notes or transcripts, the better the analysis will be.
2. Use Descriptive Templates: Customize your template to match the specific needs of your meeting type (brainstorming, decision-making, status update, etc.).
3. Include Participant Names: When names are included, the app can better attribute action items and create personalized follow-up emails.
4. Add Contextual Information: Use the "Other Notes" field to provide background that might not be captured in the transcript.
5. Review and Refine: While the app provides comprehensive analysis, always review outputs before sharing widely, especially action items and follow-up emails.

Common Use Cases

The Meeting Analyser app is particularly valuable for:

1. Team Stand-ups and Status Meetings: Quickly extract action items and progress updates.
2. Client Meetings: Create professional summaries and follow-ups.
3. Project Kick-offs: Document decisions, responsibilities, and timelines.
4. Brainstorming Sessions: Organize and structure free-flowing creative discussions.
5. Board and Executive Meetings: Create formal minutes and clear action plans.
6. Cross-functional Collaborations: Ensure clear communication across departments.

Limitations

• The app works best with clear, well-structured notes, transcripts and clear audio files.
• Attribution of action items depends on whether individuals are clearly mentioned.
• Time allocation estimates are approximate based on content proportions.
• Very technical terminology or industry-specific jargon may be simplified.
• The app doesn't capture non-verbal communication or emotional context.

Support

If you encounter any issues or have questions about the Meeting Analyser app, please contact our support team at customersuccess@arcanum.ai.