AI-Powered Meeting Documentation System
Transform consulting meetings into strategic assessments and personalized follow-ups in minutes instead of hours
Project Overview
We partnered with Advantdge to build an intelligent meeting documentation system for their Amazon consulting practice. The system combines voice transcripts, handwritten notes, and historical context to automatically generate strategic assessments and customized follow-up communications tailored to each client's journey stage.
The Challenge
Advantdge consultants were drowning in post-meeting administrative work, spending hours manually creating documentation with complex requirements based on client types and meeting stages.
- 3+ hours per meeting on documentation and follow-ups
- Inconsistent strategic framing across team members
- Manual research and data gathering for new clients
- Lost context between discovery and review meetings
- Complex decision trees for different client scenarios
Our Solution
We built a sophisticated AI system with intelligent routing logic that processes meetings through multiple decision branches, applying specialized knowledge bases to generate perfect outputs based on client type, meeting stage, and business context.
Speaker identification
Key insights
Client context
Pattern recognition
Templates & patterns
- Automatic Transcript Retrieval: System searches meeting platform for recording based on client name and date, extracting full conversation with speaker labels
- Multi-Modal Input Processing: Combines voice transcripts with handwritten notes (photos or text) to capture all meeting insights
- Context Preservation: Retrieves existing client documents from cloud storage to maintain continuity across all interactions
- Intelligent Data Synthesis: AI engine processes all inputs simultaneously to understand meeting context, topics, and action items
Meeting type
Status
Setup guidance
Setup instructions
Roadmap
Growth strategy
Audit request
Next steps
- Client Classification: Automatically identifies whether client is new to the platform or an existing user based on context and meeting history
- Meeting Type Detection: Classifies meetings as Discovery (initial assessment), Strategy Review (planning session), or Check-in (quick update)
- Dynamic Path Selection: Routes processing through appropriate branch based on client status and meeting type combination
- Output Customization: Generates different document types - onboarding materials include market research and setup instructions while strategy documents include comprehensive gap analysis identifying current state challenges and future state solutions that Advantdge can implement
Templates
Industry data
Voice consistency
Future solutions
Formatting
Strategic insights
Action-oriented
- Strategic Gap Analysis: Identifies 4-5 key areas per meeting using consistent framework - current state assessment, impact analysis, and future state solutions where Advantdge's expertise provides transformative value
- Voice & Tone Matching: Applies company's writing style and terminology from knowledge base to ensure brand consistency
- Dynamic Content Selection: Includes or excludes sections based on client journey stage - new clients get market data and setup instructions, existing get performance metrics and gap analysis
- Automated Research Integration: Pulls market data, competitor analysis, and industry benchmarks when needed for comprehensive context
- Document Versioning: Updates existing documents for returning clients while preserving historical context and tracking changes
Key Capabilities
Results & ROI
By implementing this AI-powered meeting documentation system, Advantdge gained a transformative solution that:
- •Operates seamlessly within their existing workflow infrastructure using Google Drive and meeting platforms
- •Provides real-time strategic insights through gap analysis, market research, and competitive intelligence
- •Automates complex documentation and follow-up generation, eliminating manual administrative work
- •Scales effortlessly to accommodate new meeting types, client segments, and document formats
- •Requires minimal training with intuitive prompt templates, delivering consistent quality across all team members
The modular architecture ensures Advantdge can expand functionality—adding new templates, integrations, or analysis types—as their consulting practice evolves. The result is faster client delivery, strategic focus on high-value activities, and an AI-driven platform that positions Advantdge as the partner of choice for understanding and solving unique business challenges.
"I was spending too much time writing follow up emails, finding the right language for presentations, and my notes were in too many different places—multiple fireflies meetings, handwritten notes, emails, presentations, etc. It was all over the place and it made doing the work so much harder. I was spending probably 2 - 4 hours of backend work per client per meeting. The Elevaite team helped me use AI to generate the follow up email, notes, and presentation language all in my voice within an hour or less."