Our Client’s Vision

Our client sought to revolutionize the way meetings are conducted by automating key processes and enhancing collaboration. Traditional meeting management was often inefficient, requiring extensive manual effort for creating reports, minutes, and decision tracking. They envisioned an AI-powered solution that could automate these tasks with speed and accuracy, significantly reducing administrative burdens and improving productivity.

Leveraging our expertise, we helped them bring this vision to life with a web based platform designed to streamline meeting management and enhance decision-making efficiency.

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Technologies

.NET, React, Figma, PostgreSQL, Azure

Integrations

Team

5 - (Project Manager, UI/UX Designers, AI Engineers, Developers, QA)

Timeline

10 -Month Engagement Project

Challenge

Time-consuming manual processes for generating meeting minutes and reports, leading to inefficiencies.

Delayed decision-making due to slow documentation and report creation.

Inconsistent meeting records, making it difficult to track discussions, follow-ups, and action items.

User adoption challenges, requiring an intuitive and visually engaging design to encourage seamless usage.

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Cabot’s Solution

Cabot’s UI/UX team played a pivotal role in developing the intuitive and visually compelling platform. Through in-depth user research and an iterative design process, we ensured a seamless user experience that maximized efficiency. Our approach included:

AI-Driven Automation: Implemented intelligent automation to generate reports, minutes, and meeting comparisons 10 times faster than traditional methods.

Seamless UI/UX Design: Conducted extensive user research to design a visually engaging and intuitive interface.

Workflow Optimization: Developed smart workflows to enable automatic transcription, action item tracking, and instant report generation.

Collaboration Features: Introduced real-time collaboration tools, allowing teams to edit and share meeting insights effortlessly.

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Process

Cabot followed an Agile methodology, delivering iterative builds and incorporating client feedback at every stage. Key steps included:

User Research & Wireframing – Conducted stakeholder interviews to understand pain points and created wireframes using Balsamiq.

Prototyping & Testing – Built interactive prototypes in Figma and tested user flows using Maze and InVision.

Visual Design & Branding – Developed a cohesive design system leveraging Adobe Creative Cloud and FigJam.

Implementation & Refinement – Worked closely with developers to integrate UI components and fine-tuned the experience based on real-user testing.

Key Features

Automated Report Generation – Instantly create meeting summaries, action items, and decision logs.

AI-Powered Transcription – Converts spoken discussions into structured meeting notes.

Real-time Collaboration – Enables multiple users to collaborate on reports simultaneously.

Customizable Meeting Templates – Standardizes meeting formats to ensure consistency.

Interactive Dashboard – Provides an overview of meeting insights and follow-up tasks.

Seamless Integrations – Connects with popular productivity tools for a unified workflow.

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Challenges Faced and Solutions Provided

Challenge: Ensuring accurate speech-to-text transcription for varied accents and languages.

Solution: Integrated advanced natural language processing (NLP) models to improve transcription accuracy.

Challenge: Maintaining security and confidentiality of meeting records.

Solution: Incorporated end-to-end encryption and role-based access control to protect sensitive data.

Impact

40% Increase in meeting productivity.

25% Reduction in meeting planning time.

30% Rise in user satisfaction with the AI-enhanced meeting experience.

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40%

Increase in meeting productivity.

25%

Reduction in meeting planning time.

30%

Rise in user satisfaction with the AI-enhanced meeting experience.

Conclusion

The Web platform has redefined meeting management, transforming inefficient manual processes into an intelligent, automated workflow. By leveraging AI and user-centric design, the platform enhances collaboration, accelerates decision-making, and ensures accurate documentation. Our partnership with the client has set a new benchmark in meeting automation solutions.

Let’s Connect

Looking to optimize your meeting management process with AI-driven automation? Contact Cabot today to explore how we can transform your workflows with intelligent solutions.

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Smart Meetings, Smarter Decisions: Our AI-Driven Solution

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