Custom Cloud-Based Meeting Management and Documentation System

The client develops intricate financial and management solutions that involve multiple stakeholders and representatives during meetings. Documenting these interactions is time-consuming, resource-intensive, and hampers responsiveness. Existing market solutions do not adequately address their specific needs, leading to reliance on manual documentation processes with significant inefficiencies.

A mid-sized management consultancy firm with a focus on providing detailed financial and strategic advice to diverse clients, requiring efficient meeting documentation and collaboration tools.

• Develop a custom, cloud-based meeting management platform tailored to the client’s unique process needs.
• Automate the recording of meeting notes, action items, agendas, and minutes to save time and reduce manual effort.
• Enable automatic report generation and distribution to relevant stakeholders after each meeting.
• Ensure the system supports remote access and mobility, allowing team members to collaborate effectively from any location.
• Achieve significant time savings for team members in preparing meeting documentation, aiming to free up hours daily for core consulting activities.

• Customisable templates for meeting agendas, notes, and action plans
• Structured process flow for meetings including attendee management, note-taking, and action assignment
• Centralised cloud storage of all meeting documents with version control
• Automated report generation summarising meetings and actions
• Automatic distribution of reports to attendees via email
• Role-based access controls for confidentiality and data security
• Responsive user interface supporting remote and mobile access

• Email system for automatic report distribution
• Calendar and scheduling tools for meeting planning (e.g., Outlook, Google Calendar)
• Authentication services for secure user access

• System uptime of 99.9% with continuous monitoring
• Data security compliance, including encryption of sensitive information
• Responsive interface optimized for mobile and desktop devices
• Auto-scaling capability to handle fluctuating meeting volumes without performance degradation

The implementation of the custom meeting management platform is projected to significantly reduce documentation time, enabling staff to focus more on client service and strategic tasks. Anticipated outcomes include a reduction of manual documentation effort by over 50%, faster report turnaround times, improved collaboration efficiency, and enhanced remote working capabilities, collectively providing a competitive edge in delivering timely and detailed client solutions.