How it works today
- Someone takes notes and therefore can't think along
- The minutes arrive three days later, when half of it no longer matters
- Tasks live in the text as "someone should" — no name, no date
- The next meeting debates the same question again
How it works afterwards
- The recording runs; everyone in the room can listen instead of type
- Within minutes: decisions, open points, tasks with names and deadlines
- The minutes go out while the conversation is still fresh
What we actually build
1. Clarify what your minutes must contain
A board meeting, a client jour fixe and a team meeting need completely different things. We define the structure before any tool comes into play — including what must be included for legal reasons and what better shouldn't be.
2. Set up recording and transcription
For online meetings this usually already exists in your current tool and just needs the right settings. For in-person meetings a separate solution is added. Multilingual meetings — no rarity around Basel — need a bit more care in model selection.
3. Sharpen the analysis
This is where the real work sits. The model learns from your previous minutes how you distinguish "discussed", "decided" and "postponed", and how a task is phrased in your organisation. A summary becomes a working document.
4. Connect it to what happens next
Minutes nobody processes further are an archive. Depending on your setup, tasks go straight into your task manager or as a structured list to the people responsible.
Tools — and where it doesn't help
With Teams or Google Meet, the built-in recording plus downstream analysis is usually enough. Where data-residency requirements are stricter, there are transcription paths where the recording never leaves the company — more effort, but doable.
Where it doesn't help: conversations with constant interruptions, heavy dialect and three parallel threads. No model fixes that — better meeting discipline does. Honestly, that's often the real construction site.
Recording isn't simply allowed
A meeting recording is processing of personal data, and client meetings add trade secrets on top. The revised Swiss data protection act requires transparency towards everyone involved — in practice: announcement, documented consent, clear retention periods. Not an obstacle, but it must be settled before the first meeting, not after.
→ How we bring data protection and AI together
What this means in time
If you write up four meetings a week at 35 minutes of post-work each, you gain a good two hours per week. The side effect often weighs more: when nobody has to take notes, one more person is in the conversation instead of next to it.
Frequently asked questions
Do I have to tell participants that we're recording?
Yes. That's not a matter of interpretation — transparency about processing personal data is required by the revised Swiss FADP. In practice, a sentence at the start and a note in the invitation are enough. Concealing it creates a bigger problem later than the saved time was worth.
How well does it handle Swiss German?
Better than two years ago, but not perfectly. Current models handle standard German with a Swiss colouring well; pronounced dialect varies. We test on a real recording of yours before you rely on anything.
Does the system recognise who said what?
Usually yes, when recording quality is good and each person has their own microphone — so mostly in online meetings. With a room recording of six people at one table, speaker attribution becomes unreliable, and then you shouldn't lean on it.
Can I use this for client meetings?
Yes, and that's often where the benefit is biggest. But it needs the client's consent and a clear rule on how long the recording is kept. That's part of what we settle beforehand.
Send me a recording of a real meeting
In the free intro call you'll see the result on your own material — instead of a demo example that always works.