(Redacted for Confidentiality)

Program Office cuts minute‑prep time 85% with AI minutes (M3)

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Overview

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M3 is a lightweight, AI‑driven workflow that turns messy meeting conversations into clean, professional minutes—complete with decisions, owners, due dates, and auto‑generated next steps. It plugs into Google Meet/Zoom/Teams, then files minutes to Google Drive and posts action items to Slack and Twenty CRM.

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–85% minute‑prep time • 3.2× faster turnaround (same‑day minutes) • 0 data‑loss incidents

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Challenge

• Meetings were recorded (sometimes), but notes were inconsistent and late.
• Admins spent time scrubbing transcripts, formatting minutes, and chasing owners for next steps.
• Sensitive meetings required careful redaction and distribution controls.
• Leaders wanted consistent minutes across recurring committees and project boards.

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Solution

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MyMeetingMinutes (M3) — a minimal, production‑ready agent that does one thing exceptionally well:

• Real‑time capture → structured minutes: multi‑speaker diarization, agenda‑aware sectioning (Decisions / Risks / Action Items), and style‑consistent formatting.
• Actionables that stick: assigns owners + due dates, auto‑posts tasks to Slack, Twenty CRM, or your PM tool; sends nudges until tasks are closed.
• “Governance Mode”: stricter tone/level‑of‑detail presets for boards/committees; automatic PII/sensitive‑term redaction; watermarking & immutable PDF exports.
• Context engineering + templates: meeting‑type prompts (standup, steering, board, 1:1) and “memory” of prior decisions so follow‑ups chain correctly.
• Ops‑friendly: one‑time build, VPC/self‑hosted or Workspace‑scoped; no per‑seat fees.
• Tech under the hood: streaming ASR, speaker‑change detection, retrieval for prior minutes, and multi‑pass “structure‑first” summarization that’s robust to cross‑talk.

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Return on Investment (modeled)

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Baseline time spent (per 60–90 min meeting):

• Pre/post admin (scheduling, packaging, distribution): ~15–45 minutes. Avoma
• Minutes for governance/boards can take many hours to draft and finalize (tone, legal nuance): avg. ~10 hours per meeting.

With M3: minute‑prep time typically drops by 70–95% depending on meeting complexity. For standard team meetings, expect <10 minutes of human review before distribution; for board/committee sessions, expect a same‑day draft and <1–2 hours of review instead of a full day.

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Illustrative annual savings (10‑person team, 6 meetings/week):

• If you currently spend ~30 minutes of admin/minutes per meeting → ~156 hours/year saved (≈ 3.9 work‑weeks).
• If you run formal boards/committees (occasional long sessions), savings increase materially due to the higher baseline drafting time.

Cost avoidance vs. subscriptions: Many popular AI note‑takers charge $10–$20 per user/month (billed annually). For 10 users, that’s $1,200–$2,400 per year—every year.

• Otter: Business ~$20/user/mo annual.
• Fireflies: Pro ~$10 and Business ~$19/user/mo annual.
• Supernormal: Pro ~$10, Business ~$19/user/mo annual.
• Avoma: AI Meeting Assistant from ~$19/user/mo.

M3 model: one‑time build, then free to run inside your stack—no per‑seat creep.

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What changed

• Consistency: every meeting outputs minutes in the same approved format.
• Speed: same‑day distribution became the default; leaders review, not rewrite.
• Accountability: owners/due dates push to Slack and CRM instantly; reminders close the loop.
• Compliance: governance‑grade exports, redaction, and retention windows reduced risk.

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Client Testimonial (redacted)

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“M3 turned an all‑hands headache into a 10‑minute review. Our board packets are out the same day, and action items actually get done.”