Every action from a leadership meeting gets an owner, a date and a follow-up

Minutes are drafted from the Teams transcript, each action goes into Planner with an owner and a date, and owners get a reminder on Teams before it is due.

Used day to day by
  • CEO's office
  • Leadership team

How it runs with AI

The AI drafts the minutes from the Teams transcript within the hour, with every decision and each action's owner and date. Once the chief of staff confirms them, each action goes into Planner and its owner gets a reminder on Teams before the date. The MD gets the status of every action the day before the next meeting.

How it is done today

The chief of staff takes notes in the meeting, types up the minutes the next day and emails them round. Actions sit in an Excel tracker that someone keeps current by chasing each owner on calls and messages. At the next meeting, the first half hour goes on asking where things stand.

Step by step

Where the work happens, what the AI does, and where it hands over to a person.

  1. Step 1, AI

    Reads the meeting transcript and drafts the minutes, with every action

    Needs to know: Who is on the team, Minutes template

    In Microsoft Teams

  2. Step 2, Person

    Confirms the minutes and fills in any missing owner or date

    In Microsoft Teams

  3. Step 3, AI

    Creates each action in Planner with its owner, date and source

    Needs to know: Owner directory

    In Microsoft Planner

  4. Step 4, AI

    Checks in with each owner on Teams before the due date

    Needs to know: Reminder schedule, Who approves new dates

    In Microsoft Teams , Microsoft Planner

    Exception to step 4

    Alerts the chief of staff when reminders go unanswered

  5. Step 5, AI

    Sends the MD the status of every action the day before the next review

    Needs to know: Next meeting date, Status report format

    In Microsoft Planner , Outlook

  6. Step 6, Person

    Takes up the late actions first at the next review

    In Microsoft Teams

What stays with a person

  • Confirms the minutes and fills in any missing owner or date
  • Takes up the late actions first at the next review

Apps in this example

  • Microsoft Teams
  • Microsoft Planner
  • Outlook

The same flow works with the apps you use.

This fits you if

  • Your leadership team meets every week or month and agrees 5 or more actions each time
  • Your meetings run on Microsoft Teams
  • Actions live in an Excel tracker or someone's notebook today
  • The same actions show up as "in progress" meeting after meeting

What to watch for

  • The chief of staff checks the draft minutes before they go out, because the record of who agreed to what carries weight
  • Everyone in the meeting is told it is being transcribed. Teams shows a notice when transcription starts
  • New dates are approved by the MD's office. The assistant records the request and passes it on
  • People matters, such as a senior hire, can go only to the people the MD names, in a separate set of minutes

Read more

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