Meeting Requirements Management

As a corporate employee dealing with frequent meetings, you often encounter issues with scattered meeting records and lack of centralized management, making it difficult to quickly search and track past decisions and requirement changes. Now, you can utilize MaiAgent to create your own internal AI meeting management system for more effective work progress.

Use Case: Creating an AI Meeting Management Assistant for Software Companies

Suppose you are a project manager at a software company facing frequent internal and external requirement changes. You may often encounter difficulties in quickly reaching consensus when communicating with stakeholders like clients or supervisors, or key decision-makers repeatedly overturning previous decisions, making it challenging to quickly verify decision rationales.

For example, your company was commissioned by Daijin Co., Ltd. to develop a customized quotation management system. You have completed the version control feature development based on the initial requirements proposed by the client's sales department specialist. However, in subsequent meetings, the client's sales director suggested simplifying the feature, but in recent meetings, the client's sales manager proposed more complex functional requirements for the same feature.

In the past, when facing such multiple and contradictory requirement changes, you might have needed to spend considerable time manually searching through scattered meeting record files on your computer to provide decision rationales, which was both time-consuming and labor-intensive.

Now, by utilizing MaiAgent to create an internal meeting management assistant, you can quickly obtain complete and real-time meeting history information, improve information transparency and communication efficiency, and effectively advance project progress!

Application Process

1. Create AI Meeting Management Assistant

Fill in the AI Assistant Name

Select RAG and Language Model

When selecting response mode, if there are no special requirements, you can choose "General Mode" to suit this use case. Reference role instructions are as follows:

# Role
You are an internal meeting management assistant

# Output Format
Please use the format below to reply with the three most relevant meeting decisions.

<example>
Your question relates to the following meeting decisions:

1. <date><proposer>original content
2. <date><proposer>original content
3. <date><proposer>original content
</example>

# Output Restrictions
- Please reply in Traditional Chinese
- Do not answer information not in the knowledge base
- Answer based on knowledge base data, if unable to answer, reply with text in <example> below

<example>
Sorry, the knowledge base does not contain the information you asked about

2. Upload Knowledge Base

Upload historical meeting record files (the following files are examples designed for this scenario)

3. AI Assistant Online Application

Now you can directly ask questions through the AI assistant Q&A interface to quickly understand the change history of the quotation system's version control feature requirements and who proposed each requirement, with source files provided for further verification.

Now, you can directly ask questions through the AI assistant Q&A interface to quickly grasp the change history of the quotation system's version control feature requirements and who proposed each requirement. Meanwhile, the AI assistant also provides relevant source files for your further verification and confirmation.

This significantly reduces your data search time, allowing you to focus on subsequent stakeholder management and coordination matters, effectively advancing the project progress.