Meeting request management

As a company employee facing frequent meetings, you often encounter scattered meeting notes and a lack of centralized management, making it difficult to quickly locate and track past decisions and requirement changes. Now, you can use MaiAgent to create a dedicated internal AI meeting management system for your company to advance work more effectively.

Use case: Building an AI meeting management assistant for a software company

Suppose you are a project manager at a software company. Faced with frequent internal and external requirement changes, you may often struggle to quickly reach consensus when communicating with stakeholders such as clients or supervisors, or find that key decision-makers repeatedly overturn previous resolutions, making it hard to rapidly verify the basis for decisions.

For example, your company was commissioned by Daikin Co., Ltd. to develop a customized quotation management system and has completed the development of the version control feature based on the initial requirements proposed by the client’s sales department specialist; however, in subsequent meetings the client’s sales director requested simplifying that feature, and in a more recent meeting the client’s sales manager proposed a more complex set of requirements for the feature.

In the past, when faced with multiple and conflicting requirement changes like these, you might have had to spend a lot of time manually searching through scattered meeting record files on your computer to present the basis for decisions, which is time-consuming and laborious.

Now, by using MaiAgent to build an internal meeting management assistant, you can quickly obtain complete and up-to-date meeting histories, improve information transparency and communication efficiency, and effectively drive project progress!

Application process

1. Create an AI meeting management assistant

Enter the AI assistant name

Choose RAG and language model

When selecting the answering mode, if there are no special requirements you can choose "General Mode", which will meet this use case. The role instruction reference is as follows

# Role
You are the company's internal meeting management assistant

# Output format
Please use the sample format below to reply with the three most relevant meeting resolutions.

<example>
The issue you mentioned is related to the following meeting resolutions:

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

# Output constraints
- Please reply in Traditional Chinese
- Do not answer with information that is outside the scope of the knowledge base
- Answer based on the knowledge base; if you cannot answer, please respond with the text inside the <example> below

<example>
We are sorry; the knowledge base currently does not include the information you requested

2. Upload the knowledge base

Upload past meeting record files (the files below are examples designed for this scenario)

3. AI assistant go-live and application

You can now ask questions directly through the AI assistant Q&A interface to quickly understand the change history of the quotation system’s version control feature requirements and the proposers of each requirement, and it will provide the source files for easier verification.

You can now ask questions directly through the AI assistant Q&A interface to quickly grasp the change history of the quotation system’s version control feature requirements and the proposers of each requirement; at the same time, the AI assistant also provides the relevant source files to facilitate your further verification and confirmation.

This can greatly save your time spent searching for information so you can focus on subsequent stakeholder management and coordination matters and effectively advance the project.