# Meeting Requirement Management

As an enterprise employee facing 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 leverage MaiAgent to create a dedicated internal AI meeting management system for more effective work advancement.

## Application Scenario: Building an AI Meeting Management Assistant for a Software Company

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 such as clients or supervisors, or key decision-makers repeatedly overturning previous decisions, making it impossible to quickly verify the basis for decisions.

For example, your company has been commissioned by Daikin Co., Ltd. to develop a customized quotation management system. You have completed the development of version control functionality based on the initial requirements proposed by the client's sales department specialist. However, in a subsequent meeting, the client's sales director requested to simplify the functionality, but in the most recent meeting, the client's sales manager proposed more complex functional requirements for the same feature.

In the past, facing such multiple and contradictory requirement changes, you might have needed to spend considerable time manually searching through scattered meeting record documents on your computer to present the decision basis, which was both time-consuming and laborious.

Now, by leveraging 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 drive project progress!

## Application Workflow

### 1. Create an AI Meeting Management Assistant

Fill in the AI assistant name

<figure><img src="https://1360999650-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F6v6TNkkOQVfRYfcNirHL%2Fuploads%2Fgit-blob-bdd4bfcaf79fd3fe9a4dde9cf33e29e0d2252455%2F%E6%88%AA%E5%9C%96%202025-04-25%20%E4%B8%AD%E5%8D%8812.26.22.png?alt=media" alt=""><figcaption></figcaption></figure>

Select RAG and language model

<figure><img src="https://1360999650-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F6v6TNkkOQVfRYfcNirHL%2Fuploads%2Fgit-blob-31a749464f4b5fd92baab5f43a225a54364fc4d6%2F%E6%88%AA%E5%9C%96%202025-04-25%20%E4%B8%AD%E5%8D%8812.27.01.png?alt=media" alt=""><figcaption></figcaption></figure>

When selecting the response mode, if there are no special requirements, you can choose "General Mode", which will suit this application scenario. Refer to the following role instructions:

```
# Role
You are an internal company meeting management assistant

# Output Format
Please use the format from the example 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 information outside the scope of the knowledge base
- Answer based on knowledge base data. If unable to answer, respond with the text in the <example> below

<example>
Sorry, the current knowledge base does not contain the information you are inquiring about
```

<figure><img src="https://1360999650-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F6v6TNkkOQVfRYfcNirHL%2Fuploads%2Fgit-blob-f2d5d53193e4b6b9c20f603ef733dc69045945ad%2F%E6%88%AA%E5%9C%96%202025-04-25%20%E4%B8%AD%E5%8D%8812.27.29.png?alt=media" alt=""><figcaption></figcaption></figure>

### 2. Upload Knowledge Base

Upload meeting record files from previous sessions (the following files are examples designed for this scenario)

<figure><img src="https://1360999650-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F6v6TNkkOQVfRYfcNirHL%2Fuploads%2Fgit-blob-ab3649eb3273fe4f2bb909c1d4b44cfd9e0155e6%2F%E6%88%AA%E5%9C%96%202025-04-25%20%E4%B8%AD%E5%8D%8812.28.03.png?alt=media" alt=""><figcaption></figcaption></figure>

### 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 functionality requirements and the proposers of each requirement, while also providing source files for easy further verification and confirmation.

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 functionality requirements and the proposers of each requirement. At the same time, the AI assistant also provides relevant source files, making it convenient for you to further verify and confirm.

This can significantly save you time in data searching, allowing you to focus on subsequent stakeholder management and coordination matters, effectively advancing project progress.

<figure><img src="https://1360999650-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F6v6TNkkOQVfRYfcNirHL%2Fuploads%2Fgit-blob-06998e07f28535d6f2d9315adbe6e03ed02b0c4f%2F%E6%88%AA%E5%9C%96%202025-04-24%20%E4%B8%8B%E5%8D%883.50.51.png?alt=media" alt=""><figcaption></figcaption></figure>