AI for Meetings: turn conversations into decisions and actions

AI for meetings is the use of artificial intelligence to automate the operational work around a corporate meeting. Tools of this kind can transcribe the conversation, summarize what was decided and distribute tasks among the people responsible.

In practice, it removes the manual work of writing the minutes after the meeting and delivers that structured result in a few minutes.

In Stratws, the management and performance software from Siteware, this feature is called Smart Minutes. It uses AI to read a meeting transcript and turn it automatically into organized minutes, with an executive summary, points of attention and tasks already assigned.

In this article, we explain how the feature works, what it delivers for meeting management and why this kind of automation can influence continuous improvement processes and corporate performance.

Why does meeting management need AI?

Meetings produce conversation, but in many companies little of what gets discussed becomes a reliable record. Decisions are not logged, tasks have no defined owner, and the minutes depend on the goodwill of whoever volunteered to write them.

A recent survey with professionals at small and midsize companies in Brazil shows that each employee loses an average of 14 hours a month in unproductive meetingsopens in a new tab.

That is more than two working days a year. A relevant share of this waste is not in the meeting itself, but in what happens (or fails to happen) after it.

A similar diagnosis appears in the Anatomy of Work Global Indexopens in a new tab from Asana, a survey of 9,615 knowledge workers in six countries. 58% of the workday is still taken up by “work about work”, that is, coordination (meetings, status updates, communication) instead of the skilled, strategic activities these professionals should be prioritizing.

AI for meetings addresses this operational gap by removing the manual work of documenting the meeting.

What is the Smart Minutes feature in Stratws and how does it work?

Smart Minutes is the AI feature of the Meeting Management solution in Stratws. It takes a meeting transcript and returns structured minutes, with no one having to write, summarize or organize the content by hand.

The history of decisions and owners stays centralized in the system, under the same documentation standard across every meeting in the company.

It works differently from meeting minutes written by hand: instead of someone taking notes during the meeting and formatting them afterward, the AI does that work from the transcript. The result comes out ready to read and to break down into action plans linked to the decisions of each conversation.

How do you use AI for meetings inside Stratws?

The process has four steps, all inside the platform:

• Open or create a meeting in Stratws. You can start from a meeting already registered in Stratws or create a new one directly on the platform.
• Open the AI Agent. The icon sits in the top bar, next to the notifications bell.
• Upload the meeting transcript. The file goes into the side panel of the Agent, which processes the content.
• View the minutes and the tasks. In a few minutes, the structured minutes and the tasks from each decision are available, ready to follow up.

What does the AI deliver in each set of minutes?

For every meeting processed, the Smart Minutes feature generates:

• an executive summary of the meeting, with the main points discussed;
• a participation score for the employees present;
• the points of attention identified during the conversation;
• open items converted into tasks, with owners already assigned.

That last point is what closes the loop between meeting and execution. The task is not noted on paper or lost in a scattered chat; it is born in the minutes themselves, tied to whoever took responsibility for it, and it is tracked through to completion on the platform.

This comparison also explains why, even in companies that already have a defined process to set the meeting agenda, recording what happens afterward tends to be the most common failure of all.

What is the impact of AI for meetings on the work of leaders?

For those who lead teams and decide based on what gets discussed in a meeting, the gains show up on five fronts:

• Preserved corporate knowledge. Decisions and context stay on record and do not depend on the memory of whoever attended.
• More clarity for decision making. The executive summary lets you review what was decided without watching the whole recording.
• Less administrative effort. No one has to set aside time after the meeting just to write the minutes.
• Full traceability of actions and tasks. Every open item has a visible origin, owner and status in the system.
• Better use of time and processes. The time that would go into documentation goes back to the work that requires a human decision.

Bring AI into your meeting routine.

If your company still relies on manual minutes and side spreadsheets to track what was decided, it is worth seeing how the automation in the Siteware software changes that process in practice. Talk to an expert in Meeting Management and see the AI for meetings feature of Stratws at work.

Main questions

What does an AI for meetings do?

Artificial intelligence is used to automate the operational work around a corporate meeting, such as generating the minutes, summarizing decisions and creating tasks. The goal is to reduce the manual documentation work after the meeting.

How does AI generate meeting minutes automatically?

The AI reads the meeting transcript and identifies the main points discussed, the decisions made and the open items raised. From there, it organizes that content into structured minutes, with tasks already assigned to the people responsible.

Does AI for meetings replace the people in the meeting?

No. The AI automates the record and the organization of what was discussed, but the decision stays human. The role of the AI is to remove the manual documentation work, not the discussion itself.

Do I need to record the meeting to use Smart Minutes in Stratws?

Yes, you need to upload the meeting transcript so the Stratws AI Agent can process the content.

Does AI for meetings work for any kind of corporate meeting?

Yes. The feature applies to alignment meetings, committees, results meetings and any gathering where decisions and tasks need to be recorded and distributed clearly.