Automating the Often Forgotten Task of Meeting Minutes Creation

Defining roles and automating shares ensures every meeting is documented without fail.

1. Issue: Meeting Minutes Were Not Being Created

The sales department conducts weekly meetings via Google Meet, where recordings and transcriptions are automatically generated. The rule was that a new member would use NotebookLM* to create the meeting minutes after the meeting and share them with everyone on the same day.

However, because meeting minutes creation was a manual task, the person in charge sometimes forgot to create and share them on the same day. As a result, there was a delay for members in checking the meeting content.

2. Solution: Streamlining the Process from Minutes Creation to Sharing

The process owner improved the workflow with the goals of ensuring the consistent creation of meeting minutes and automating their sharing.

First, a dedicated swimlane was created for new members, and the “Create Meeting Minutes” step (Human Task) was added. This clarified who was responsible.

Furthermore, a mechanism was introduced to automatically share the minutes internally once completed, automating the flow from task completion to sharing. This established a process for creating and sharing meeting minutes that does not rely on human memory.

Clear roles and steps ensure every meeting is documented without fail.

* Human Task is a step in a process that is performed by a person. The assignee is automatically determined based on the settings of the swimlane where the task is placed. When a task is assigned to a handler (assignee), it appears in their “My Tasks” list. Additionally, handler information and completion time are automatically recorded alongside the input content.

Before

View details of the workflow diagram

Automatic Document Replication

The template file for the presentation materials (Google Document) will be automatically duplicated.

Post #Sales

The link to the document (presentation material template) will be automatically shared on the internal chat. Sales department members will use this document to create their presentation materials.

After

View details of the workflow diagram

Automatic Document Replication

The template file for the presentation materials (Google Document) will be automatically duplicated.

Post #Sales

The link to the document (presentation material template) will be automatically shared on the internal chat. Sales department members will use this document to create their presentation materials.

Minutes Creation

New members will create the meeting minutes.

Post #Sales

The meeting minutes will be automatically shared on the internal chat.