AI Meeting Intelligence
Turn every meeting into searchable notes, decisions, and tracked action items.
- Project range
- $5,000–11,000
- AWS running cost
- $50–240/mo
- Time to deploy
- 3–5 weeks
- Best-fit industries
- Professional services, Agencies
Executive summary
A system that records or ingests meeting audio, transcribes it, and produces clean summaries, decisions, and owner-assigned action items. It makes past meetings searchable, pushes tasks into your existing tools, and ensures commitments are captured and followed up — so the value of a meeting outlives the meeting.
Business problem
Decisions and commitments made in meetings evaporate the moment they end. Notes are inconsistent or absent, action items are forgotten, and there is no searchable record — so teams repeat discussions and drop follow-through.
Architecture
AWS services
Amazon S3
Storage- — Encrypted recording and transcript storage
- — Retention lifecycle
Amazon Transcribe
AI / ML- — Speech-to-text with speaker separation
- — Custom vocabulary for domain terms
AWS Lambda
Compute- — Orchestrate transcription and summarization
- — Assemble and route action items
Amazon Bedrock
AI / ML- — Summaries, decisions, and owner-assigned action items
- — Answer questions across past meetings
Amazon DynamoDB
Database- — Structured notes, decisions, and action-item state
Search index
Database- — Full-text and semantic search across meetings
Amazon EventBridge
Messaging- — Trigger processing on new recordings
- — Emit action-item events
Task / calendar adapters
Integration- — Push action items to project tools and calendars
Amazon CloudWatch
Observability- — Logs, metrics, and cost alarms
Data flow
- 1
A recording or transcript lands in S3 and EventBridge triggers the pipeline.
- 2
Transcribe converts speech to text with speaker labels; Bedrock produces a summary, decisions, and action items with owners.
- 3
Notes and action items are stored in DynamoDB and indexed for full-text and semantic search.
- 4
Action items are pushed to your task and calendar tools; owners get reminders until closed.
- 5
Anyone can ask questions across past meetings and get cited answers.
Security considerations
- Recordings and transcripts encrypted at rest and in transit; access-controlled.
- Configurable consent and retention policies per meeting type.
- Least-privilege IAM; integration credentials in Secrets Manager.
- Redaction options for sensitive segments before storage.
Cost considerations
- Transcribe (per minute) and Bedrock (per meeting) are the main variable costs.
- S3 and DynamoDB are inexpensive with lifecycle tiering.
- Processing is event-driven — you pay only for meetings actually captured.
Scalability
- Serverless throughout; absorbs bursts of back-to-back meetings.
- New task or calendar tools attach as adapters.
- Custom vocabularies and templates tune output per team.
Deployment roadmap
Phase 1 — Sources & templates
Week 1- — Connect meeting sources and define note templates
- — Provision AWS foundation and secure storage
Phase 2 — Build & integrate
Weeks 2–4- — Build transcription and summarization
- — Wire task, calendar, and search
Phase 3 — Pilot & tune
Week 5- — Pilot with one team
- — Tune summaries, owners, and reminders
Future enhancements
- Real-time in-meeting assistance and live notes.
- Cross-meeting theme and commitment tracking.
- CRM enrichment from customer conversations.
- Team productivity and follow-through analytics.