Meeting minutes just a click away with AI

Why let AI write the minutes?

Writing minutes takes time, and that time comes at the worst moment: right after the meeting, when the calendar is already full. As a result, the document goes out the next day or the day after, sometimes never, and actions start late.

AI tackles the most tedious part of the job: reading through notes or a transcript, sorting out what matters, rewording it cleanly. It decides nothing, but it prepares a structured first draft in moments. The writer moves from writing to reviewing, which makes all the difference for sending the minutes quickly.

As a reminder, good minutes keep a record of the useful discussion, the decisions and the actions, and remain understandable to someone who was absent. Our article on the definition of meeting minutes details what they should contain.

Summary: a digest for busy readers

Not every recipient reads the minutes in full. A director who was not at the meeting wants to know in a few lines what was said and decided. The summary feature produces this digest from the full content of the minutes.

• Put the summary at the top of the document: it serves as the entry point.
• Keep the full minutes below it, for those who need the detail.
• Check that the summary does not change the meaning of a decision: it is the most read passage, so the most important one.

Rewrite: minutes structured with the RIDA method

RIDA stands for Record of Information, Decisions and Actions. It is a way of structuring minutes so that everyone, even those absent, can find what was said, classified according to three criteria:

• Information: what was shared or presented without calling for a decision (a result, a progress update, some context);
• Decisions: what was settled in the meeting, worded without ambiguity;
• Actions: what needs to be done, by whom and by when.

Notes taken during a meeting often mix all three. The AI rewrite reorganizes the text along these lines: for each topic, it separates information, decisions and actions, and rewrites everything in a neutral, readable style. To learn more about the method, read what if your debriefings were to do themselves.

Extraction: the list of decisions and actions

The third feature goes further than formatting. The AI identifies the decisions and actions in the text and extracts them as a list. In Perfony, these items do not stay in the document: decisions go into the decision log, and actions are created in the action plan, with their owner and due date.

This is what makes the difference between minutes that are read and then forgotten and minutes that get the team moving: each action is tracked, owners receive automatic reminders, and the next meeting can begin by reviewing these actions.

How it works, step by step

1. During the meeting, take your notes in the meeting minutes, or let transcription do the work if your meeting takes place on Teams.
2. At the end of the meeting, launch the AI feature from the minutes: summary, RIDA rewrite or extraction of decisions and actions.
3. Review the proposal, and correct a name, a date or a wording if needed.
4. Approve the proposed actions: they join the action plan with their owner and due date.
5. Send the minutes to participants, by email or as a PDF.

If you take your notes in Teams, our guide to taking notes in meetings on Teams and writing the minutes details the method. All of Perfony's AI features are presented on the Perfony AI page.

What AI does not do for you

AI speeds up writing; it does not replace the writer's judgment. A few precautions remain essential:

• Review before sending: a badly reworded decision or an action assigned to the wrong person can create a misunderstanding. Human approval remains the rule.
• Check names and dates: they are the information most prone to errors, and the most binding.
• Keep the context: the AI only knows what was written or said. An implication, a subject raised outside the meeting or a political nuance is not in the source text.
• Adapt the level of detail: an executive committee and a team meeting do not expect the same minutes. Choose the treatment suited to the reader.

Confidentiality and data protection

Minutes often contain sensitive information: results, projects, HR matters. Before using an AI tool, check where the data is processed and hosted, and who can access it. Perfony's AI features are designed to comply with the GDPR and the applicable requirements of the AI Act, with data hosted in France.

For more on methods, templates and best practices, see our guide to meeting minutes.