Booking one meeting with five outside people took dozens of emails. The decisions made inside those meetings were never written down properly, and the tasks handed out were never chased. Some of the most expensive people in the firm were spending their days on admin, and projects paid for it.
Coordinating a single external meeting turned into a long back-and-forth of proposed slots, clashes and reschedules, the kind of calendar tetris that quietly consumed hours of senior time every week and produced nothing but a booked room.
The meetings themselves leaked value. In busy board and steering sessions no one owned the record, so decisions rested on people's memory, and by the following week the firm was relitigating things it had already settled.
And nothing chased the work. Action items were handed out in the room and then left to fend for themselves, with no active follow-up, so cross-organisation projects stalled on tasks that everyone assumed someone else was tracking.
One agent that books the meeting, records the decision, and opens the task, with a person always able to step in.
The leader copies the agent onto an email, and it negotiates a slot in natural language directly with the external parties, handling clashes and reschedules until a time is agreed, then sends the invites, no assistant in the middle.
The agent joins each video and phone meeting as a participant, transcribes the whole conversation, tells the speakers apart, and turns it into a tight executive summary the moment the meeting ends.
It reads the transcript, extracts each participant's commitments, and opens tickets in the firm's project system with owners and due dates, so what was promised in the room exists as tracked work by the time people leave it.
When a due date slips, the agent follows up with the owner automatically, which is the part a human assistant rarely has time for and the reason tasks used to quietly die between meetings.
Summaries and proposed times surface for the leader to adjust or approve, so the agent runs the admin at speed while a human keeps final say over anything that leaves the building.
The agent handles confidential board and investment discussions under strict access rules, so the convenience never comes at the cost of who can see what was said.
Hours back for every leader, a record for every meeting, and projects that no longer stall.
Coordinating meetings stopped being a human job, which handed each partner and senior leader roughly six hours a week back. Every meeting now ends with an accurate official summary circulated in under five minutes, with no one typing it up.
Because the system opens the tasks and chases the ones running late, cross-organisation projects moved about 30% faster, and the firm got the alignment it used to hope for: everyone leaving a meeting with the same record of what was decided.
A meeting assistant that only summarises is a nicety; the value is in the agent that also books the time, opens the ticket and chases the owner, then hands a person the final say. It is the same close-the-loop discipline behind our agentic-automation work, aimed at the executive calendar rather than the service desk.
A chatbot that only talked left every real task to a person. An agent wired to the core systems took the action end to end, safely, and turned answers into resolved work.
Read the case → After-call work · FinanceAgents lost hours writing up calls after the fact. AI that drafts the summary and the follow-up from the conversation gave that time back and kept the record accurate.
Read the case →
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