All work
062025SCAD

Smart Meeting Summariser & Action-Item Extractor

Turning Teams transcripts into bilingual minutes and tracked action items — so decisions stop falling through the cracks.

Before

Meeting minutes were inconsistent and action items routinely got lost across departments — follow-through sat around 60%.

After

A pipeline summarises Teams transcripts in Arabic and English, extracts owners and deadlines, and posts structured items to Planner. Adopted across 6 departments and ~120 meetings/month, it cut minute-writing time 85% and lifted action-item follow-through to 92%.

Challenge

Meeting minutes were inconsistent and action items routinely fell through the cracks across departments.

Approach

Pipeline ingests Teams transcripts, summarises in Arabic + English, extracts owners and deadlines, and posts structured items to Planner.

How it was built

  1. 1

    Transcript ingestion

    Phase 1

    Wired Whisper + Teams transcripts into a clean pipeline, handling the reality of mixed Arabic/English speech in the same meeting.

  2. 2

    Structured extraction

    Phase 2

    Moved from a prose summary to structured owner + deadline extraction — the difference between 'nice notes' and something that actually drives follow-through.

  3. 3

    Close the loop into Planner

    Phase 3

    Posted extracted action items straight into Planner via Graph/Power Automate, so the output lands where the work already happens.

Key architecture decisions

Extract structured action items, not just summaries

Why · A summary is read once and forgotten. Owner + deadline items posted to Planner are what moved follow-through from ~60% to ~92%.

Bilingual by default

Why · Meetings mix Arabic and English; producing both keeps every stakeholder able to act without a translation step.

Impact

  • Adopted across 6 departments and ~120 meetings/month
  • 85% reduction in time spent writing minutes
  • Action-item follow-through up from ~60% to ~92%
120+/mo
meetings
6
departments
92%
followthrough

What I'd tell someone building this

  • 01 · The value isn't the summary — it's the tracked action item in the tool people already use.
  • 02 · Push outputs to where work happens (Planner) instead of a document nobody reopens.
  • 03 · Handle mixed-language audio explicitly; don't assume clean single-language input.

Tech stack

WhisperGPT-4Microsoft GraphPower Automate

Ask anything about Smart Meeting Summariser & Action-Item Extractor

AI scoped to this project · GPT-OSS 120B