Meeting Assistant

Vimmera’s Meeting Assistant shows how AI can immediately make everyday work easier. Meetings are no longer just documented, but automatically translated into structured, usable results.

The application can be used directly at the workplace via PC or laptop, as well as on the go via smartphone or tablet. The devices’ hands-free function is used for this, or a connected microphone is used. Additional hardware is not required. This allows the Meeting Assistant to be used flexibly in existing work environments, in the office, on the go, in the meeting room, or in mobile use.

During a meeting, projects can be created, participants recorded, meetings managed, and relevant contextual information stored. The recording can be started directly or an existing audio file can be uploaded. The conversation is then transcribed and automatically converted into a structured meeting record.

The context of a meeting does not have to remain limited to the spoken word. Visual information can easily be added, for example photos of presentations, whiteboards, handwritten notes, or sketches. This content can also be captured directly via smartphone and added to the meeting. This is particularly important because meetings often involve discussing content that is visible but not fully spoken aloud.

Complete presentations, slides, documents, or supplementary materials can also be added to the meeting context. This creates a more complete picture of the conversation. Not only what was said is taken into account, but also what was shown, distributed, and the material available in the room.

On this basis, clear summaries, documented results, and concrete tasks are created. Important information remains traceable, decisions are recorded, and next steps can be processed directly.

Another advantage lies in shared availability. Meetings are stored in such a way that team members or project participants have access to the meetings and the associated information at any time. From anywhere and without the additional sending of files, records, or notes.

If a meeting is conducted and saved, other colleagues can access it directly. Information does not have to be distributed separately, but is available in the respective workspace. This keeps everyone involved up to date and allows them to review, supplement, or use content for further work later on.

The Meeting Assistant is an example of how Vimmera uses AI where it creates immediately noticeable benefits: in daily collaboration, in documentation, in decision-making processes, and in internal organization.

The result is less manual effort, better traceability, and more focus on the actual conversation. Teams can participate more actively instead of taking notes, and afterward receive a shared, structured basis for further work.

Which AI technologies are used?

The Meeting Assistant does not rely on just a single AI system, but on a series of specialized technologies that are used sequentially and together.

First, an audio file is recorded locally on the device or played in. This can be a new recording from a current meeting or an older recording that is to be processed afterward.

Next comes transcription. With the help of speech recognition and speaker recognition, the system identifies what was said and converts the recording into text. It can capture content in many languages and assign the individual parts of the conversation to the respective speakers.

In the next step, a language model helps assign the correct names to the recognized voices. This can be done through a brief introduction during the meeting or derived from the conversation context. Often it is enough if a name has been mentioned once in the conversation.

Another important point is the correct spelling of names, technical terms, and company-specific wording. Conventional transcription systems often reproduce such terms incorrectly. Therefore, participant names, relevant words, technical terms, or internal company spellings can optionally be stored in the Meeting Assistant. The AI recognizes these terms in the conversation and adjusts the spelling accordingly.

After transcription, further AI functions follow. The content can be automatically summarized, transferred into a structured record, and converted into clear task lists. In doing so, it is individually defined what should happen with the transcript content and how the result should be structured.

This does not simply create any standard record, but a record that fits your company, your processes, and your requirements.

In addition, the visual context can also be processed. Photos of presentations, whiteboards, notes, sketches, complete slides, or supplementary materials can be added to the meeting context and taken into account during evaluation. As a result, the outcome is based not only on the spoken word, but also on the information that was visible during the meeting or additionally provided.

This is precisely what makes the Meeting Assistant particularly valuable. In meetings, people often point to things, discuss content that appears on a slide, or refer to notes without every detail being spoken aloud. By integrating these additional media, a significantly more complete understanding of the meeting is created.

The Meeting Assistant thus combines recording, transcription, speaker recognition, term recognition, language models, automatic summarization, record creation, and the processing of supplementary media into a continuous AI-supported workflow.

A small note:

The Meeting Assistant is suitable not only for classic meetings, but also for training sessions, presentations, and knowledge formats that are intended to be available interactively later.

In this process, the entire context of the event is made usable for an AI system. This includes the spoken word, participant information, presentations, supplementary materials, images, notes, and other content. This knowledge can then be made available to employees, project teams, or customers.

This also allows people who did not participate live to interactively access the conveyed information. They can ask questions about the content, have specific topics explained to them, or have the training reproduced in another form. For example, shorter, more detailed, limited to individual subject areas, or adapted to their own level of knowledge.

The advantage is clear: questions are answered immediately, no one has to take notes during the training, and everyone can concentrate fully on the content. At the same time, no important information is lost, and visual content is also incorporated into the overall context.

This turns a one-time training session or presentation into a permanently available source of knowledge. Everyone can retrieve the conveyed knowledge exactly when it is needed, and in the form that is most helpful to them. Even when only a little time is available.

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