Smart Meeting: for more effective meetings

Important business decisions are made through conversation: client calls, management meetings, team catch-ups and project scoping sessions. Yet these conversations are rarely properly documented. Notes are incomplete, meeting minutes arrive too late and actions are forgotten along the way. The information exists, but it becomes scattered and gets lost.

Smart Meeting, Sewan's new AI-powered meeting optimisation solution, changes this reality. Automatic recording, transcription, structured summaries and action lists turn meetings into a genuine knowledge base that can be leveraged and tracked over time.

Why meetings have become strategic

Organisations are holding more and more remote and hybrid meetings. This means more conversations and more decisions being made verbally—but also an increasingly visible loss of information. Here are a few signs that resonate with operational leaders across all organisations:

• Decisions made during meetings are not always formally documented, making them harder to implement.
• Actions remain in participants' minds, without clear follow-up.
• Absent employees miss key information, making coordination more complex.
• The knowledge accumulated throughout meetings remains buried in audio files that are difficult to use.

The challenge is no longer simply to make meetings effective in the moment. It is about capturing and building on what is said over time.

Smart Meeting: what is it?

Smart Meeting is Sewan's AI assistant dedicated to conversational intelligence. The solution automatically records Teams and Google Meet meetings, produces a complete transcript and then generates a structured summary featuring key points, decisions made and actions to be taken.

For users, everything is centralised in MyPhoneBoard, allowing them to quickly find recordings and information from every meeting they have attended.

Three steps to turn conversations into intelligence

Smart Meeting is built around three key stages. Each one addresses a specific need in everyday professional life.

Capture without friction

Recording starts automatically during Teams and Google Meet meetings, with no setup required from users. Manual import is also possible via a meeting link or an audio file. The meeting chat can also be accessed from the same workspace.

Structure automatically

Transcripts are complete and intelligently organised into chapters by topic. Summaries and action lists are generated within moments. Navigation is synchronised: clicking on a section of the transcript takes you directly to the corresponding moment in the video. Industry-specific keywords can also be customised to improve transcription quality.

Share securely

Meetings can be shared via a secure link with access controls. A meeting can be locked with a single click, and a summary email is automatically sent to participants after each meeting.

Tangible benefits for the business

Smart Meeting delivers value across four key areas of day-to-day operations:

• Productivity: Teams no longer waste time writing meeting minutes. The summary is available within minutes of the meeting ending.
• Traceability: Decisions and commitments are documented, shareable and archived. Internal coordination becomes smoother.
• Continuity: All meetings become a searchable knowledge base that can be consulted over time. New employees have access to clear resources to support their onboarding.
• Management: Actions are identified and responsibilities assigned. Follow-up is based on written information, not memories.

A controlled framework for professional use

Compliance is a key consideration whenever professional conversations are recorded. Smart Meeting has been designed to address this from three perspectives:

• Legal framework: Explicit consent is required before each recording, data is hosted in Europe and GDPR compliance is ensured.
• Access security: SSO authentication via OnePass provides access to recordings, complete traceability is ensured through audit logs, and meetings can be locked at any time.
• Administrative management: Usage monitoring and centralised licence management are available through Sophia, Sewan's service administration console.