From ‘What Did We Decide?’ to ‘Got It, AI!’ 🤖

#showdev #automation #productivity #ai

😫 The Executive Nightmare

We’ve all been there. You sit through a big meeting 📊 — decisions made, action items flying, brilliant ideas shared. It feels like progress.

But then reality hits. Days later, tasks vanish, decisions blur, and ideas are forgotten 🌀.

Meanwhile, hours of meeting recordings just sit there 🎥🎧— untouched, unhelpful—while those “meeting minutes” collect dust. And productivity? Crashes to a standstill 🛑📉.

Well, I decided to do something about it.

🚀 Enter the AI Meeting Agent: Chaos, Meet Clarity

This isn’t just a recording tool. It’s a self-managing, fault-tolerant AI workflow that transforms any audio or video file into a structured, actionable, ready-to-use recap.

Every meeting becomes accountable, organized, and crystal clear.

This is how I built it:

🎯 Phase 1: Adaptive Triage – No File Left Behind

The workflow validates and routes all uploaded media, whether audio or video. Videos are automatically converted to clean audio streams, so the AI always gets usable input.

JavaScript
// Validate file and set conversion flag
if (!item.binary || Object.keys(item.binary).length === 0) {
  throw new Error('No binary file found. Please upload a file.');
}
const fileExt = file.fileName.split('.').pop().toLowerCase();
const videoExts = ['mp4', 'mov', 'avi'];
const isVideo = videoExts.includes(fileExt);
return [{ json: { fileName: file.fileName, needsConversion: isVideo }, binary: { data: file } }];

This ensures nothing gets lost, and the AI can focus on generating insights, not cleaning files. ✅

🧠 Phase 2: Precision AI – Structured Intelligence

Once transcription is done via Google Gemini, the AI steps in as your expert assistant.

It enforces a strict JSON schema, guaranteeing that every summary, action item, and speaker stat is accurate and actionable.

JavaScript
{
  "tldr": "Brief 2–3 sentence summary",
  "action_items": [
    {"task": "...", "owner": "...", "confidence": 0.85}
  ],
  "speaker_stats": {
    "Speaker 1": {"talk_time_percentage": 40, "key_contributions": "..."}
  }
}

Every task has an owner. Every decision has a record. No more lost decisions or forgotten commitments. 💪

📧 Phase 3: Adaptive Delivery – Polished, Ready-to-Act Recaps

The final step formats the AI output into a professional, readable email, complete with a smart title and dynamic speaker stats table:

JavaScript
// Generate title and HTML table dynamically
if (!meetingTitle || meetingTitle.trim() === '') {
  meetingTitle = tldr.split('.').slice(0,1)[0] + '...';
}
let formattedSpeakers = `
  <table border="1">
    <tr><th>Speaker</th><th>Talk %</th><th>Key Contributions</th></tr>
    ${Object.entries(speakerStats).map(([name, stats]) => `
      <tr>
        <td><b>${name}</b></td>
        <td>${stats.talk_time_percentage || 0}%</td>
        <td>${stats.key_contributions || 'N/A'}</td>
      </tr>`).join('')}
  </table>
`;

The outcome? Instant, polished, actionable recaps delivered directly via Gmail.

Meetings are no longer a productivity drain—they’re a source of clarity, accountability, and action. 💯