Meeting plan agent

Turns a call with a customer into a clear plan, and lists what the call forgot to ask.

Where it came from

It started as a take-home for an AI agency. The brief was verbal and left vague on purpose: after calls with customers, their team was taking too long to work out a plan. It took me about 90 minutes to build.

1A two-minute call (made up, so I can show it)

Sam

Thanks for making time, Rosie. Talk me through how wedding orders come in today.

Rosie

They all come in by email. Couples send me their colours, the flowers they like, the date, sometimes a Pinterest board.

Sam

And what happens after that?

Rosie

Every Monday I copy each one into a spreadsheet by hand. It takes me most of the morning, about four hours.

Sam

Is anyone else involved?

Rosie

Just me. My assistant does the deliveries, she never touches the orders.

Sam

What goes wrong?

Rosie

I miss things. Last month I got a date wrong and nearly sent a whole wedding's flowers to the wrong Saturday.

Sam

What would you want to end up with?

Rosie

One sheet per wedding with everything on it, so I can order my stock straight from it.

Sam

Does that sheet need to go anywhere else, like your accounts software?

Rosie

I'm not sure. I'd have to ask my accountant.

Sam

Okay. Thanks, Rosie, that's really useful.

2The plan it wrote (real output, unedited lines)

What Rosie told us

Rosie manually copies each order into a spreadsheet once a week, taking about four hours.

Every Monday I copy each one into a spreadsheet by hand. It takes me most of the morning, about four hours.

The manual process leads to mistakes, including a near-miss where a wedding's flowers were almost sent on the wrong date.

Last month I got a date wrong and nearly sent a whole wedding's flowers to the wrong Saturday.

What it suggests

Introduce a structured intake form (e.g. a simple web form or templated email reply) that couples fill in directly, which auto-populates a single per-wedding record - eliminating the manual weekly copy step and reducing the chance of transcription errors like the date mix-up.

What the call missed

The call did not establish a timeline for when Rosie wants a solution in place, nor any concrete definition of what a successful reduction in wasted time or errors would look like to her.

When would you like a new process in place by?

Can you check with your accountant whether the sheet needs to feed into your accounting software, and if so, which one?

Every quote in the plan is checked against the call by plain code, not by the AI. On this call it checked 7 quotes and found all 7.

It's only been run on made-up calls so far.

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