Meeting capture

Your best meetings don’t have a Teams link.

They happen on site, in the van, or out with a client — and none of them ever get written up. The tools that transcribe meetings all assume a calendar invite and a join button. This one lives in WhatsApp instead. Send it the recording, tell it who is who, and the summary, the decisions and the actions come back attached to the right job.

See a written-up meeting The site diary problem
01 — sending it

Forty-one minutes in, a written-up record out.

It needs two things from a person and asks for both plainly: how many were in the room, and whose voice is whose. Everything else it works out — and a wrong name would poison every action it writes, so it never guesses one.

Cuprix Meetings · Wakefield

  1. 41:12 Voice note, 41:12

    14:26

  2. That is long enough to be a meeting rather than a site note, so I will write it up.

    How many people were in the room?

    14:26

  3. Four

    14:27

  4. Grand. Give me a few minutes.

    14:27

  5. Transcript is back and I can hear four voices. I will play you a few seconds of each — who is this?

    14:33

  6. 0:06 Voice note, 0:06

    14:33

  7. Graham

    14:34

  8. 0:05 Voice note, 0:05

    14:34

  9. Barry

    14:34

  10. 0:07 Voice note, 0:07

    14:35

  11. That’s Ruth

    14:35

  12. 0:04 Voice note, 0:04

    14:35

  13. Adam

    14:36

  14. Done. Wakefield progress meeting, 41 min. Three decisions and four actions, filed against Wakefield. Full transcript attached as a PDF.

    14:38

    Open itRevise

02 — what comes back

Wakefield progress meeting.

Wakefield · 41 min · 4 present

Wakefield progress meeting

Bulk excavation is held by the drainage connection, not by weather or resource. The 20T excavator comes off hire this week regardless. The phase end date moves once the authority responds, and not before.

Decisions

  • The 20T excavator is off-hired on Friday whether or not the dig restarts — standing time is no longer justifiable at £420/week.
  • The eastern edge is re-profiled to a shallower batter rather than sheet-piled; piling was priced at four weeks and the programme cannot absorb it.
  • No revised phase end date is issued to the client until the drainage authority confirms in writing.

Actions

  • Ruth Pilling 20 Aug Escalate the drainage connection to the authority’s regional office in writing
  • Barry Thackeray 22 Aug Off-hire the 20T excavator and confirm collection
  • Adam Verity 26 Aug Re-price the eastern edge as a re-profile and issue to Graham
  • Graham Whitmore ongoing Hold the revised programme until the authority responds

Present Barry Thackeray · Graham Whitmore · Ruth Pilling · Adam Verity

03 — how it works

Four things it gets right.

  1. 01

    It knows a meeting from a site note

    Both arrive as audio on the same number. Length decides it, and only where the answer would be the same at either of the two bitrates actually observed — anything genuinely ambiguous gets transcribed and read rather than guessed at.

  2. 02

    It asks how many people, first

    Before any audio is downloaded, converted or transcribed. Knowing the count up front is what lets the diarisation be checked rather than trusted — and if the answer is one, none of the expensive part needs to happen at all.

  3. 03

    It plays you each voice

    A transcript can separate four speakers but cannot name them. So it trims a few seconds of each and sends them back one at a time, waiting for your reply between each. Nobody can identify "Speaker 3" from a description. Everybody can identify a voice.

  4. 04

    Decisions and actions are not the same thing

    A decision closes something. An action is owed by a named person with a date on it. Collapsing the two into "minutes" is how meetings stop producing anything.

  5. 05

    The database gets it before the client-facing view does

    The row is written with the site and the person attached, then the shared workspace is updated to mirror it. That order is deliberate: it is the only reason a question can later cross a meeting and what came off site that week.

  6. 06

    It always lets go of the conversation

    While it is waiting on you it holds an open session, and an open session outranks everything else on that number. So the session is released on every ending there is — finished, nothing audible, or failed — or the next voice note anyone sends would vanish into it.

04 — a week later

The point is what you can ask afterwards.

A meeting written into a document is a document. A meeting written against a site, with named actions, is something you can cross with everything else that happened there.

Cuprix All sites · Graham Whitmore

  1. What actions came out of the Wakefield meeting?

    09:02

  2. Four, from wakefield progress meeting on the 19th:

    • Ruth Pilling — escalate the drainage connection to the authority’s regional office in writing (20 Aug)
    • Barry Thackeray — off-hire the 20t excavator and confirm collection (22 Aug)
    • Adam Verity — re-price the eastern edge as a re-profile and issue to graham (26 Aug)
    • Graham Whitmore — hold the revised programme until the authority responds (ongoing)
    09:02

  3. Barry also flagged the same excavator standing idle in a voice note that morning, before the meeting sat. The two are the same problem.

    09:02
05 — recorded

Sending one, on a real phone.

Recorded · Instagram Your best meetings don’t have a Teams link Send it a voice note, tell it who’s who, and the summary, the actions and the full transcript come back.
Watch this on Instagram
06 — from here

Two ways to go from here.

See it working

Read the written-up meetings

Two of them, sitting alongside the captures from the same sites in the demonstration workspace — which is the whole argument for keeping them in one place.

Open the workspace

Or bring one

Send us a real meeting

A recording of an actual site meeting, written up the way it would be. You will know inside half an hour whether the output is worth anything to you.

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