A.I.-assisted minutes taking for meetings
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Service Needs
Reference No.
N-0282
Title
Business Needs / Challenges
The Secretariats are set up to provide administrative support and secretarial services. In 2024, a total of 780 meetings were convened. The meetings are generally conducted in Cantonese. Each meeting lasts for 2 hours on average and can last for over 4 hours. The minutes of meeting are prepared in Chinese. A junior staff first drafts the minutes by typing the text according to the meeting audio recordings. Senior staff proof-reads the draft minutes before circulating the draft minutes for attendees’ comments.
The finalised minutes are put forward for approval at the subsequent meeting. Secretariats allocate a substantial amount of manpower to prepare the minutes of meeting all year around. To enhance efficiency, the aforementioned labour intensive and time consuming work process ought to be streamlined.
Application Areas
Development
District governance
Expected Outcomes
We are seeking an opportunity to prepare minutes with the application of A.I. technology, which would record and transcribe the meeting audio recordingss from voice to text with an anticipated accuracy of at least 90%, and then generate summaries of the meetings, thereby reducing the manpower required for preparing minutes and achieving savings.
Technologies to be Used
Artificial Intelligence (AI)
