Background‍

A prominent U.S.-based industry association with over 80 employees and representing 600 member groups was seeking a solution to streamline how it captures, summarizes, and distributes insights from its many internal and external meetings. The organization holds frequent multi-person committee meetings—some lasting over two hours—where accurate capture of discussions, follow-ups, and key decisions is essential.

Historically, meeting reports were generated manually, requiring several hours of review and note synthesis per meeting. With growing demands and more hybrid work, leadership began exploring AI-based tools to enhance operational efficiency, particularly for committee leads and relationship managers responsible for documenting engagements.

Challenge

Although the team was excited about stand-alone AI meeting tools, their chosen meeting platform rolled out a bundled transcription service free of charge. As responsible stewards of their organization, they embarked on a side-by-side evaluation.

Key questions arose:

• Which tool offers superior summaries and insight extraction?
• Could AI really save meaningful time in creating meeting documentation?
• Would value increase if insights could flow into their existing CRM?
  

Solution‍

After a comprehensive side-by-side experimentation between Read AI and the bundled solution, a senior committee lead at the organization adopted the AI tool as their default meeting capture solution. Here's why:

• Superior Summary Quality: Read AI consistently delivered better topic breakdowns and deeper insight extraction compared to its bundled competitor.
  
• Custom-Built Engine: Unlike other tools relying solely on generalized LLMs, Read AI uses a proprietary AI model trained specifically on meetings—delivering highly accurate transcription and contextual understanding.
  
• Time Savings: Report writing time dropped from four hours to just one hour per committee meeting. Over the course of a year, this translated into significant time reclaimed.
  
• CRM Integration: Meeting reports, summaries, and follow-ups were automatically pushed into the organization’s CRM system, streamlining reporting workflows and internal documentation.
  ‍

Read AI also revealed its new Search Copilot—a generative AI-powered enterprise search tool that:

• Connects across meetings, email, Slack, and CRM
• Allows users to ask natural language questions about internal content
• Provides secure, organization-specific answers without harvesting data for ad targeting

In contrast to platform-bound solutions, this AI assistant is platform-agnostic, integrating natively with multiple conferencing, messaging, and productivity ecosystems.

Results & Impact

✅ 3+ hours saved per meeting

✅ Higher accuracy and actionable insights

✅ Streamlined CRM workflows

✅ Better collaboration across committee and client-facing teams