Meeting action coordinator
Tasks become active only after accountable owners confirm them.
- For
- Project managers at remote agencies
- Solves
- Meeting commitments disappear into unstructured notes.
- Delivers
- Approved task list and meeting references
- Built in
- about 4 weeks of creation time, MVP in 5 days
- Investment
- $9,500 for the MVP, $37,500 for the full product
- Run it
- Inside your business, or as part of your offer to clients
What it does
For project managers at remote agencies, turn authorized recordings and participant confirmations into approved task list and meeting references.
- Extract candidate actions.
- Suggest owners.
- Capture due dates.
- Request confirmation.
- Link discussion evidence.
- Track accepted commitments.
What goes in, what comes out
- Authorized recordings
- Participant confirmations
AI drafts, people review. Operational coordination portal.
- Approved task list
- Meeting references
How it works
The workflow
- InStart with
Authorized recordings and participant confirmations
- 1
Create a case from approved inputs
- 2
Identify required actions
- 3
Confirm owners and dates
- 4
Request missing information
- 5
Approve proposed communications or changes
- 6
Track completion
- 7
Retain a handover record
- OutFinish with
Approved task list and meeting references
AI does the heavy lifting, people stay in charge
Extract candidate actions and relevant context, classify requests and draft communications. Use explicit rules for scheduling, state transitions and permissions. People confirm obligations and approve consequential actions before execution.
What your team sees
Key screens: Meeting summary, proposed tasks, owner confirmation. Use a queue or timeline as the opening view, with clear owners, dates and current states. Each case opens into its source context, proposed actions and discussion. Give external participants a limited form or status page. Make the next required action visible without opening every record. In this product, the first view is meeting summary, followed by proposed tasks and owner confirmation.
Accounts and administration
Role permissions, task ownership, deadlines, reminders, approval gates, exception handling, action history, duplicate prevention and reversible configuration.
Integrations and data access
Team updates, calendars, project records and agreed management routines. Calendars, email, task managers and relevant business records. Use draft actions and supervised handoffs first, then enable only specifically authorized writes. These are candidate integration categories, not verified supported connectors.
How we build it
We build with our own AI software development factory, so most implementations take days to a few weeks of creation time, not months. You see working software at every step, and exact timing depends on availability.
- 1
Scoping call
Day 1Thirty minutes on your process, your data and how you want to run it: for your own team, or for your clients. You get a fixed scope and price for the MVP.
- 2
MVP
5 daysOne buyer segment, one recurring use case; first modules: extract candidate actions; suggest owners. Manual review in the loop. Built by our AI software factory.
- 3
Paid pilot
6 daysAccounts, roles, review states, audit trail and the first integration, hardened for two to three paying pilot customers.
- 4
Full product
2 weeksRemaining modules: request confirmation; link discussion evidence; track accepted commitments. Self-serve onboarding, billing, monitoring and the wider integration set.
- 5
Run and improve
MonthlyWe host, monitor and improve it for a fixed monthly fee, or hand it over to your team. How the retainer works.
Why we start with an MVP
An MVP, or minimum viable product, is the smallest version that your users can actually work with. It is not a cheap version of the full solution. It is a test, built to answer the questions that decide whether the rest is worth building.
- Pick the riskiest assumption. Here: will project managers at remote agencies use it to solve "meeting commitments disappear into unstructured notes"?
- Build only what tests it. One team, one use case, a few core modules. People do the rest by hand for now.
- Run a paid pilot. Run one recurring workflow with a small team.
- Measure, then decide. Track confirmed actions completed and correction rate. Then expand, change course or stop, with evidence instead of opinions.
MVP scope for this solution. Begin with project managers at remote agencies and one recurring use case. Build the first two modules: extract candidate actions; suggest owners. Provide operator assistance for the third module: capture due dates. Deliver approved task list and meeting references through a manual review queue. Perform other necessary full-scope functions manually during the pilot. Include all applicable access, accuracy and professional-review controls from the start.
After the MVP. After paid pilots establish value, automate the remaining modules: request confirmation; link discussion evidence; track accepted commitments. Add one validated source integration, reusable customer configuration and recurring delivery. Expand to additional teams, document formats or languages only after testing the new scope.
What the build depends on. Explicit state definitions, owner mapping, approval rules, idempotent actions, notifications and recovery procedures. Workflow reliability matters more than fluent text.
Investment
A planning range to start the conversation, not a quote. You pay per phase, so you can stop after the MVP.
- Phase 1
MVP
One buyer segment, one recurring use case; first modules: extract candidate actions; suggest owners. Manual review in the loop.
- Phase 2
Paid pilot
Accounts, roles, review states, audit trail and the first integration, hardened for two to three paying pilot customers.
- Phase 3
Full product
Remaining modules: request confirmation; link discussion evidence; track accepted commitments. Self-serve onboarding, billing, monitoring and the wider integration set.
Indicative total, MVP to full product$37,500about 4 weeks of creation time · start with the MVP from $9,500
Running costs per month
A rough indication of monthly hosting and AI model costs once it is live, not tested. Real costs depend on usage, file sizes and the models chosen.
| Stage | Hosting and infrastructure | AI usage | Total per month |
|---|---|---|---|
| MVP and paid pilotabout 3 customers | $30–$60 | $40–$90 | $70–$150 |
| Full productabout 50 customers | $110–$210 | $280–$560 | $390–$770 |
Run it or resell it
For your own team
Project managers at remote agencies run it inside the business: authorized recordings and participant confirmations in, approved task list and meeting references out, reviewed by your people.
As part of your offer
Agencies, consultancies and software companies can offer it to their own clients under their brand. We build and maintain it; you sell and deliver it.
Your brand, or this one
Run it under your own brand, or start from this concept style.
- primary
#272f91 - accent
#c9ac54 - surface
#e4e6f1 - ink
#22201e
- Headings
- Archivo
- Text
- Lora
- Voice
- Practical, organised, candid
Selling it to your own clients: the go-to-market playbook
Pricing to test
Test USD 750-2,500 setup plus USD 200-800 monthly for one bounded workflow and team. Cap case volume and implementation scope. Larger operational integrations need separate quotes. Prices are hypotheses.
Message to test
Meeting action coordinator for project managers at remote agencies. Tasks become active only after accountable owners confirm them. Demonstrate the claim through a meeting-to-confirmed-actions demonstration.
Where to find buyers
Remote work consultants
Lead magnet
A meeting-to-confirmed-actions demonstration
The first 30 days
- Week 1: interview five prospective buyers in this segment: project managers at remote agencies. Ask to see a recent example of the problem and their current process.
- Week 2: prepare this demonstration using authorized or synthetic material: a meeting-to-confirmed-actions demonstration.
- Week 3: present it through remote work consultants and seek one narrowly scoped paid pilot.
- Week 4: review confirmed actions completed, correction rate, total delivery effort and a concrete renewal decision before increasing scope.
Paid pilot
Run one recurring workflow with a small team. Track every handoff and exception, verify completed actions, and compare handling time and missed commitments with the prior process. For this solution, use authorized recordings and participant confirmations and evaluate approved task list and meeting references. Agree success thresholds with the buyer before starting; collect a baseline for confirmed actions completed, correction rate. A positive signal is payment and repeat use with acceptable quality and delivery cost, not a favorable demo reaction alone.
Success metrics
Confirmed actions completed, correction rate
Retention and expansion
Report completed actions and recurring exceptions. Maintain the workflow as policies change, then add one adjacent handoff with clear ownership.
Why clients would pick it
Customer-specific workflow rules, reliable handoffs, operational history and integrations that make the service part of daily work. For this solution, build around tasks become active only after accountable owners confirm them. This advantage requires execution and accumulated customer trust; the base model alone is not a defensible asset.
Alternatives and positioning
Shared inboxes, spreadsheets, task boards and existing workflow automation products. Differentiate on this specific proposed advantage: tasks become active only after accountable owners confirm them. Test it against the buyer's current method on the same task. Competitor coverage and uniqueness have not been established.
Main delivery costs
Workflow configuration, integration maintenance, model calls, notification delivery, exception support and monitoring.
Safeguards
Confirm owners, decisions and commitments. Keep employee discussion notes access-controlled and avoid covert individual performance inference. Validate source access and reviewer availability during the pilot. Maintain customer-level access, data deletion controls and a record of final approvals.