Description:BACKGROUND
Field of Invention
[001] Embodiments of the present invention generally relate to a transcription tool and particularly to a smart system for automated meeting minutes generation.
Description of Related Art
[002] Effective documentation of meeting discussions is a critical requirement for organizations, as it facilitates decision-making, accountability, and task management. Traditionally, meeting minutes were recorded manually, a process that is both time-intensive and prone to human errors. While digital transcription tools have emerged, they often provide raw, unstructured transcripts that require significant post-processing to extract actionable insights. The need for a system that can automatically generate structured, comprehensive meeting summaries while minimizing manual effort has become increasingly apparent.
[003] Several solutions currently exist to address meeting transcription and summarization needs, including speech-to-text software, AI-driven note-taking applications, and integrated meeting platform transcription features. However, these solutions often fall short in providing context-aware summaries, detecting action items, or integrating seamlessly with enterprise workflow tools. Many lack advanced natural language processing (NLP) capabilities required to capture key discussion points, categorize information effectively, and enhance usability for organizations. Additionally, existing systems struggle with accent variations, multiple speakers, and complex meeting dynamics, leading to incomplete or inaccurate transcriptions.
[004] Despite advancements in artificial intelligence and NLP, there remains a gap in the market for a fully automated, intelligent system that can convert spoken content into structured, high-quality meeting minutes. Current tools either offer basic transcription with minimal processing or rely on manual intervention for organizing information. Furthermore, security and privacy concerns persist, as many platforms store data on cloud servers with limited encryption and compliance measures. An ideal solution would integrate real-time transcription, AI-driven summarization, action item detection, and enterprise-friendly security features to streamline the meeting documentation process efficiently.
[005] There is thus a need for an improved and advanced smart system for automated meeting minutes generation that can administer the aforementioned limitations in a more efficient manner.
SUMMARY
[006] Embodiments in accordance with the present invention provide a smart system for automated meeting minutes generation. The system comprising a multimedia acquisition unit adapted to receive an audio-visual conversational input from a computing device. The system further comprising a processing unit in communication with the multimedia acquisition unit. The processing unit is configured to transcribe the received audio-visual conversational input using a speech-to-text processing engine; identify key discussion points, agenda items, contextual themes, or a combination thereof from the transcribed text using a natural language processing (NLP) engine; extract the identified key discussion points, the agenda items, the contextual themes, or a combination thereof from the transcribed text using an extraction engine; and organize the extracted key discussion points, the agenda items, the contextual themes, or a combination thereof into predefined categories and a pre-set format using a structured summarization engine. The organization of the extracted key discussion points, the agenda items, the contextual themes, or a combination thereof into the predefined categories and the pre-set format generates a meeting report; and enable a review of the meeting report. The review comprises rephrasing, editing, annotating, marking, or a combination thereof; and export the reviewed meeting report to the computing device.
[007] Embodiments in accordance with the present invention further provide a method for automated meeting minutes generation. The method comprising steps of receiving an audio-visual conversational input from a computing device; transcribing a received audio-visual conversational input using a speech-to-text processing engine; identifying key discussion points, agenda items, contextual themes, or a combination thereof from the transcribed text using a natural language processing (NLP) engine; extracting the identified key discussion points, the agenda items, the contextual themes, or a combination thereof from the transcribed text using an extraction engine; organizing the extracted key discussion points, the agenda items, the contextual themes, or a combination thereof into predefined categories and a pre-set format using a structured summarization engine. The organization of the extracted key discussion points, the agenda items, the contextual themes, or a combination thereof into the predefined categories and the pre-set format generates a meeting report; enabling a review of the meeting report. The review comprises rephrasing, editing, annotating, marking, or a combination thereof; and exporting the reviewed meeting report to the computing device.
[008] Embodiments of the present invention may provide a number of advantages depending on their particular configuration. First, embodiments of the present application may provide a smart system for automated meeting minutes generation.
[009] Next, embodiments of the present application may provide a system for meeting minutes generation that leverages Artificial Intelligence (AI) and Natural Language Processing (NLP) to generate well-structured meeting minutes, reducing the need for manual editing and improving accuracy.
[0010] Next, embodiments of the present application may provide a system for meeting minutes generation that goes beyond basic transcription by detecting action items, responsibilities, and deadlines for that key tasks are clearly documented and assigned automatically.
[0011] Next, embodiments of the present application may provide a system for meeting minutes generation that is designed to integrate with popular workflow and project management platforms like Jira, Trello, Slack, and Microsoft Teams, enhancing collaboration and efficiency within organizations.
[0012] Next, embodiments of the present application may provide a system for meeting minutes generation that employs advanced speech recognition to accurately transcribe and summarize meetings in diverse linguistic environments.
[0013] Next, embodiments of the present application may provide a system for meeting minutes generation that incorporates robust encryption and access control mechanisms for compliance with privacy regulations like a General Data Protection Regulation (GDPR) and a Health Insurance Portability and Accountability Act (HIPAA) standards.
[0014] These and other advantages will be apparent from the present application of the embodiments described herein.
[0015] The preceding is a simplified summary to provide an understanding of some embodiments of the present invention. This summary is neither an extensive nor exhaustive overview of the present invention and its various embodiments. The summary presents selected concepts of the embodiments of the present invention in a simplified form as an introduction to the more detailed description presented below. As will be appreciated, other embodiments of the present invention are possible utilizing, alone or in combination, one or more of the features set forth above or described in detail below.
BRIEF DESCRIPTION OF THE DRAWINGS
[0016] The above and still further features and advantages of embodiments of the present invention will become apparent upon consideration of the following detailed description of embodiments thereof, especially when taken in conjunction with the accompanying drawings, and wherein:
[0017] FIG. 1A illustrates a schematic block diagram of a smart system for automated meeting minutes generation, according to an embodiment of the present invention;
[0018] FIG. 1B illustrates an architecture of the smart system for automated meeting minutes generation, according to an embodiment of the present invention;
[0019] FIG. 1C illustrates a process flow of the smart system for automated meeting minutes generation, according to an embodiment of the present invention;
[0020] FIG. 2 illustrates a block diagram of a processing unit of the smart system for automated meeting minutes generation, according to an embodiment of the present invention; and
[0021] FIG. 3 depicts a flowchart of a method for an automated meeting minutes generation, according to an embodiment of the present invention.
[0022] The headings used herein are for organizational purposes only and are not meant to be used to limit the scope of the description or the claims. As used throughout this application, the word "may" is used in a permissive sense (i.e., meaning having the potential to), rather than the mandatory sense (i.e., meaning must). Similarly, the words “include”, “including”, and “includes” mean including but not limited to. To facilitate understanding, like reference numerals have been used, where possible, to designate like elements common to the figures. Optional portions of the figures may be illustrated using dashed or dotted lines, unless the context of usage indicates otherwise.
DETAILED DESCRIPTION
[0023] The following description includes the preferred best mode of one embodiment of the present invention. It will be clear from this description of the invention that the invention is not limited to these illustrated embodiments but that the invention also includes a variety of modifications and embodiments thereto. Therefore, the present description should be seen as illustrative and not limiting. While the invention is susceptible to various modifications and alternative constructions, it should be understood, that there is no intention to limit the invention to the specific form disclosed, but, on the contrary, the invention is to cover all modifications, alternative constructions, and equivalents falling within the scope of the invention as defined in the claims.
[0024] In any embodiment described herein, the open-ended terms "comprising", "comprises”, and the like (which are synonymous with "including", "having” and "characterized by") may be replaced by the respective partially closed phrases "consisting essentially of", “consists essentially of", and the like or the respective closed phrases "consisting of", "consists of”, the like.
[0025] As used herein, the singular forms “a”, “an”, and “the” designate both the singular and the plural, unless expressly stated to designate the singular only.
[0026] FIG. 1A illustrates a schematic block diagram of a smart system 100 (hereinafter referred to as the system 100) for automated meeting minutes generation, according to an embodiment of the present invention.
[0027] The system 100 may be adapted to receive an audio-visual conversational input. Further, the system 100 may be adapted to detect a presence of conversations in the received audio-visual conversational input. Moreover, the system 100 may further transcribe the conversations and apply markups such as, but not limited to, a timestamp, a narrator, a physical exhibit, and so forth. Embodiments of the present invention are intended to include or otherwise cover any markups that may be applied in the transcribed conversations, including known, related art, and/or later developed technologies. Further, the system 100 may construct a report comprising the conversions along with the applied markups. The constructed report may further be designed and optimized for human understanding and readability.
[0028] According to the embodiments of the present invention, the system 100 may incorporate non-limiting hardware components to enhance the processing speed and efficiency such as the system 100 may comprise a computing device 102, a multimedia acquisition unit 104, a processing unit 106, a speech-to-text processing engine 108, a natural language processing (NLP) engine 110, an extraction engine 112, a structured summarization engine 114, an integration engine 116, and a security and compliance engine 118. In an embodiment of the present invention, the hardware components of the system 100 may be integrated with computer-executable instructions for overcoming the challenges and the limitations of the existing systems.
[0029] In an embodiment of the present invention, the computing device 102 may be adapted to upload the audio-visual conversational input to the system 100. The computing device 102 may be, but not limited to, a laptop, a mobile, and so forth. Embodiments of the present invention are intended to include or otherwise cover any type of the computing device 102, including known, related art, and/or later developed technologies.
[0030] In an embodiment of the present invention, the multimedia acquisition unit 104 may be adapted to receive the audio-visual conversational input from the computing device 102. The multimedia acquisition unit 104 may be adapted to integrate with online conferencing platforms such as, but not limited to, a Zoom, a Microsoft Teams, a Google Meet, and so forth. Embodiments of the present invention are intended to include or otherwise cover any online conferencing platforms, including known, related art, and/or later developed technologies.
[0031] In an embodiment of the present invention, the processing unit 106 may be in communication with the multimedia acquisition unit 104. The processing unit 106 may further be configured to execute computer-executable instructions to generate an output relating to the system 100. According to embodiments of the present invention, the processing unit 106 may be, but not limited to, a Programmable Logic Control (PLC) unit, a microprocessor, a development board, and so forth. Embodiments of the present invention are intended to include or otherwise cover any type of the processing unit 106 including known, related art, and/or later developed technologies. In an embodiment of the present invention, the processing unit 106 may further be explained in conjunction with FIG. 2.
[0032] FIG. 1B illustrates an architecture of the system 100, according to an embodiment of the present invention. In an embodiment of the present invention, the system 100 may receive the audio-visual conversational input. Further, the system 100 may deploy computational intelligence to recognize conversations in the input to extract legible form of the conversation. Further, the extracted form of the conversation may be embedded in a document. Moreover, the system 100 may summarize the document for a quick reading and brief understanding.
[0033] FIG. 1C illustrates a process flow of the system 100, according to an embodiment of the present invention. In an embodiment of the present invention, an automated process of conversations in the audio-visual conversational input into legible text format may reduce human labor while eliminating mistakes and ensuring effective storage of all vital conversational information, leading organizations to boost productivity together with enhanced collaboration capabilities.
[0034] FIG. 2 illustrates a block diagram of the processing unit 106 of the system 100, according to an embodiment of the present invention. The processing unit 106 may comprise the computer-executable instructions in form of programming modules such as a data receiving module 200, a data processing module 202, and a data output module 204.
[0035] In an embodiment of the present invention, the data receiving module 200 may be configured to receive the audio-visual conversational input from the computing device 102. Further, the data receiving module 200 may be configured to enable the speech-to-text processing engine 108 to transcribe the received audio-visual conversational input. The speech-to-text processing engine 108 may utilize an Artificial Intelligence (AI)-based transcription models such as, but not limited to, a Google Speech-to-Text, an IBM Watson, an OpenAI Whisper, and so forth for multi-language speech recognition.
[0036] The data receiving module 200 may be configured to transmit the transcribed text to the data processing module 202.
[0037] The data processing module 202 may be activated upon receipt of the transcribed text from the data receiving module 200. The data processing module 202 may be configured to activate the natural language processing (NLP) engine 110 to identify key discussion points, agenda items, contextual themes, and so forth from the transcribed text. The natural language processing (NLP) engine 110 may employ deep learning frameworks such as, but not limited to, a Bidirectional Encoder Representations from Transformers (BERT), a Generative Pre-trained Transformer (GPT), a T5 fine-tuned, a spaCy, and so forth for identification and analysis of textual data and generate contextual meeting summaries.
[0038] The data processing module 202 may be configured to activate the extraction engine 112 to extract the identified key discussion points, the agenda items, the contextual themes, and so forth from the transcribed text.
[0039] The data processing module 202 may be configured to activate the structured summarization engine 114 to organize the extracted key discussion points, the agenda items, the contextual themes, and so forth into predefined categories and a pre-set format. The organization of the extracted key discussion points, the agenda items, the contextual themes, and so forth into the predefined categories and the pre-set format generates a meeting report. Further, the structured summarization engine 114 may organize the meeting report in multiple formats such as, but not limited to, a Portable Document Format (PDF), an Office Open document (DOCX), a Hyper Text Markup Language (HTML), and so forth allowing participants to customize the exported meeting report as per organizational needs.
[0040] The data processing module 202 may be configured to transmit the generated meeting report to the data output module 204.
[0041] The data output module 204 may be activated upon receipt of the generated meeting report from the data processing module 202. The data output module 204 may be configured to activate a StubHub to enable a review of the meeting report. The review may comprise rephrasing, editing, annotating, marking, and so forth. Further, the data output module 204 may be configured to export the reviewed meeting report to the computing device 102.
[0042] The data output module 204 may be configured to assign meeting responsibilities and due dates to participants. The data output module 204 may be configured to activate the integration engine 116 adapted to connect with third-party project management tools such as, but not limited to, a Trello, an Asana, a Slack, and so forth to facilitate seamless task assignment and tracking. The data output module 204 may be configured to activate the security and compliance engine 118 to ensure data protection using encryption protocols, access control mechanisms, and compliance with a General Data Protection Regulation (GDPR) and a Health Insurance Portability and Accountability Act (HIPAA) standards.
[0043] In an exemplary embodiment of the present invention, the system 100 may be utilized in a virtual board meeting where participants join via a video conferencing platform. The data receiving module 200 may capture audio-visual input and enable real-time transcription using the speech-to-text processing engine 108. The speech-to-text engine may leverage Artificial Intelligence (AI)-driven acoustic modeling and natural language processing (NLP) techniques to enhance accuracy and support multi-language recognition. The data processing module 202 may analyze the transcribed text, extracting key discussion points, agenda topics, and action items. The structured summarization engine 114 may organize this information into the predefined categories and generate the formatted meeting report in multiple file formats, including Portable Document Format (PDF), Office Open XML Document (DOCX), and HyperText Markup Language (HTML).
[0044] The data output module 204 may enable board members to review, edit, and annotate the meeting report before exporting it. It may incorporate Artificial Intelligence (AI)-assisted suggestions for rephrasing and summarization for clarity and conciseness. Additionally, the system 100 may assign tasks with deadlines and integrate with project management tools like Trello and Asana, utilizing Application Programming Interface (API)-based synchronization for real-time task updates. To ensure security and compliance, the system 100 may implement encryption protocols, access controls, and regulatory standards such as the General Data Protection Regulation (GDPR) and the Health Insurance Portability and Accountability Act (HIPAA). The security framework may include end-to-end encryption, multi-factor authentication, and role-based access control (RBAC) to protect sensitive meeting data from unauthorized access.
[0045] FIG. 3 depicts a flowchart of a method 300 for an automated meeting minutes generation using the system 100, according to an embodiment of the present invention.
[0046] At step 302, the system 100 may receive the audio-visual conversational input from the computing device 102.
[0047] At step 304, the system 100 may transcribe the received audio-visual conversational input using the speech-to-text processing engine 108.
[0048] At step 306, the system 100 may identify the key discussion points, the agenda items, the contextual themes, and so forth from the transcribed text using the natural language processing (NLP) engine 110.
[0049] At step 308, the system 100 may extract the identified key discussion points, the agenda items, the contextual themes, and so forth from the transcribed text using the extraction engine 112.
[0050] At step 310, the system 100 may organize the extracted key discussion points, the agenda items, the contextual themes, and so forth into the predefined categories and the pre-set format using the structured summarization engine 114.
[0051] At step 312, the system 100 may enable the review of the meeting report.
[0052] At step 314, the system 100 may export the reviewed meeting report to the computing device 102.
[0053] While the invention has been described in connection with what is presently considered to be the most practical and various embodiments, it is to be understood that the invention is not to be limited to the disclosed embodiments, but on the contrary, is intended to cover various modifications and equivalent arrangements included within the scope of the appended claims.
[0054] This written description uses examples to disclose the invention, including the best mode, and also to enable any person skilled in the art to practice the invention, including making and using any devices or systems and performing any incorporated methods. The patentable scope of the invention is defined in the claims, and may include other examples that occur to those skilled in the art. Such other examples are intended to be within the scope of the claims if they have structural elements that do not differ from the literal language of the claims, or if they include equivalent structural elements within substantial differences from the literal languages of the claims. , Claims:CLAIMS
I/We Claim:
1. A smart system (100) for automated meeting minutes generation, the system (100) comprising:
a multimedia acquisition unit (104) adapted to receive an audio-visual conversational input from a computing device (102); and
a processing unit (106) in communication with the multimedia acquisition unit (104), characterized in that the processing unit (106) is configured to:
transcribe the received audio-visual conversational input using a speech-to-text processing engine (108);
identify key discussion points, agenda items, contextual themes, or a combination thereof from the transcribed text using a natural language processing (NLP) engine (110) comprising a framework selected from a Bidirectional Encoder Representations from Transformers (BERT), a Generative Pre-trained Transformer (GPT), a T5 fine-tuned, a spaCy, or a combination thereof;
extract the identified key discussion points, the agenda items, the contextual themes, or a combination thereof from the transcribed text using an extraction engine (112);
generate a meeting report by organizing the extracted key discussion points, the agenda items, the contextual themes, or a combination thereof into predefined categories and a pre-set format using a structured summarization engine (114);
enable a review of the meeting report; and
export the reviewed meeting report to the computing device (102).
2. The system (100) as claimed in claim 1, wherein the review of the meeting report is conducted using a StubHub.
3. The system (100) as claimed in claim 1, wherein the processing unit (106) is configured to assign meeting responsibilities and due dates to participants.
4. The system (100) as claimed in claim 1, wherein the multimedia acquisition unit (104) is adapted to integrate with online conferencing platforms selected from a Zoom, a Microsoft Teams, a Google Meet, or a combination thereof.
5. The system (100) as claimed in claim 1, wherein the speech-to-text processing engine (108) is configured to utilize an Artificial Intelligence (AI)-based transcription models selected from a Google Speech-to-Text, an IBM Watson, an OpenAI Whisper, or a combination thereof for multi-language speech recognition.
6. The system (100) as claimed in claim 1, wherein the processing unit (106) is configured to enable the reviewing of the meeting report by enabling rephrasing, editing, annotating, marking on the generated report, or a combination thereof.
7. The system (100) as claimed in claim 1, wherein the structured summarization engine (114) organizes the meeting report in multiple formats selected from a Portable Document Format (PDF), an Office Open document (DOCX), a Hyper Text Markup Language (HTML), or a combination thereof allowing participants to customize the exported meeting report as per organizational needs.
8. The system (100) as claimed in claim 1, comprising an integration engine (116) adapted to connect with third-party project management tools selected from a Trello, an Asana, a Slack, or a combination thereof to facilitate seamless task assignment and tracking.
9. The system (100) as claimed in claim 1, comprising a security and compliance engine (118) is configured for data protection using encryption protocols, access control mechanisms, and compliance with a General Data Protection Regulation (GDPR) and a Health Insurance Portability and Accountability Act (HIPAA) standards.
10. A method (300) for automated meeting minutes generation, the method (300) is characterized by steps of:
receiving an audio-visual conversational input from a computing device (102);
transcribing a received audio-visual conversational input using a speech-to-text processing engine (108);
identifying key discussion points, agenda items, contextual themes, or a combination thereof from the transcribed text using a natural language processing (NLP) engine (110);
extracting the identified key discussion points, the agenda items, the contextual themes, or a combination thereof from the transcribed text using an extraction engine (112);
generating a meeting report by organizing the extracted key discussion points, the agenda items, the contextual themes, or a combination thereof into predefined categories and a pre-set format using a structured summarization engine (114);
enabling a review of the meeting report; and
exporting the reviewed meeting report to the computing device (102).

Date: March 26, 2025
Place: Noida

Nainsi Rastogi
Patent Agent (IN/PA-2372)
Agent for the Applicant