In a context where artificial intelligence is revolutionizing professional practices, umbrella organizations seek to leverage these technologies while preserving their human expertise. A leading Swiss umbrella organization, a major player in the economic landscape, approached Novatix to strategically explore the opportunities offered by AI and implement concrete solutions adapted to their specific needs.

This case study presents the approach adopted by Novatix to support this organization, from initial exploration workshops to the implementation of an automated meeting minutes generation tool.

The Initial Situation: Understanding to Better Act

This umbrella organization, recognized for its expertise in defending economic interests and supporting businesses, regularly organizes committees and working groups requiring precise and comprehensive documentation.

Identified Challenges

The organization faced several major challenges in its document management. Numerous meetings and committees generated considerable administrative burden, with significant time devoted to writing and formalizing meeting minutes. The organization had also identified a need for standardization while preserving the specificities of each committee. Finally, it expressed a clear desire to explore AI in a thoughtful manner aligned with its organizational values.

Specific Expectations

The organization wished to approach artificial intelligence with a methodical approach, identifying relevant use cases before launching technical developments. It had also identified document management, particularly the writing of meeting minutes, as a priority area for optimization.

"We wanted to avoid the trap of hasty AI adoption without prior reflection on our real needs and specific constraints," explains a responsible from the organization. "Our priority was to preserve the quality of our work while gaining efficiency."

The Novatix Approach: Strategy Before Technology

Faced with these challenges, Novatix proposed a two-phase approach: first a use case identification workshop, then the development of a priority concrete solution.

The Use Case Identification Workshop

Rather than immediately proposing technical solutions, Novatix organized a strategic workshop with the organization's teams. This collaborative session allowed:

• Clarifying fundamental AI concepts for all participants
• Analyzing existing processes and identifying friction points
• Collectively evaluating different potential use cases
• Prioritizing projects according to their impact, feasibility, and alignment with the organization's values

This participatory approach fostered team buy-in and the emergence of ideas rooted in the organization's operational realities.

"The workshop allowed us to understand the issues surrounding artificial intelligence, and how to derive the best benefits while preserving the human capital of our employees." testified a responsible for collective labor agreements.

Development of a Priority Tool: The Meeting Minutes Generator

At the workshop's conclusion, meeting minutes generation was identified as the priority use case. Novatix then designed a custom solution meeting the organization's specific requirements.

Key Features of the Meeting Minutes Generator

• Intelligent recording processing: the tool can analyze meeting audio recordings to automatically extract essential points
• Accurate transcription with speaker identification: the system recognizes different voices and automatically attributes statements to the correct person
• Customizable templates: several meeting minutes models are available according to meeting type and can be customized according to needs
• Integrated AI assistant: allows quickly finding specific information in a meeting or obtaining insights on discussions
• Adaptive structure: the system adapts to different types of committees and their specific formal requirements
• Institutional style preservation: the AI has been trained on existing documents to maintain the tone and formalism specific to the organization
• Intuitive validation interface: users can easily review, modify, and validate generated content
• Multi-platform availability: accessible on computer and mobile phone for use on the go

"We designed this tool not to replace human judgment, but to automate the most time-consuming aspects of meeting minutes writing," explains Nikitas, consultant at Novatix. "Humans remain at the center of the process, with significant time savings."

Advanced Customization

The meeting minutes generator was specifically adapted to the organization's context. It integrates specific vocabulary and terminologies unique to different committees. The system has been configured to recognize regular participants' names and their functions. The tool strictly respects formal conventions specific to the organization and adapts to different meeting formats (joint committees, working groups, etc.).

Concrete Results

The implementation of this solution quickly generated tangible benefits for the organization.

Measured Efficiency Gains

• 70% average reduction in meeting minutes writing time
• Increased standardization of document format while preserving each committee's specificities
• Accelerated validation and distribution process for meeting minutes
• Time liberation for employees who can focus on higher value-added tasks

Quality Preservation

One of the essential objectives was to maintain, or even improve, the quality of produced meeting minutes. Several indicators confirm achieving this objective:

• Increased comprehensiveness of discussed points
• Enhanced consistency between different documents
• Decreased formal and typographical errors
• Participant satisfaction with committee report accuracy

Human Support: Key to Success

Beyond the technical solution, the project's success relies on the human support implemented by Novatix.

Customized Training

A series of training sessions were organized to allow employees to fully appropriate the tool. Initiation sessions were adapted to different user profiles, with personalized support for first uses. Novatix also provided clear and accessible documentation, as well as a dedicated support channel to answer user questions in real time.

Continuous Evolution

The project was designed with a logic of permanent improvement. Novatix implemented a system for regular user feedback collection and makes iterative tool adjustments. The technical team also ensures progressive feature enrichment and continuously adapts the solution to the organization's evolving needs.

Perspectives

Building on this first success, the organization considers extending AI use to other areas identified during the initial workshop.

Envisioned Next Steps

• Expanding the meeting minutes generator to other types of meetings and instances
• Exploring legal writing assistance tools
• Automating contractual document analysis
• Developing assistants for regulatory monitoring

"This first experience demonstrated that a thoughtful approach to AI, centered on our real needs and values, can generate concrete benefits without compromising the quality of our work," concludes a member of management. "We now see AI as a tool for augmenting our capabilities rather than as a replacement technology."

Conclusion: A Thoughtful AI Adoption

The collaboration between this umbrella organization and Novatix demonstrates that a pragmatic AI adoption can generate immediate value, even in institutions where the human dimension is paramount. Unlike generic approaches that promise revolutionary transformations but struggle to deliver concrete results, this project distinguished itself through its anchoring in daily operational realities.

For this organization, AI use is not an end in itself, but a means of strengthening its role as an expert and advisor. By automating repetitive administrative tasks, the organization frees its employees to dedicate more time to personalized business support and in-depth analysis of current economic issues – missions where human expertise remains irreplaceable.