How AI minutes work: what to check

What you need

• You can open a draft of the minutes (minutes not yet approved).

Separate decisions from things still undecided

Minutes are the record of a meeting that AI drafts from the transcript (what was said, written out), and that the person who recorded the meeting checks and approves.

First, check that suggestions, backchannel words (such as “yes” or “I see”) and questions asking to confirm have not been written as a Decision or a Task.

There are seven kinds of items: Decision, Change request, Task, Open question, Risk, Requirement and Other. When the kind is wrong, press Edit on Minutes, point at the item, and choose again in the kind field that appears next to its Edit button. The steps are in “Edit minutes and add items”.

Check the meaning and context in the evidence

Evidence is the statements an item of the minutes came from. Press an item’s title and its evidence is highlighted in Transcript on the right.

Read around the highlighted statements too, and check that the item still means what was said. The steps are in “Review minutes with evidence”.

An item the AI wrote that highlights nothing when you press it has no evidence. Even after approval it cannot be sent to Backlog or Jira as an issue, and Meeting items marks it No evidence. An item a person added counts the person as its evidence, so it can be sent.

Compare people and dates with what was said

A Task has an Assignee field (the person who does it) and a Due field, and an Open question has a Check with field. Any item can have a Related party. Fields with nothing in them are not shown.

Compare the names and dates with the evidence (see the picture). Remove a person or date nobody said in the meeting, and fill in a field that is empty although it was said.

Approve the whole minutes before delivering them

You approve the minutes as a whole, once, not item by item. Only the person who recorded the meeting can approve.

An approved version cannot be changed afterwards. To correct it, press Edit in the Minutes pane (on a phone, Edit under ⋯ More actions), correct it and save it as a new draft, and approve again.

Send to, downloading and saving to My item list work once the minutes are approved. The steps are in “Approve minutes” and “Choose where to send with Send to”.

GIJITO does not track whether the work of an item is done. Keep the team’s progress in Backlog, Redmine, Jira or a similar tool, and your own progress and due dates in My item list.

If something does not work