Novare BPA — Business Process Intelligence

Meeting Analysis

Export:

DOWNTIME

NOVARE BPA FORENSIC INTERVIEW — MOLTI GROUP
Process: Face-to-Face Meeting Documentation & Governance Rhythm
Owner: Ben Teague (Managing Director)
Interviewer: Elle (Novare RevOps)

Ben: After every board meeting I use Otter.ai on my phone to record it. I press record at the start, stop at the end. Takes the whole meeting duration, usually 60 minutes.

Elle: Walk me through exactly what you do after you stop the recording.

Ben: I read through the raw transcript on my phone, you know, flag the sensitive items — maybe 15 minutes. Then I export it and email it to Milly, our EA.

Elle: Which folder does the export go to? What format?

Ben: It just exports from the Otter.ai app directly as a file, I attach it to an Outlook email and send it through.

Elle: How long does that take you?

Ben: Maybe 5 minutes. Open Outlook, write the email, attach the transcript file, send it. Pretty straightforward.

Elle: Okay. Now tell me what Milly does when she receives it.

Milly: I open the email in Outlook, copy the transcript text to clipboard, then open Chrome and log into Claude. I paste the text in, I have a saved prompt template somewhere — I have to go find it in my notes. Then I run the prompt and wait for it to generate.

Elle: How long is that wait?

Milly: Maybe 3 minutes for the generation. But finding the prompt template can take another 2-3 minutes if I can't remember where I saved it.

Elle: Then what?

Milly: I copy the Claude output, go to SharePoint, find the Molti Word template — that's in a subfolder under Corporate Governance Templates. I paste the text into Word and then usually have to reformat everything because the fonts get messed up.

Elle: How long does reformatting take?

Milly: At least 10 minutes. Sometimes longer if there's a lot of action items. I save it as a PDF to my desktop, then draft an email back to Ben with the PDF attached for his approval.

Elle: So you're going from Otter.ai to Outlook to Chrome to Claude back to Outlook to SharePoint to Word to Outlook again?

Milly: Yes, basically. That's 7 different windows.

Elle: Ben, once you get Milly's email with the PDF, what's the turnaround time?

Ben: Honest answer? It could sit in my inbox for a day, maybe two days. I'm busy. I eventually reply "Approved" when I get to it.

Elle: And then?

Milly: When I get the approval I log into HubSpot and manually type the action items into the relevant contact records. That's probably another 15 minutes depending on how many actions came out of the meeting.

Elle: Are you copying and pasting or retyping?

Milly: Retyping. HubSpot doesn't accept paste from Word very well, the formatting gets garbled.

Elle: So you're reading the PDF on one screen and typing into HubSpot on another?

Milly: Yes, exactly. Back and forth.

Ben: We should probably look at a Zapier integration for this at some point —

Elle: That's exactly the kind of friction we're going to eliminate in Phase 3. Let's park that for now. Is there anything else in this workflow I'm missing?

Ben: Actually Strety. Once the action items are in HubSpot, someone — usually me or whoever ran the meeting — also has to manually enter the Rocks and Issues into Strety for the EOS tracking. That's another separate step.

Elle: Who does that?

Ben: Sometimes me, sometimes Milly, sometimes neither of us remembers to do it and it just doesn't get done.

Milly: I actually keep a personal Excel sheet on my desktop with all the outstanding action items because I don't fully trust that everything makes it into HubSpot or Strety. It's kind of my backup.

Elle: That's a shadow workflow. Tell me about that spreadsheet.

Milly: It's just something I started because items were falling through the cracks. I update it manually after every meeting. It has the meeting date, action item, owner, due date. There's probably 3 months of data in there.

679 wordsFull BPA: BPMN + SIPOC + Swimlane + Knowledge Graph · Anthropic

Extract a process to visualise it here