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How to Build an AI-Powered Smart Meeting Agenda Generator

Create a cutting-edge Smart Meeting Agenda Generator that leverages AI to revolutionize meeting preparation. This tool will analyze meeting topics, participants, and historical data to automatically generate optimized agendas, saving time and improving meeting efficiency for professionals across industries.

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Simple Summary

A Smart Meeting Agenda Generator powered by AI that streamlines meeting preparation and enhances productivity for professionals.

Product Requirements Document (PRD)

Goals:

  • Develop an intuitive AI-powered tool for generating smart meeting agendas
  • Streamline the meeting preparation process
  • Improve overall meeting efficiency and productivity

Target Audience:

  • Business professionals
  • Project managers
  • Team leaders
  • Executive assistants

Key Features:

  1. AI-driven agenda generation
  2. Integration with calendar systems
  3. Customizable templates
  4. Participant analysis and role suggestions
  5. Historical meeting data analysis
  6. Real-time collaborative editing
  7. Automatic time allocation for agenda items
  8. Meeting outcome tracking and reporting

User Requirements:

  • User-friendly interface for inputting meeting details
  • Seamless integration with existing productivity tools
  • Ability to edit and customize generated agendas
  • Mobile and desktop compatibility
  • Secure data handling and privacy protection

User Flows

  1. Create New Agenda: User logs in → Selects "New Agenda" → Inputs meeting details → AI generates draft agenda → User reviews and edits → Finalizes and shares agenda

  2. Collaborate on Agenda: User receives shared agenda link → Opens agenda → Makes edits or suggestions → Changes are synced in real-time → All participants see updated agenda

  3. Review Meeting Outcomes: User accesses past meeting → Views auto-generated summary → Checks completion status of action items → Analyzes meeting efficiency metrics

Technical Specifications

  • Frontend: React.js for a responsive and interactive UI
  • Backend: Node.js with Express.js for API development
  • Database: MongoDB for flexible data storage
  • AI/ML: TensorFlow.js for agenda generation algorithms
  • Authentication: JWT for secure user authentication
  • API Integration: RESTful APIs for calendar systems (Google Calendar, Outlook)
  • Real-time Collaboration: Socket.io for live updates
  • Hosting: AWS for scalable cloud infrastructure
  • Version Control: Git with GitHub for collaborative development
  • Testing: Jest for unit and integration testing

API Endpoints

  • POST /api/auth/register
  • POST /api/auth/login
  • GET /api/meetings
  • POST /api/meetings/new
  • PUT /api/meetings/:id
  • GET /api/agendas/:id
  • POST /api/agendas/generate
  • PUT /api/agendas/:id/collaborate
  • GET /api/analytics/meeting/:id

Database Schema

Users:

  • _id: ObjectId
  • email: String
  • password: String (hashed)
  • name: String
  • role: String

Meetings:

  • _id: ObjectId
  • title: String
  • date: Date
  • participants: [ObjectId] (ref: Users)
  • agenda: ObjectId (ref: Agendas)

Agendas:

  • _id: ObjectId
  • meetingId: ObjectId (ref: Meetings)
  • items: [ { title: String, duration: Number, description: String } ]
  • status: String

Analytics:

  • _id: ObjectId
  • meetingId: ObjectId (ref: Meetings)
  • duration: Number
  • participantFeedback: [ { userId: ObjectId, rating: Number, comments: String } ]
  • actionItems: [ { description: String, assignee: ObjectId, status: String } ]

File Structure

/src /components Header.js Footer.js AgendaItem.js MeetingForm.js CollaborationPanel.js /pages Home.js Login.js Register.js Dashboard.js MeetingDetails.js AgendaEditor.js Analytics.js /api authApi.js meetingsApi.js agendasApi.js analyticsApi.js /utils aiUtils.js dateUtils.js validationUtils.js /styles global.css components.css pages.css /hooks useAuth.js useMeetings.js /context AuthContext.js MeetingContext.js /public /assets logo.svg icons/ /tests unit/ integration/ README.md package.json .gitignore .env

Implementation Plan

  1. Project Setup (1 week)

    • Initialize React app and Node.js backend
    • Set up MongoDB and basic API structure
    • Implement user authentication system

  2. Core Functionality Development (3 weeks)

    • Develop meeting creation and management features
    • Implement AI-driven agenda generation algorithm
    • Create agenda editing and customization tools

  3. Integration and Advanced Features (2 weeks)

    • Integrate with calendar systems
    • Implement real-time collaboration functionality
    • Develop analytics and reporting features

  4. UI/UX Refinement (1 week)

    • Design and implement responsive UI
    • Enhance user experience with animations and intuitive interactions

  5. Testing and Optimization (2 weeks)

    • Conduct thorough testing (unit, integration, user acceptance)
    • Optimize performance and fix identified issues

  6. Deployment and Launch Preparation (1 week)

    • Set up production environment
    • Prepare documentation and user guides
    • Conduct final checks and soft launch

Deployment Strategy

  1. Set up AWS infrastructure using Elastic Beanstalk for easy scaling
  2. Use Amazon RDS for managed MongoDB database
  3. Implement CI/CD pipeline with GitHub Actions
  4. Deploy frontend to Amazon S3 with CloudFront for content delivery
  5. Use AWS Lambda for serverless AI processing tasks
  6. Implement AWS CloudWatch for monitoring and logging
  7. Set up regular database backups using AWS Backup
  8. Use AWS WAF for additional security layer

Design Rationale

The AI-powered Smart Meeting Agenda Generator is designed with a focus on user experience, efficiency, and scalability. React.js was chosen for the frontend to create a responsive and interactive UI, while Node.js provides a robust backend capable of handling AI processing tasks. MongoDB offers flexibility for storing varied meeting and agenda data structures.

The AI component, implemented with TensorFlow.js, allows for intelligent agenda generation based on meeting context and historical data. Real-time collaboration features ensure all participants can contribute effectively to agenda planning.

The AWS deployment strategy provides scalability and reliability, crucial for handling potential growth in user base and data processing needs. The modular file structure and use of React components promote code reusability and ease of maintenance as the application evolves.