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How to Build a Smart Meeting Preparation Checklist Generator

Revolutionize your meeting preparation process with our AI-driven checklist generator. This innovative tool analyzes meeting details to create customized, comprehensive checklists, ensuring you're always prepared and maximizing meeting efficiency.

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Simple Summary

Create a smart, AI-powered checklist generator to streamline meeting preparation and boost productivity.

Product Requirements Document (PRD)

Goals:

  • Develop an intuitive, AI-powered meeting preparation tool
  • Streamline the pre-meeting process for professionals
  • Increase meeting productivity and effectiveness

Target Audience:

  • Business professionals
  • Project managers
  • Team leaders
  • Anyone who regularly organizes or attends meetings

Key Features:

  1. AI-driven checklist generation based on meeting type, participants, and agenda
  2. Customizable templates for different meeting types
  3. Integration with popular calendar apps
  4. Collaborative features for team preparation
  5. Reminder system for checklist completion
  6. Analytics dashboard for meeting preparation trends

User Requirements:

  • Easy-to-use interface for inputting meeting details
  • Quick generation of relevant, comprehensive checklists
  • Ability to edit and customize generated checklists
  • Option to save and reuse checklist templates
  • Mobile and desktop accessibility
  • Secure storage of meeting information

User Flows

  1. Meeting Creation Flow:

    • User logs in
    • Clicks "Create New Meeting"
    • Enters meeting details (title, date, time, participants, agenda)
    • Clicks "Generate Checklist"
    • Reviews and edits generated checklist
    • Saves and shares checklist with team members

  2. Checklist Completion Flow:

    • User receives notification for pending checklist
    • Opens checklist in app
    • Marks items as complete
    • Adds notes or additional items as needed
    • Submits completed checklist for team visibility

  3. Analytics Review Flow:

    • User navigates to Analytics Dashboard
    • Selects date range for analysis
    • Views meeting preparation trends and insights
    • Exports report for team review

Technical Specifications

  • Frontend: React.js for a responsive, component-based UI
  • Backend: Node.js with Express for API development
  • Database: MongoDB for flexible document storage
  • AI/ML: TensorFlow.js for checklist generation algorithms
  • Authentication: JWT for secure user authentication
  • API Integration: RESTful APIs for calendar app integration
  • Hosting: AWS for scalable cloud infrastructure
  • Version Control: Git with GitHub for collaborative development
  • Testing: Jest for unit and integration testing
  • CI/CD: GitHub Actions for automated testing and deployment

API Endpoints

  • POST /api/meetings: Create a new meeting
  • GET /api/meetings/:id: Retrieve meeting details
  • PUT /api/meetings/:id: Update meeting information
  • DELETE /api/meetings/:id: Delete a meeting
  • POST /api/checklists: Generate a checklist
  • GET /api/checklists/:id: Retrieve a checklist
  • PUT /api/checklists/:id: Update a checklist
  • GET /api/analytics: Retrieve analytics data
  • POST /api/users/register: Register a new user
  • POST /api/users/login: User login

Database Schema

Users:

  • _id: ObjectId
  • username: String
  • email: String
  • password: String (hashed)
  • createdAt: Date

Meetings:

  • _id: ObjectId
  • title: String
  • date: Date
  • time: String
  • participants: Array of Strings
  • agenda: Array of Strings
  • userId: ObjectId (reference to Users)

Checklists:

  • _id: ObjectId
  • meetingId: ObjectId (reference to Meetings)
  • items: Array of Objects (text: String, completed: Boolean)
  • createdAt: Date
  • updatedAt: Date

File Structure

/src /components Header.js Footer.js MeetingForm.js ChecklistGenerator.js ChecklistItem.js AnalyticsDashboard.js /pages Home.js Login.js Register.js MeetingCreation.js ChecklistView.js Analytics.js /api meetingsApi.js checklistsApi.js usersApi.js /utils aiUtils.js dateUtils.js /styles global.css components.css /contexts AuthContext.js /hooks useAuth.js useChecklist.js /public index.html favicon.ico manifest.json /tests components.test.js api.test.js README.md package.json .gitignore .env

Implementation Plan

  1. Project Setup (1-2 days)

    • Initialize React app
    • Set up Node.js backend
    • Configure MongoDB database
    • Set up version control with Git

  2. User Authentication (3-4 days)

    • Implement user registration and login
    • Set up JWT authentication
    • Create protected routes

  3. Meeting Management (5-7 days)

    • Develop meeting creation interface
    • Implement CRUD operations for meetings
    • Design and implement meeting data storage

  4. AI Checklist Generation (7-10 days)

    • Develop AI algorithm for checklist generation
    • Integrate TensorFlow.js
    • Create API endpoint for checklist generation

  5. Checklist Management (5-7 days)

    • Implement checklist viewing and editing
    • Develop collaborative features
    • Create reminder system

  6. Calendar Integration (3-4 days)

    • Research and implement calendar API integrations
    • Sync meetings with external calendars

  7. Analytics Dashboard (5-7 days)

    • Design analytics UI
    • Implement data aggregation and analysis
    • Create visualizations for insights

  8. Testing and QA (5-7 days)

    • Write and run unit tests
    • Perform integration testing
    • Conduct user acceptance testing

  9. Deployment and Launch (3-4 days)

    • Set up AWS infrastructure
    • Configure CI/CD pipeline
    • Deploy application to production

  10. Post-launch Monitoring and Iteration (Ongoing)

    • Monitor application performance
    • Gather user feedback
    • Implement improvements and new features

Deployment Strategy

  1. Set up AWS EC2 instances for backend services
  2. Configure Amazon RDS for MongoDB database
  3. Use Amazon S3 for static asset storage
  4. Implement Amazon CloudFront for content delivery
  5. Set up Elastic Load Balancing for high availability
  6. Configure AWS CloudWatch for monitoring and alerts
  7. Implement automated deployments using AWS CodePipeline
  8. Use AWS Lambda for serverless background tasks
  9. Implement regular database backups using AWS Backup
  10. Set up staging environment for pre-production testing

Design Rationale

The Smart Meeting Preparation Checklist 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 computations. MongoDB offers flexibility for storing varied meeting and checklist data structures.

The AI-driven checklist generation is the core feature, implemented using TensorFlow.js to allow for client-side processing, reducing server load. The modular file structure and component-based architecture facilitate easier maintenance and future feature additions.

AWS services were selected for deployment due to their scalability and reliability, ensuring the application can handle growing user bases. The implementation plan prioritizes core functionality first, followed by advanced features and integrations, allowing for iterative development and early user feedback.