The Problem
In a high-velocity global marketing role, our client was juggling dozens of long-lead, short-lead, and ad hoc projects simultaneously — with constant input from cross-functional stakeholders, daily meetings, and shifting priorities. The sheer volume of information and fast-paced switch-tasking made it nearly impossible to keep up with note-taking, task creation, and timely follow-ups.

Every day, more than an hour was spent manually translating meeting notes into tasks, calendar blocks, and reminders — often requiring constant challenges to recall context, assign ownership, and estimate time needed to complete tasks. With no secure, integrated system between the company’s note-taking and task management tools, this process introduced friction, cognitive overload, and missed opportunities.

How We Helped
Through the FutureProof AI Enablement Program, we partnered directly with the client to co-develop a practical, AI-powered workflow tailored to their needs. Using secure, enterprise-approved tools and automation frameworks, we designed a system that:

• Extracts action items from meeting notes automatically

• Translates notes into structured tasks

• Estimates and allocates calendar time based on task complexity

• Sends reminders and creates a centralized task hub for easy follow-up

We guided the team through hands-on sessions, collaborative build-outs, and iterative prototyping — enabling them to launch and scale their solution within weeks.

The Impact
By implementing this system, the client eliminated over 5 hours of manual tasking per week — equating to more than 250 hours saved annually for a single individual. When applied across a broader team, the potential to save thousands of hours per year is clear.