AI Powered Meeting Summarizer and Action Item Generator

Abstract: Meetings are an important part of academic and professional work, but the information discussed during them is not always recorded in a consistent or useful form. Preparing minutes manually can take time, and important decisions, responsibilities, deadlines, and risks may be overlooked. This paper presents MeetMind, an AI-powered meeting summarization and action-item management system. The application accepts either a typed meeting transcript or an uploaded audio/video recording. For recordings, it generates a transcript using the OpenAI speech-to-text service when configured, or a local Whisper-based transcription option. The transcript is then processed by an offline natural language processing pipeline that uses spaCy, NLTK, and scikit-learn. TF-IDF sentence ranking supports extractive summaries, while linguistic patterns and named-entity information assist in identifying decisions, tasks, owners, deadlines, priorities, and risks. An optional locally hosted language model through Ollama can provide additional summary and insight generation.
MeetMind stores meeting records in an SQLite database with FTS5 full-text search. The stored information supports a Memory Assistant, an Accountability Center, calendar-event export, analytics, a Meeting Readiness and Dependency Radar, and report generation. The prototype was tested at module level using eight functional test cases, all of which passed. In one sample product-strategy meeting containing 617 words and eight speakers, the system identified 15 action items and eight decisions and produced a productivity score of 86.5 out of 100, displayed as 87%. These observations demonstrate the operation of the prototype; they do not represent validated accuracy measurements. The paper describes the system design, implementation, observed outputs, limitations, and directions for further evaluation.

Keywords: Meeting summarization, action-item extraction, natural language processing, TF-IDF, speech recognition, Whisper, SQLite, full-text search, meeting analytics.