AI Assistant Cutting Meeting Organization Time by 50%
An AI virtual assistant that processes emails to extract meeting details and provide instant status updates. Turns complex email threads into quick overviews, halving time spent on scheduling.
Challenge
Boldly, a premium subscription-based staffing provider of executive assistants, faced significant challenges in their daily operations:
⚠️ Time-consuming meeting organization requiring constant context switching and reviewing lengthy email threads in reverse order
⚠️ Need for strict confidentiality and secure handling of sensitive information contained in email correspondence
⚠️ Limited access to extensive and relevant real-world data needed for building a robust AI system
Solution
🧪 AI-Powered Virtual Assistant: Leveraged Large Language Models (LLMs) to create a sophisticated tool that sifts through email content and provides immediate meeting status overviews
🔧 Smart Information Extraction: Developed capabilities to identify and extract critical details like proposed meeting dates, locations, attendee responses, and participant preferences
🔄 Synthetic Datasets: Created artificial datasets mimicking real-world examples to overcome limited access to actual data while ensuring effective AI model training
🤝 Secure Infrastructure: Implemented data anonymization and secure cloud hosting to ensure confidentiality and meet rigorous data privacy requirements
Results
✅ 50% reduction in meeting scheduling time compared to manual methods, outperforming initial assumptions of 20-30% time savings
✅ Efficient extraction of key information from incoming emails, including dates, preferences, locations, and meeting acceptances
✅ Guaranteed data privacy and security in Azure Cloud-hosted infrastructure that scales down to zero when not in use
✅ Production infrastructure setup completed in less than one working day with minimal maintenance costs
✅ Enhanced data presentation with clear status displays and bulleted history overviews of email threads
The AI solution has transformed Boldly's meeting organization process, enabling their executive assistants to work more efficiently while maintaining the highest standards of data security and privacy.
We have been working with DLabsAI for the last 12 months, developing the AI features of a new product designed to significantly improve the effectiveness of our team in support of their clients. In partnership with our application developers, they have delivered feature scoping and design services, proof-of-concept models, infrastructure implementation, and MVP development. The product is currently in beta version, and we will shortly be releasing the first live iteration. Throughout the project, we have found the DLabsAI team focused, knowledgeable, and responsive. We are delighted with the progress we have made on this project to date, and look forward to seeing our new product develop further over the coming months. We are more than happy to recommend them.
Matt Criticos, Co-founder & Technical Director at Boldly
