The challenge
DAGRD’s Social Team writes hundreds of minutes a year: meetings with neighborhood committees, community boards, schools and city departments. Each one needs a different official format, formal language and a privacy notice that depends on who attended. That time comes out of fieldwork.
What we built
We read 329 of the team’s real minutes to learn how they are actually written: 8 formats in use, the mistakes that repeat and the phrases that always appear. Then we built an app where a person:
- picks the type of minutes (or lets the app suggest one),
- taps the details that always repeat: place, district, attendees, agenda, commitments,
- tells or dictates what happened,
- uploads the photos,
and the AI drafts the complete minutes in the City’s format. A checker reviews the rules live before the Word file is downloaded.
What it includes
- Four official formats, with Word export faithful to the template and a normalized file name.
- Voice dictation in Colombian Spanish, with automatic correction of acronyms such as DAGRD, SIRMED and CCGRD.
- Batch minutes, a commitments board, a timeline and the monthly report in a single file.
How we did it
We worked with the people who write the minutes to understand their real process before writing a line of code, and refined the tool with them.
