Tuesday, December 02, 2025From fragmented agendas and manual minutes to a unified, automated meeting governance platform integrated with Zoom, Outlook, HRMS, and Microsoft Dynamics 365.
“We need a centralized system to manage meetings, track resolutions, and generate compliance reports — efficiently and accurately.”
That was the mandate from the leadership of one of the largest financial asset management companies in the country. In a highly regulated environment where every decision can impact financial outcomes, manual meeting management had become a serious bottleneck.
Agendas were shared over email, attendance was tracked manually, and decisions were recorded inconsistently across departments. The result? Missed follow-ups, compliance delays, and fragmented communication.
The goal was ambitious: create a Meeting Management System that automates every step — from scheduling to reporting — while integrating seamlessly with Zoom, Microsoft Exchange, HRMS, and Microsoft Dynamics 365.
Before writing a single line of code, our team uncovered multiple layers of complexity:
To succeed, we had to balance automation, compliance, and transparency inside one unified platform — without disrupting the way leadership already worked.
Rather than building fast, we built smart. Our approach began with three guiding principles:
Architecture: Establish a scalable framework that could adapt to evolving compliance and governance requirements.
Clarity: Define every stage of the meeting lifecycle — from agenda creation and circulation to resolution tracking and closure.
Alignment: Ensure seamless coordination among leadership, HR, IT, secretarial and committee coordinators.
In a short span, Brain Station 23’s Odoo ERP team delivered a fully operational Meeting Management Solution — now used across all departments of the organization.
A fully configurable meeting workflow — from scheduling to closing — with stage-wise actions and approvals.
Seamless integrations with Microsoft Exchange Server, Zoom, HRMS, and Microsoft Dynamics 365.
Resolutions and follow-up actions are tracked automatically with due dates, reminders, and escalations.
Auto-generates meeting minutes in PDF or DOCX format, aligned with regulatory templates.
Real-time visibility into upcoming meetings, decision status, and unresolved action points.
Instant polls, attendance logs from HRMS, and automated email/SMS reminders.
Built on Odoo ERP, the solution combines open-source flexibility with enterprise-grade customization to deliver tangible results.
This transformation wasn’t driven by software alone — it was driven by collaboration. The organization’s leadership, IT, HR, and secretarial teams worked closely with Brain Station 23’s Odoo ERP experts at every step.
Together, we aligned workflows, validated integrations, and iterated on real-world scenarios, ensuring the system reflected how committees actually operate — not just how charts are drawn. The outcome is a platform where technology serves governance, not the other way around.
"The Meeting Management Solution implemented by Brain Station 23 redefined how this leading financial institution governs, collaborates, and complies."
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