The general meeting is one of the most formal and complex meetings in a company. Many participants, clear legal requirements, and high documentation effort.
With Meeting Metrics, this process is automated. The session is transcribed, structured summarized, and directly converted into a finished protocol.
The result: every statement is recorded, every vote documented, and the minutes are available a few minutes after the end.
Legal Basis according to Swiss Code of Obligations Art. 702
The Swiss Code of Obligations requires that minutes be kept of the negotiations and resolutions of the general meeting. These must be signed by the chairperson and the minute taker.
For certain resolutions such as amendments to the articles of association or capital increases, notarization is additionally required.
A general meeting protocol must include:
- Date, time, and place
- Chair and minute taking
- Presence and represented votes
- Agenda items
- Statements and votes
- Proposals in the exact wording
- Voting results
- Determination of quorum
The same requirements apply to limited liability companies (GmbHs).
Why General Meeting Minutes Are Particularly Demanding
Compared to board or management meetings, the situation changes significantly.
Many participants
Instead of 5 to 8 people, often 30 or more speak. Many only once a year.
Formal votes
Results must be documented exactly. Formulations like "large majority" are not sufficient.
Statements from the audience
Shareholders have the right to ask questions and submit proposals. These must be fully recorded.
Notarial requirements
For certain resolutions, a notary is additionally involved. The minutes serve as the basis here.
Speaker Recognition in Large Groups
Meeting Metrics works with voice profiles.
Known speakers
Board of directors, management, and auditors are automatically recognized and correctly assigned.
Regular participants
Major shareholders can also pre-register a voice profile.
Unknown speakers
New statements are recorded as "Speaker 1, 2, 3" and can be assigned later.
In practice, this means:
The most important people are automatically recognized. Individual statements from the audience can be quickly assigned afterwards.
How the Workflow Works
Preparation
- Upload agenda list
- Optionally upload shareholder list
- Prepare microphone setup
For larger rooms, a podium microphone and a separate microphone for statements are recommended.
During the General Meeting
Recording runs via desktop or mobile app and captures the entire room.
Tip: The chairperson names the speaker each time. This makes assignment much easier later.
Correctly Recording Votes
The AI captures what is spoken. Therefore, results should be clearly stated.
Example:
"The proposal is adopted with 14,200 yes, 380 no, and 120 abstentions."
This sentence appears directly in the minutes.
After the General Meeting
- Transcription and summary are ready within minutes
- Speakers are assigned if needed
- Voting numbers are added
- Document is finally reviewed and approved
Practical Example
A SME corporation with 30 shareholders holds a 90-minute general meeting.
Previously:
- 4 to 5 hours of post-processing
- multiple follow-up questions
- dispatch after several days
With Meeting Metrics:
- Minutes available after 20 minutes
- 30 minutes review
- Total effort under 1 hour
Time savings of around 4 hours per general meeting.
Additionally, quality increases because the minutes are based on the actual conversation.
Data Protection and Confidentiality
General meetings can contain sensitive information.
Meeting Metrics:
- stores data in Switzerland
- is subject to Swiss law
- offers an on-premise option for maximum control
Particularly relevant for:
- listed companies
- regulated industries
- institutional investors
Key Points in Brief
- General meeting minutes are legally required
- Manual creation is time-consuming and error-prone
- AI reduces effort from hours to minutes
- Known speakers are automatically recognized
- Votes must be clearly stated
- Swiss hosting ensures maximum data security
Frequently Asked Questions
Does the AI replace the notary?
No. Notarization remains necessary. The minutes serve as the basis.
How are unknown speakers handled?
They are recorded as separate speakers and can be assigned based on the attendance list.
Does it work in large rooms?
Yes, with the right microphone solution.
Can I upload shareholder data?
Yes, via the context upload.
What does the solution cost?
From CHF 29 per month. One subscription is sufficient for many companies.
About Meeting Metrics
Meeting Metrics is a solution developed in Switzerland for automatic transcription and summarization of meetings.
- works without bots
- supports 99 languages
- recognizes Swiss German
- creates structured minutes and to-dos
- runs on Swiss infrastructure or on-premise
The goal is to make meetings more efficient and drastically reduce administrative effort.
