AI Minutes for Architectural Firms in Switzerland: Automatically Document Client Meetings, Construction Site Meetings, and Pending Items

Why Architectural Firms Need a Different Kind of AI Minute-Taking

Architectural firms don't just hold "meetings."

They conduct client meetings, construction site meetings, specialist planner coordinations, contractor discussions, inspections, sample selections, project management, internal design discussions, cost rounds, scheduling alignments, change order discussions, defect discussions, and regular status meetings.

During these, information continuously arises that may become important later:

1. Decisions
2. Pending items
3. Responsibilities
4. Deadlines
5. Plan statuses
6. Variants
7. Cost impacts
8. Order changes
9. Work on account
10. Defects
11. Inspections
12. Responsibilities
13. Next steps

In construction, documentation is not just administration. It is part of project management, quality assurance, cost control, and risk minimization.

This is exactly where Meeting Metrics comes in.

Meeting Metrics is a Swiss AI solution for architectural firms, construction management, and planning offices that automatically creates structured minutes, tasks, decisions, pending items, summaries, and reports from client meetings, construction site meetings, and project discussions – with Swiss German support, Swiss data hosting, optional on-premise installation, and personal assistance with implementation, templates, and rollout.

Summary: Why Meeting Metrics Is Relevant for Architectural Firms

Architectural firms have many meetings but little time for follow-up.

Project managers, architects, site managers, draftspeople, planners, construction administration, and management spend a lot of time preparing meetings, taking notes, creating minutes, tracking pending items, documenting decisions, and retrieving information later.

Meeting Metrics helps exactly there.

During the meeting, the focus can be more on the conversation. After the meeting, minutes, tasks, decisions, pending items, and summaries are automatically prepared. Through templates and context files, architectural firms can adapt the results to their own minute structures, project phases, and SIA-related processes.

The main benefit is not having "a transcript." The benefit lies in turning conversations into usable project work faster.

Meeting Metrics does not replace an architect, site manager, project management, or professional review. The solution supports the responsible persons in preparation, structuring, and follow-up. Responsibility for final minutes, decisions, legal classification, and project management naturally remains with the office or the responsible project management.

What Makes Meetings in Swiss Architectural Firms Special?

Meetings in the construction and planning environment are different from classic business meetings.

It's not just about updates. It's about concrete impacts on quality, costs, deadlines, contracts, planning, execution, and liability.

A normal meeting summary is often not enough.

Architecture and construction minutes must answer specific questions depending on the situation:

1. What was decided?
2. Who is responsible?
3. By when must something be done?
4. Which plan version is authoritative?
5. Which contractors are affected?
6. Which specialist planners must deliver?
7. What open points exist?
8. What cost consequences are possible?
9. What scheduling consequences are possible?
10. What defects were identified?
11. What work on account was discussed?
12. What changes were requested?
13. Which topics must be communicated to the client, specialist planning, or contractors?

Meeting Metrics supports exactly this structured follow-up – always as an assistance system, not as a replacement for professional or legal review.

SIA Context: Why Structured Minutes Are Important in Swiss Construction

SIA regulations and standards play a central role in Swiss construction.

For architects, SIA 102 is particularly relevant because it structures services and fees in architectural contracts. For construction contracts, execution, acceptance, work on account, defects, and contract processing, SIA 118 is often relevant if contractually agreed.

Meeting Metrics does not replace any SIA standard, construction management duties, or legal review. However, the solution can help document meetings so that decisions, tasks, pending items, defects, inspections, and open points are recorded more transparently.

This is especially relevant for:

1. Client meetings
2. Construction site meetings
3. Specialist planner coordinations
4. Contractor discussions
5. Work on account and change order discussions
6. Inspections
7. Defect notifications
8. Scheduling and cost rounds
9. Project management
10. Quality meetings

Because many topics in construction may become relevant again later, clean documentation is a big advantage.

Typical Roles in Architectural Firms and Construction Projects

Meeting Metrics is not aimed at just one role. The benefit arises across various functions.

Project Managers

Project managers coordinate clients, specialist planners, contractors, authorities, internal teams, costs, deadlines, and quality.

Meeting Metrics can help speed up follow-up of project meetings, client discussions, specialist planner coordinations, and internal alignments.

Site Managers

Site managers are close to execution. They conduct construction site meetings, contractor discussions, inspections, defect rounds, and scheduling alignments.

Meeting Metrics can create pending items, tasks, responsibilities, open points, and draft minutes from these.

Architects

Architects conduct design discussions, client meetings, sample selections, planning coordination, and design alignments.

Meeting Metrics can help clearly record variants, decisions, open questions, and next steps.

Draftspersons, BIM Coordinators, and Plan Processing

Plan processing and BIM coordination rely on clear inputs:

1. Which change was decided?
2. Which version applies?
3. What must be adjusted by when?
4. Which specialist planning provides which basis?
5. Which collisions or open coordination points still exist?

Meeting Metrics can extract tasks and planning decisions from meetings.

Construction Administration and Back Office

Construction administration supports minutes, correspondence, cost estimates, offers, construction accounting, invoices, pending items, and filing.

Meeting Metrics can structure meeting notes, minutes, and tasks so they can be more easily transferred into construction software or project archives.

Management and Office Owners

Management conducts internal project reviews, resource planning, offer discussions, controlling, acquisition talks, and strategic meetings.

Meeting Metrics can create management updates, tasks, and decision bases from these.

Clients and Client Representatives

Clients and client representatives need clear, understandable, and comprehensible minutes. They want to know what was decided, what cost consequences exist, and what next steps are pending.

Meeting Metrics can help better prepare client communication.

Typical Meeting Types in Architecture and Construction Projects

Client Meetings

Client meetings are especially important because project goals, costs, deadlines, variants, material decisions, approvals, and next steps are often discussed there.

Meeting Metrics can create decision bases, pending items, open questions, and draft minutes from these.

Typical contents include:

1. Project status
2. Cost development
3. Schedule
4. Variant decisions
5. Material and equipment decisions
6. Approvals
7. Open questions
8. Risks
9. Next steps

Construction Site Meetings

Construction site meetings are often quick, concrete, and consequential. They concern contractors, deadlines, execution, defects, work on account, plan statuses, deliveries, dependencies, and next steps.

Meeting Metrics can help create clear pending item lists, responsibilities, and scheduling points.

Typical contents include:

1. Contractor tasks
2. Schedule shifts
3. Open plan deliveries
4. Execution questions
5. Defects
6. Work on account
7. Delivery dates
8. Interfaces between trades
9. Safety or quality questions

Specialist Planner Coordination

Architecture, structural engineering, building services, electrical planning, fire protection, building physics, acoustics, and other specialist planning must be continuously coordinated.

Meeting Metrics can structure open points, plan deliveries, responsibilities, and coordination decisions.

Typical questions are:

1. Which plan statuses apply?
2. Which specialist planning delivers by when?
3. Where are there interfaces?
4. Which collisions are open?
5. Which decisions are needed from the client?
6. Which topics must go into the next coordination?

Contractor Discussions

With contractors, execution, deadlines, change orders, work on account, delivery deadlines, defects, and interfaces are clarified.

Meeting Metrics can help record discussed points and tasks transparently.

Sample Selections

In sample selections, materials, colors, surfaces, products, and execution details are decided.

Meeting Metrics can document variants, decisions, open questions, and responsibilities.

Typical contents include:

1. Material decision
2. Color or surface choice
3. Product variant
4. Open samples
5. Questions to suppliers
6. Cost impact
7. Schedule impact
8. Approval by client

Inspections and Defect Rounds

Inspections and defect rounds must be documented especially carefully.

Meeting Metrics can help prepare defects, responsibilities, deadlines, and follow-ups in a structured way. The final inspection or defect report must of course be professionally reviewed and correctly approved.

Work on Account and Change Order Discussions

Work on account, change orders, and order changes can later become cost-relevant.

Meeting Metrics can help record discussions, open points, responsibilities, and next steps more clearly.

Typical contents include:

1. Reason for change order
2. Affected items
3. Possible cost impact
4. Schedule impact
5. Open proofs
6. Approval process
7. Responsibilities
8. Next steps

Internal Project Reviews

Architectural firms conduct internal reviews on costs, deadlines, quality, resources, and risks.

Meeting Metrics can create management updates, risks, decisions, and tasks from these.

Authority and Approval Discussions

Discussions with authorities, municipalities, cantons, fire protection, monument preservation, or energy consulting often contain important requirements and next steps.

Meeting Metrics can help record requirements, pending items, and deadlines in a structured way.

Why Swiss German Is Important in Everyday Construction

In Swiss construction, High German is rarely spoken exclusively.

Client meetings, construction site meetings, contractor discussions, and internal project meetings often take place in Swiss German. Participants frequently switch between dialect, standard German, technical language, product names, standard terms, plan numbers, and abbreviations.

This is often challenging for international AI note-takers. Many recognize standard German but not reliably Swiss German, construction site terms, Swiss construction administration, SIA context, or typical mixed forms.

Meeting Metrics is tailored to the Swiss market and supports Swiss German. This is especially important because an AI solution in construction must understand not only individual words but also context:

1. Client
2. Contractor
3. Specialist planner
4. Time and material work
5. Supplement
6. Defect
7. Plan status
8. Execution
9. Schedule
10. Construction management
11. Acceptance
12. Pending item

Data Protection and Confidentiality in Architecture and Construction

Architectural firms process not only plans and protocols. They work with confidential project information.

This includes:

1. Construction costs
2. Contracts
3. Offers
4. Supplements
5. Property data
6. Owner information
7. Internal calculations
8. Awards
9. Client decisions
10. Defects
11. Risks
12. Personal data of project participants
13. Sensitive information about residential, health, educational, or public buildings

Therefore, it is important for architectural firms to know:

1. Which data is recorded?
2. For what purpose is it processed?
3. Who has access?
4. Where is data stored?
5. How long are audio, transcripts, and results available?
6. Which project participants are allowed to see information?
7. How are clients, contractors, and specialist planners informed?
8. Which meetings are suitable for AI support?
9. Which project data is particularly confidential?
10. How are protocols finally reviewed and approved?

Meeting Metrics supports architectural firms here with Swiss data hosting, enterprise setups with processing in Switzerland, local models, optional on-premise installation, and personal support for implementation, templates, and governance.

Swiss Data Processing, Local Models, and On-Premise Option

Meeting Metrics stores data in Switzerland. For enterprise customers, setups with processing in Switzerland and local models are possible.

For architectural firms, construction management, general planners, client representatives, or organizations with particularly high requirements for data protection, information security, or internal IT guidelines, an individual enterprise setup up to an on-premise installation can also be considered.

This allows Meeting Metrics to be operated on-premises or in a specifically defined environment if needed.

This is especially relevant for firms that want to document confidential client information, public projects, competition documents, cost information, or sensitive planning data and require maximum control over data flows, access, processing, and operation.

Depending on requirements, different operating models can be distinguished.

Swiss Data Hosting

Data is stored in Switzerland. This is already an important basic requirement for many architectural firms.

Swiss Processing in Enterprise Setup

For more sensitive projects, processing in Switzerland can also be relevant.

Local Models

For particularly high requirements, local models can be considered to gain more control over processing.

On-Premise Installation

For architectural firms, client representatives, or public clients with particularly high requirements, an on-premise installation can be considered. This allows the solution to be operated in their own or a specifically defined infrastructure.

Recording Sources: Construction Site, Office, Online Meeting, or Upload

Meeting Metrics is flexible and not limited to a single recording type.

Architectural firms work in the office, on construction sites, at the client, in planning meetings, online calls, and on the go. Meeting Metrics can be used exactly there.

Mobile App for Construction Site Meetings and On-Site Appointments

Construction site meetings, defect rounds, sample selections, and inspections often take place on-site.

The mobile app allows the smartphone to be used for recordings. This is practical because the smartphone is almost always with you anyway.

This enables direct recording of construction site meetings, short dictations, defect notes, internal coordination, or client discussions, which can then be processed.

Desktop App for Online Meetings

For Teams, Zoom, Google Meet, or other online meetings, Meeting Metrics can be used via the desktop app.

Recording runs in the background without a visible bot joining the meeting. This is especially convenient for confidential client meetings, internal project discussions, or strategic sessions.

Upload of Audio and Video Files

Existing audio or video files can be uploaded.

This is useful when recordings are already available, for example from meeting recordings, mobile recorders, video conferences, or dictations.

Meeting Metrics then converts these recordings into structured transcripts, summaries, tasks, protocols, or reports.

Smartphone as Construction Site Note Tool

A separate recording device is not necessary.

With the smartphone, short observations, defect notes, construction management dictations, or meetings can be recorded directly. Meeting Metrics then creates structured notes, tasks, or protocol drafts from them.

Swiss Construction Software: Where Meeting Metrics Could Integrate Results

Swiss architectural firms, construction management, and planning offices work with many different systems. Meeting Metrics does not replace these systems. The added value lies in transforming conversations and meetings into structured results that can then be transferred to existing construction administration, project management, DMS, or ERP systems.

Depending on the setup, protocols, pending items, tasks, decisions, reports, or summaries can be exported or transferred via interfaces to existing systems.

Messerli Construction Administration

Messerli is a well-known Swiss software solution for the construction industry. Construction administration includes, depending on use, among others:

1. Project management
2. Cost estimation
3. Cost proposals
4. Quotations
5. Tendering
6. Bid comparison
7. Scheduling
8. Construction accounting
9. Payments
10. Fee calculation
11. Construction management

Meeting Metrics could help here by preparing protocols, pending items, tasks, and meeting results from client or construction site meetings in a structured way and then transferring them to construction administration.

Possible exports or integrations:

1. Client protocol
2. Construction site protocol
3. Pending list
4. Tasks for construction management
5. Defect note
6. Schedule item
7. Decision overview
8. Supplement discussion
9. Time and material or cost note

Sorba

Sorba is a Swiss construction software for main and secondary trades and covers areas such as construction administration, calculation, billing, post-calculation, project processes, and mobile use depending on application.

For architectural firms and construction management, Sorba can be relevant if information from construction site meetings, contractor discussions, or time and material/supplement rounds should flow into project processes or construction administration.

Meeting Metrics could prepare structured meeting results, tasks, and pending items here.

DELTAproject

DELTAproject positions itself as office software for architects and planners and covers, among other areas:

1. Address management
2. Correspondence
3. Meetings with protocols
4. Project tasks
5. Plan management
6. Plan list
7. Plan distribution
8. Time tracking

Meeting Metrics could complement this particularly well because protocols, tasks, and pending items can arise directly from meetings and then be transferred to project tasks or protocol structures.

Abacus AbaBau

Abacus AbaBau is tailored to architecture, engineering, and planning offices and maps the construction process from cost estimate through tendering to construction accounting depending on setup.

Meeting Metrics could help here by preparing meeting information, management updates, tasks, or project decisions and transferring them to existing project and ERP processes.

PROVIS, WinBau, BauPlus, and Other Construction Administration Solutions

Many architectural firms and construction management teams work with other construction administration solutions such as PROVIS, WinBau, BauPlus, or similar systems.

Meeting Metrics does not replace these solutions. The AI creates protocols, tasks, and structured results that can then be transferred to existing project administration.

PlanRadar, Dalux, Fieldwire, and Digital Construction Site Tools

Digital construction site tools are often used for defect management, tasks, plan status, photo documentation, and construction site communication.

Meeting Metrics can act complementarily by transforming meeting content from construction site meetings, defect rounds, or inspections into structured tasks, defect notes, or protocols.

Microsoft 365, Teams, SharePoint, and Outlook

Many architectural firms use Microsoft 365 for email, calendar, Teams meetings, documents, storage, and collaboration.

Meeting Metrics can integrate with existing workflows here, for example via:

1. Exports
2. Email
3. Share links
4. Storage processes
5. Teams meetings
6. Future integrations

CAD, BIM, and CDE Platforms

Architectural firms work with CAD, BIM, and Common Data Environment systems such as Archicad, Revit, Vectorworks, Autodesk Construction Cloud, BIMcollab, Trimble Connect, or similar platforms.

Meeting Metrics does not replace planning software. However, the solution can help document meeting decisions, plan changes, coordination points, or open BIM topics and prepare them for further processing.

What an Integration with Meeting Metrics Could Look Like

An integration does not always have to be a deep technical interface immediately. Especially for architectural firms, a gradual approach is often more sensible.

Stage 1: Structured Export

Meeting Metrics creates a structured result that is further processed as Word, PDF, text, or via a share link.

This is suitable for firms that want to first check quality and not immediately change existing processes.

Stage 2: Template-Based Transfer

Meeting Metrics creates results directly in the structure the firm needs.

For example:

1. Client protocol
2. Construction site protocol
3. Specialist planner protocol
4. Pending list
5. Defect overview
6. Acceptance protocol draft
7. Time and material/supplement note
8. Project status
9. Management update
10. BIM coordination note

This reduces copy-paste and improves consistency.

Stage 3: API or Interface Connection

For larger firms or general planners, Meeting Metrics can be connected via API or defined interfaces.

Thus, reviewed summaries, tasks, protocols, or pending items could be transferred to existing construction administration, DMS, project management, or ERP systems.

It is important: Especially with construction protocols, the handover should be carried out in a controlled manner. The responsible person reviews and confirms the content before it is distributed or filed as an official protocol.

Stage 4: Enterprise Setup with Swiss Processing or On-Premise

For particularly sensitive projects, an enterprise setup with Swiss processing, local models, or on-premise installation can be considered.

This is especially relevant for:

1. public buildings
2. competitions
3. confidential real estate developments
4. large clients
5. hospitals
6. schools
7. administrations
8. infrastructure buildings
9. security-relevant projects

Where Meeting Metrics Can Specifically Support

Meeting Metrics can create added value for architectural firms on several levels.

Create Protocols Faster

Structured protocol drafts are automatically generated from client meetings, construction site meetings, or specialist planner coordinations.

Extract Tasks and Pending Items

Meeting Metrics recognizes tasks, responsibilities, deadlines, and open points.

Record Decisions and Resolutions

Decisions become more visible and can be more easily traced later.

Document Addenda, Time Tracking, and Cost Notes

Discussed cost consequences, addenda, or time tracking topics can be recorded more clearly.

Prepare Deficiencies and Acceptance

Deficiencies, deadlines, responsibilities, and follow-up checks can be structured more effectively from meetings.

Improve Client Communication

Clear summaries emerge from complex conversations that are understandable for clients.

Make Project Knowledge Findable

Earlier meetings can be more easily queried via AI chat and search.

Examples:

1. What was decided regarding the facade?
2. What open points does the sanitary planner have?
3. What pending items exist from the last construction site meeting?
4. What was discussed about the cost variant at the client meeting?
5. What deficiencies were mentioned during acceptance?
6. Which topics have been open for three meetings?

Use Cases for Architectural Firms

1. Process Client Meetings Faster

Client meetings generate many decisions, variants, cost questions, and next steps.

Meeting Metrics can prepare protocols, pending items, decision overviews, and summaries from these.

2. Structure Construction Site Meetings

Construction site meetings are often dense and fast-paced. Meeting Metrics can extract contractor tasks, deadlines, open points, and scheduling risks.

3. Document Specialist Planner Coordination

Details can easily get lost in specialist planner meetings. Meeting Metrics helps to clearly record open interfaces, plan deliveries, and responsibilities.

4. Record Sample Decisions

Material decisions, variants, and open clarifications can be documented directly.

5. Prepare Acceptance and Deficiency Rounds

Meeting Metrics can help structure deficiencies, responsibilities, deadlines, and follow-up checks from conversations.

6. Relieve Internal Project Meetings

Project teams can document resources, risks, costs, deadlines, and next steps more efficiently.

7. Support Client Representation and Reporting

Management updates, project status reports, and decision overviews can be prepared for client representations.

8. Reduce Knowledge Loss

When project managers, site managers, or employees change, much context is often lost. Meeting Metrics helps make knowledge from conversations more findable.

Economic Benefits: What Meeting Metrics Specifically Brings to an Architectural Firm

The economic benefit of Meeting Metrics does not arise from replacing people but from better support in everyday work.

Project managers, site managers, architects, draftsmen, construction administration, and management remain professionally responsible. However, Meeting Metrics helps reduce repetitive follow-up work, prepare protocols faster, capture tasks more structurally, and better retrieve project knowledge.

This is especially important in architectural firms because many teams must simultaneously manage high quality standards, tight deadlines, rising construction costs, complex coordination, and limited resources.

Example Calculation: Medium-Sized Architectural Firm

Let's consider an architectural firm with 20 employees, several ongoing projects, and its own site management.

Typical meeting scope per month:

1. Client meetings
2. Construction site meetings
3. Specialist planner coordinations
4. Contractor meetings
5. Internal project meetings
6. Cost and scheduling rounds
7. Sample decisions
8. Acceptance and deficiency rounds
9. Management and resource meetings

In practice, this can quickly result in 30 to 80 protocol-relevant meetings per month. Not every meeting requires a formal protocol, but many need at least a clean summary, pending list, decision overview, or task list.

If currently only 20 to 45 minutes of follow-up work are required per meeting, this already represents a significant effort. For client meetings, construction site meetings, or acceptances, the effort can be significantly higher.

Meeting Metrics does not completely eliminate this effort. That would not be the right expectation. The professional review, editorial quality, legal classification, and final approval remain with the responsible project or site management.

But the starting point improves significantly.

Instead of starting from scratch, project teams receive a structured basis:

1. Protocol draft
2. Pending list
3. Tasks with responsibilities
4. Open points
5. Decisions
6. Scheduling risks
7. Cost notes
8. Addendum or time tracking notes
9. Deficiency overview
10. Project status
11. Searchable project knowledge

If an office saves on average 30 minutes of follow-up work per 40 relevant meetings per month, this results in 20 hours of relief per month.

If on average 60 minutes are saved in more complex meetings, it is already 40 hours per month.

This time can be used where it is more valuable:

1. Design
2. Site management
3. Quality assurance
4. Client support
5. Cost control
6. Planning
7. Acquisition
8. Internal management

More Quality Instead of Just Less Effort

The benefit is not only reflected in hours.

Meeting Metrics can also improve the quality of follow-up work:

1. Protocols are available faster.
2. Pending items are assigned more clearly.
3. Decisions remain traceable.
4. Open points are less likely to be lost.
5. Client communication becomes more structured.
6. Planning decisions are better documented.
7. Deficiencies and acceptances are prepared more clearly.
8. Project knowledge remains findable across meetings.
9. New team members find context faster.

The economic benefit is therefore not in replacing people. It lies in relieving qualified employees from repetitive raw work and giving them more time for professionally demanding tasks.

Everyday Life in Architectural Firms: Why Time Savings Matter

Architectural firms are under pressure.

Projects are becoming more complex, construction costs are rising, deadlines are tight, specialist planners must be coordinated, clients expect quick answers, and at the same time, the demand for design, quality, and execution remains high.

Meeting Metrics relieves where particularly much manual work arises: in meetings and their follow-up.

According to an internal user survey from Q1 2026 with 100 Meeting Metrics users, Meeting Metrics saves on average about 25 minutes per meeting hour. Depending on the initial situation, significantly higher time savings are possible in more complex meetings.

For architectural firms, this means: less time for raw protocols and follow-up – more time for design, coordination, site management, quality, and client support.

Which Meetings Are Particularly Suitable?

Meeting Metrics is particularly suitable for situations where a concrete result is needed after the conversation.

These include:

1. Client meetings
2. Construction site meetings
3. Specialist planner coordinations
4. Contractor meetings
5. Sample decisions
6. Acceptances
7. Deficiency rounds
8. Time tracking and addendum discussions
9. Internal project meetings
10. Cost and scheduling rounds
11. BIM coordinations
12. Authority meetings
13. Project management meetings
14. Management meetings
15. Acquisition and offer meetings

Less suitable are conversations where confidential information would be recorded without clear information or defined purpose. Especially with sensitive client information, public projects, competitions, or confidential real estate developments, the use should be consciously regulated.

Why Architectural Firms Do Not Need a Generic AI Notetaker Solution

Many AI notetakers are built for sales, recruiting, or remote teams.

Architectural firms have different requirements.

A sales team may need conversation summaries and CRM updates. An architectural firm needs protocols, plan statuses, pending items, client decisions, contractor tasks, deficiencies, addenda, time tracking notes, cost consequences, scheduling risks, and SIA-compliant documentation.

An international tool might understand "meeting summary." But a Swiss architectural firm needs:

1. Client protocol
2. Construction site protocol
3. Specialist planner coordination
4. Pending list
5. Plan status
6. Cost note
7. Scheduling sequence
8. Deficiency
9. Acceptance
10. Addendum
11. Time tracking
12. Contractor task
13. Site management note
14. Sample decision
15. Responsible person
16. Deadline
17. Further procedure

Meeting Metrics is therefore not just an AI notetaker but a solution that can be adapted to the working methods of Swiss architecture and construction organizations.

Introduction in Architectural Firms: Test First, Then Roll Out Properly

The use of AI in construction projects should be pragmatic and controlled.

Therefore, a clearly defined entry is recommended. Architectural firms can first test Meeting Metrics in a pilot, assess the quality, and then decide how a rollout should be sensibly designed.

1. Test Enterprise for Two Weeks

An architectural firm can initially test Meeting Metrics for two weeks in the enterprise setup. This phase is not about immediately switching all projects. It is about realistically assessing the quality.

Typical tests can be:

1. a client meeting
2. a construction site meeting
3. a specialist planner coordination
4. an internal project meeting
5. a sampling
6. a defect round
7. a cost or schedule meeting
8. a management meeting

This quickly shows the office how well transcription, Swiss German, summarization, tasks, pending items, protocol templates, and project context work.

2. Convince with quality

After the first tests, it can be checked:

1. How well does Meeting Metrics understand Swiss German?
2. How well does the solution recognize pending items?
3. How useful is the protocol draft?
4. How well are responsibilities and deadlines recognized?
5. How well do the results fit the office's own protocol structure?
6. Which templates need to be adjusted?
7. Which types of meetings are particularly suitable?
8. Which types of meetings should be consciously excluded?
9. How well can results be integrated into existing construction software?

This phase is important so that Meeting Metrics is not evaluated theoretically but based on real construction and planning meetings.

3. Optimize templates together

Afterwards, the most important templates can be adjusted.

For example:

1. Client meeting
2. Construction site meeting
3. Specialist planner coordination
4. Contractor meeting
5. Sampling
6. Acceptance
7. Defect round
8. Time and cost meeting
9. BIM coordination
10. Project status
11. Management update
12. Pending list

The better the template, the better the result. Meeting Metrics supports architectural offices in adopting existing protocol structures and preparing them sensibly for AI.

4. Clarify data protection, confidentiality, and operating model

At the same time, the applicable requirements should be clarified.

These include:

1. Order processing agreement
2. Technical and organizational measures
3. Subprocessors
4. Data location
5. Swiss processing
6. Retention and deletion
7. Access rights
8. Information obligations towards participants
9. Project confidentiality
10. Operating model
11. Local models
12. On-premise option
13. Integration into existing construction administration

For particularly sensitive projects, it can be checked whether an enterprise setup with Swiss processing, local models, or on-premise installation makes sense.

5. Onboarding on site

For architectural offices, personal onboarding is particularly valuable.

Meeting Metrics can conduct on-site onboarding if needed. This is not only about operating the software but also about practical tips from everyday project life.

For example:

1. Which meetings are suitable for the start?
2. How to properly inform clients and project participants?
3. How to correctly start and end recordings?
4. How to use agendas, plan lists, or context files?
5. How to create better protocol templates?
6. How to efficiently check AI results?
7. How to organize team folders and access rights?
8. How to avoid unnecessary data retention?
9. How to work with tasks, pending items, and AI chat?
10. How to separate internal project meetings from official construction protocols?
11. How can results be integrated into construction software?

The goal is not only to show the software. The goal is for the office to quickly find a secure, accepted, and meaningful work process.

6. Gradual rollout

After the pilot, Meeting Metrics can be rolled out step by step.

A sensible sequence might be:

1. First internal project meetings and client meetings
2. Then specialist planner coordinations and construction site meetings
3. Then samplings, acceptances, and defect rounds
4. Then exports or interfaces into existing construction software
5. Later other project teams or locations
6. For particularly sensitive projects, only after additional review

This keeps the introduction controlled and allows the office to gain experience before adding more areas.

Example: This is how a workflow at a client meeting could look

Before the meeting, the project management uploads the agenda, project status, or relevant context documents.

During the meeting, Meeting Metrics runs in the background via the desktop app or, for physical meetings, via the mobile app.

After the meeting, Meeting Metrics automatically creates a structured summary by agenda items. This includes decisions, tasks, open points, deadlines, and possible protocol formulations.

The project management reviews, corrects, and finalizes the protocol. It is then distributed to the client and stored in the correct project system.

Later, the team can ask questions via the AI chat:

1. What decisions were made regarding the facade?
2. Which cost variant was preferred?
3. What open points does the client have?
4. Which approvals are still missing?
5. Which topics need to be revisited in the next meeting?

Example: This is how a workflow at a construction site meeting could look

The construction management records the construction site meeting with the mobile app.

After the meeting, Meeting Metrics creates a protocol draft with contractor tasks, deadlines, open points, schedule risks, defects, and next steps.

The construction management reviews the draft, adds technical details, and distributes the final protocol to the participants.

Relevant tasks or defect points can then be transferred to existing construction administration or site tools.

Typical results are:

1. Tasks per contractor
2. Deadlines
3. Open plan deliveries
4. Schedule risks
5. Defects
6. Follow-up inspections
7. Open decisions
8. Next steps

Example: This is how a workflow at a specialist planner coordination could look

Before the meeting, the team uploads the agenda, open coordination points, or plan statuses.

During the meeting, interfaces, plan deliveries, specialist planner tasks, and open questions are discussed.

Meeting Metrics creates a structured coordination note with responsibilities, deadlines, and next steps.

The project team reviews the result and transfers relevant points into plan lists, task lists, or BIM coordination.

Benefits for Swiss architectural offices

Less manual protocol work

The AI prepares protocols, tasks, and pending items. This saves time in post-processing.

Support instead of replacement

Meeting Metrics supports project managers, construction managers, architects, draftsmen, construction administration, and management in the rough work. The professional review, editorial quality, and final responsibility remain with the office.

Better meeting quality

Participants can focus more on the discussion instead of writing everything down in parallel.

More traceability

Decisions, tasks, deadlines, and pending items are recorded more structurally.

Faster availability

Protocol drafts, pending lists, or summaries can be made available faster. This helps project teams, clients, specialist planners, and contractors.

SIA-compliant documentation support

Meeting Metrics supports structured documentation of meetings, pending items, acceptances, defects, time and cost topics. The professional and legal review remains with the responsible persons.

Swiss German support

Meeting Metrics is tailored to the Swiss market and also understands Swiss German.

Swiss data storage and on-premise option

Data is stored in Switzerland. For enterprise customers, setups with processing in Switzerland, local models, or an on-premise installation are possible. This is especially relevant for confidential construction projects, public clients, or offices with high information security requirements.

Individual templates

Architectural offices can map their own protocol structures and types of meetings.

Personal support

Introduction, rollout, templates, data protection questions, and integration options can be clarified together.

Onboarding on site

If needed, Meeting Metrics can accompany architectural offices on site and provide practical tips for types of meetings, templates, client communication, recording processes, and internal use.

No visible bots

Meeting Metrics runs in the background via desktop or mobile app. This is especially pleasant for confidential client meetings.

No additional recording device needed

The desktop app is sufficient for online meetings. For construction site meetings, inspections, or spontaneous notes, the smartphone with the mobile app is sufficient.

For which architectural offices is Meeting Metrics suitable?

Meeting Metrics is suitable for small, medium, and large architectural offices, construction management, planning offices, general planners, client representatives, real estate developers, and engineering offices.

The solution is particularly relevant for organizations that:

1. regularly record many client meetings
2. want to process construction site meetings more efficiently
3. document specialist planner coordinations
4. want to relieve project managers and construction managers
5. use Swiss German
6. have high confidentiality requirements
7. create protocols according to fixed templates
8. want to continue using existing construction software
9. do not want additional recording hardware
10. do not want visible bots in conversations
11. want to make knowledge from past meetings more findable

Frequently asked questions from architectural offices

Is Meeting Metrics suitable for architectural offices?

Yes. Meeting Metrics is suitable for architectural offices, construction management, and planning offices that want to transcribe and structure client meetings, construction site meetings, specialist planner coordinations, project meetings, or internal meetings.

Does Meeting Metrics support construction site meetings?

Yes. Construction site meetings can be recorded via the mobile app. Afterwards, Meeting Metrics creates protocol drafts, tasks, pending items, open points, and deadlines.

Does Meeting Metrics support client meetings?

Yes. Meeting Metrics can structure client meetings and prepare decisions, pending items, cost notes, open points, and protocol drafts from them.

Is Meeting Metrics SIA-compliant?

Meeting Metrics does not replace any SIA standard or professional or legal review. However, the solution can support SIA-compliant documentation by recording protocols, pending items, acceptances, defects, change orders, and decisions more structurally.

Can Meeting Metrics help with SIA-118 topics?

Meeting Metrics can structure conversations about acceptances, defects, time and cost work, change orders, or execution topics. The final assessment and legal classification remain with the responsible construction management, project management, or legal advice.

Does Meeting Metrics understand Swiss German?

Yes. Meeting Metrics is tailored to the Swiss market and also supports Swiss German. This is especially important for construction site meetings, client meetings, and contractor meetings.

Where is the data stored?

Meeting Metrics stores data in Switzerland. For enterprise customers, setups with processing in Switzerland, local models, or an on-premise installation are possible. This allows architectural firms to choose a suitable operating model depending on confidentiality, IT strategy, and project sensitivity.

Is an on-premise installation possible?

Yes. For architectural firms, client representatives, general planners, or public clients with particularly high requirements for data protection, information security, or internal IT guidelines, Meeting Metrics can also be considered as an individual enterprise setup with on-premise installation.

Can an architectural firm test Meeting Metrics first?

Yes. Architectural firms can initially test Meeting Metrics in the enterprise setup, for example, for two weeks. During this phase, real client meetings, construction site meetings, or project meetings can be processed, templates reviewed, and quality assessed.

Is on-site onboarding available?

Yes. On-site onboarding is possible for architectural firms. This not only explains the functions but also provides practical tips on meeting types, templates, client communication, data protection, recording processes, and internal introduction.

Does Meeting Metrics also work on the construction site?

Yes. The smartphone can be used for construction site meetings, inspections, defect rounds, or short construction management notes via the mobile app.

Does Meeting Metrics work with Microsoft Teams or Zoom?

Yes. Meeting Metrics can be used for online meetings, among others via the desktop app. The solution is not limited to a single meeting platform.

Can Meeting Metrics be connected with Messerli, Sorba, DELTAproject, or Abacus AbaBau?

Meeting Metrics does not replace these systems. However, the solution can structure and export results. Depending on the setup, interfaces, exports, or integrations into construction administration, DMS, ERP, or project management systems are conceivable.

Can Meeting Metrics interact with PlanRadar, Dalux, or Fieldwire?

Depending on the setup, structured exports or integrations are conceivable. Meeting Metrics can prepare meeting content, tasks, defect notes, or pending items, which can then be transferred to construction site tools.

Are protocols automatically distributed officially?

Not without review. Especially in the construction environment, it is important that project management or construction management review, correct, and approve content before it is distributed or archived as an official protocol.

Can Meeting Metrics use different protocol templates?

Yes. Architectural firms can work with individual templates, for example for client meetings, construction site meetings, specialist planner coordination, sampling, acceptance, defect rounds, or project status.

Does Meeting Metrics require additional hardware?

No. For online meetings, there is the desktop app. For construction site meetings, physical meetings, or spontaneous notes, the mobile app can be used. Architectural firms do not need to buy or manage additional recording devices.

How quickly does an architectural firm see the benefits?

Often, a short pilot with real meetings is enough to assess quality and time savings. Client meetings, construction site meetings, specialist planner coordinations, or internal project meetings are particularly suitable.

Conclusion: AI protocols must fit everyday construction work

Swiss architectural firms do not need a generic AI note-taker solution.

They need a solution that understands everyday construction work:

1. Client meetings
2. Construction site meetings
3. Specialist planner coordination
4. Pending items
5. Acceptances
6. Defects
7. Time and material work
8. Change orders
9. Plan statuses
10. Swiss German
11. Existing construction software
12. SIA-compliant documentation

Meeting Metrics supports architectural firms in documenting meetings more efficiently, preparing protocols faster, recording tasks and decisions better, and making knowledge from conversations usable in the long term.

The most important difference is not in transcription.

It's about what happens after the meeting.

With Meeting Metrics, conversations become protocols, tasks, pending items, decisions, reports, and reusable project knowledge. For particularly sensitive projects, in addition to Swiss data storage and Swiss processing, local models and on-premise setups are also possible.

Secure, structured, and suitable for Swiss architectural firms.

Ready for less protocol effort?

With Meeting Metrics, you can focus more on project quality, clients, planning, and execution again. Protocols, tasks, pending items, and reports are created automatically in the background.

Whether client meetings, construction site meetings, specialist planner coordination, sampling, acceptance, or physical conversations on site: Meeting Metrics runs via desktop and mobile apps on the devices you already use.

Architectural firms can test Meeting Metrics for two weeks in the enterprise setup, evaluate real meetings, be convinced of the quality, and then gradually introduce it. On-site onboarding is available on request – including tips on protocol templates, SIA-compliant documentation, construction site meetings, client communication, recording processes, exports, integrations, and rollout.

For particularly sensitive projects, Swiss processing, local models, or an on-premise installation can be considered.

Test Meeting Metrics for free or schedule a demo for your architectural firm.

Questions? Write to us at info@meetingmetrics.ai