Project Overview
Generative AI is reshaping digital workflows across industries. In financial advisory, one of the most time-consuming tasks is documenting and summarizing client meetings.
Financial advisors spend a disproportionate share of their time on administrative documentation — writing meeting summaries, extracting action items, and drafting follow-up emails — rather than on the relationship work that drives client satisfaction and business growth.
By automating these processes with Generative AI, firms can reduce administrative burden, improve client satisfaction, and drive measurable business outcomes.
Design Challenge
How might we redesign the advisor post-meeting workflow so that documentation becomes effortless — freeing advisors to spend their time on what genuinely moves client relationships forward?
Research & Discovery
Before any design decisions were made, we conducted a structured discovery phase.
- Understand the current workflow: What do advisors do in the 30–60 minutes after a meeting?
- Identify emotional pain points: Where does frustration or time pressure peak?
- Surface unmet needs: What would advisors do differently if constraints were removed?
- Understand client expectations: How do clients experience the delay?
Contextual InquiryModerated Interviews
User Personas
MR
Marcus Reid
Financial Advisor · Age 42
"I need to be fully present for my clients, not half-distracted by note-taking."
Goals
- Deliver high-touch service to HNW clients
- Complete documentation without overtime
- Maintain a seamless client experience
Pain Points
- Cannot capture nuanced notes during meetings
- Documentation extends his working day by 90 min
- Generic follow-ups don't reflect his premium positioning
TJ
Tim Joe
Financial Advisor · Age 29
"I'm still building my client book. Every follow-up is a chance to prove my value."
Goals
- Grow client relationships through consistent touchpoints
- Build structured habits around CRM hygiene
- Demonstrate expertise through quality communications
Pain Points
- Overwhelmed by volume of meetings and documentation
- Inconsistent follow-up quality undermines confidence
- No system for capturing action items reliably
Outcomes & Impact
60%
Time savings on documentation
Advisors reclaimed hours previously spent on manual note-writing.
↑
Increased advisor capacity
More client meetings per week — contributing to retention and AUM growth.
NPS
Higher client satisfaction
Faster, more personalized follow-ups improved client trust metrics.
Meeting events
Pre-meetingScheduling, client profile review, agenda prep, and notes.
During meetingAI recording activation, live note capture, flagging decisions.
Post-meetingAI summary draft, advisor review, client follow-up email, and CRM update.
