Automating Communication in Project Management with

SyncMaster

The client, a mid-sized software development company, faced persistent communication challenges across its project management lifecycle. These challenges included:

• Unstructured Meeting Follow-Ups- Team meetings often resulted in ambiguous or incomplete notes, leading to misunderstandings about decisions and action items. Team members struggled to track responsibilities, causing delays in task completion.
• Inefficient Information Retrieval- Employees frequently sought project updates from managers, interrupting workflows. Routine questions like “What’s the status of Task A?” or “Who’s responsible for Task B?” consumed significant time and slowed down decision-making.
• Delays in Stakeholder Reporting- Preparing periodic updates for stakeholders was a time-intensive task. Reports often lacked clarity, with stakeholders expressing dissatisfaction about untimely and inconsistent updates.

To address these challenges, the client partnered with Jina Code Systems. Jina Code Systems introduced SyncMaster, to streamline the communication and collaboration between team and departments. Over time, SyncMaster helped the client with the project delivery within deadline, ultimately increase their return on investment (ROI).

*SyncMaster is a flagship product of Jina Code Systems

• Integrated an AI transcription tool with Microsoft Teams to capture live meeting audio.
• Designed an automated pipeline to process transcriptions, extract key points, and identify action items.
• Configured email distribution to send summarized notes immediately after meetings.

• Developed a custom reporting module to pull data from the project management system.
• Automated the generation of weekly status reports with visual dashboards, including progress indicators, risk highlights, and upcoming milestones.
• Scheduled email dispatch of reports to stakeholders every Friday.