Rethinking Meetings for Product Managers
(under 24h)
In just 24 hours, we built MeetMate: an AI-powered meeting assistant designed to help PMs cut through the noise. From agenda prep to post-meeting follow-up, MeetMate streamlines every phase of the meeting lifecycle. I led UX and product design from start to finish, transforming pain points into a usable, intuitive solution under real-time pressure.
TL;DR
- Problem: PMs spend over 30 hours/month in meetings, but forget much of what’s discussed.
- Pain Point: Existing tools are fragmented—handling scheduling, notes, or tasks separately.
- My Role: Led UX end-to-end during a 24-hour hackathon, owning research, flows, and UI design
- Outcome: Built and delivered a working AI meeting assistant that tackled prep, flow, and follow-up seamlessly under time pressure.
Meetings Are Broken
PMs spend over 30-50% of their time in meetings but forget nearly half of what’s discussed. Existing tools cover only fragments—scheduling, transcription, or task tracking—forcing teams to juggle multiple platforms. This fragmentation creates confusion, reduces follow-through, and makes meetings feel unproductive.
The Idea
We set out to design an all-in-one AI assistant that supports PMs before, during, and after meetings. It had to reduce friction, simplify workflows, and eliminate the need to jump between apps.
Our goal: build a tool that anticipates needs and keeps meetings on track.
My Role and How I Problem Solved
As the only designer on the team, I dealt with the front. While the backend explored AI integrations and the frontend reviewed existing repos, I focused on understanding user pain points quickly. We didn’t have time for interviews, so I turned to ChatGPT and Gemini to simulate real PM conversations and extract insights fast.
Research & Design
I identified recurring frustrations like last-minute agenda chaos, forgotten action items, and unstructured meeting flow. These issues informed the design priorities. I mapped out the full meeting lifecycle and used it to structure features across pre-, mid-, and post-meeting stages. This helped align the team and ensured that every feature served a purpose.
I sketched low-fi flows and iterated rapidly in Figma, simplifying each screen for clarity and speed. The goal was to create an interface that could be built fast, understood instantly, and scaled later if needed.
The Product: MeetMate
MeetMate is a smart meeting assistant that supports PMs throughout the meeting lifecycle. Before meetings, it suggests agendas, links relevant docs, surfaces unfinished tasks, and confirms attendees. During the session, it starts transcribing automatically and flags vague action items or unassigned tasks with subtle AI nudges. Afterward, it delivers clean summaries, highlights decisions, and syncs to task tools. It’s designed to feel ambient, not intrusive—minimal setup, maximum utility.
Tech Stack
What We Achieved
We shipped a fully functional prototype in under 48 hours that addressed three core PM pain points—meeting prep, real-time focus, and post-meeting follow-up. Even with a mid-project team change, we maintained momentum and delivered a cohesive, intuitive experience. Judges were able to use the product without explanation, which confirmed the UX worked as intended.
What I Learned
Through this project, we learned critical lessons:
- Design under pressure is about bias toward action
- Leading design means being resourceful, not just creative
- Good UX is as much about clarity and flow as it is about looks
- The best tools are invisible—the user just feels in control