Meeting Types
VoxeNova offers five specialised meeting types. Each has a tailored facilitation style, prompt template, and output format. Choose the one that best fits your ceremony.
Product Discovery
Purpose
Explore user needs, define personas, map pain points, and surface opportunities. Best for early-stage ideation, user research synthesis, and feature brainstorming.
What the AI Facilitator Does
- Guides the conversation through problem framing, persona exploration, and opportunity identification
- Probes for specifics when statements are vague ("Can you give an example?")
- Captures requirements, assumptions, and open questions in real time
Output Artefacts
- Requirements list with priority and source attribution
- Entity relationship diagram (Mermaid or draw.io)
- Decisions log with rationale
- Action items with assignees
Sprint Inception
Purpose
Kick off a sprint by aligning on scope, breaking down stories, estimating effort, and identifying risks. Best for agile teams starting a new iteration.
What the AI Facilitator Does
- Walks through the backlog items one by one
- Prompts for acceptance criteria, edge cases, and dependencies
- Tracks estimated effort and flags scope creep
Output Artefacts
- Sprint backlog with story breakdowns
- Dependency diagram showing story relationships
- Risk register with mitigations
- Sprint summary with velocity context
Architecture Review
Purpose
Evaluate technical designs, review system architecture, and identify trade-offs. Best for design reviews, RFC discussions, and infrastructure planning.
What the AI Facilitator Does
- Facilitates structured review of components, data flows, and integration points
- Uses AWS-specific shapes and vocabulary for cloud architecture diagrams
- Captures non-functional requirements (scalability, security, cost)
Output Artefacts
- Architecture diagram with AWS service shapes (draw.io or Mermaid)
- Decisions with trade-off analysis
- Technical debt register
- Action items for spikes and prototypes
Process Mapping
Purpose
Document existing or proposed business processes with swim lanes and handoffs. Best for operational reviews, workflow optimisation, and cross-team process alignment.
What the AI Facilitator Does
- Guides participants through process steps, decision points, and exceptions
- Identifies owners for each lane and captures handoff details
- Generates swim lane diagrams in real time via PlantUML
Output Artefacts
- Swim lane process diagram (PlantUML via Kroki)
- Process steps with owner attribution
- Bottleneck and improvement opportunities
- Action items for process changes
Executive Assistant
Purpose
Support executive meetings with pre-briefing, agenda tracking, and structured note-taking. Operates in two modes: facilitation (the bot drives the meeting when the exec is absent) or observer (the bot takes notes silently).
What the AI Facilitator Does
- Delivers a pre-meeting briefing to participants via their preferred channel
- Tracks per-agenda-item progress and time allocation
- Captures decisions, action items, and follow-ups with owners
Output Artefacts
- Executive brief with key points per agenda item
- Decisions log with accountability
- Follow-up action items with deadlines
- Meeting summary emailed to participants
Choosing the Right Type
| Meeting Type | API Value | Best For |
|---|---|---|
| Product Discovery | product_discovery | Ideation, user research, feature scoping |
| Sprint Inception | sprint_inception | Sprint planning, story breakdown |
| Architecture Review | architecture_review | Design reviews, RFC discussion |
| Process Mapping | process_mapping | Workflow documentation, process improvement |
| Executive Assistant | executive_assistant | Board meetings, steering committee, 1:1s |
Next Steps
- Schedule a meeting with the type that fits your next ceremony
- Upload project documents so the AI has full context