No more unprepared meetings, ever.

Unprepared meetings are not a time problem, they are a culture problem. We help you change that culture across the organisation: every qualified meeting gets a brief that everyone reads beforehand, with a chance to share their voice.

Try it for free Schedule a demo

Works withGoogle CalendarOutlook

Mon10:00

Example · Team meeting · 60 min

Do we move the launch, or cut features?

In the meeting

Decided at 11:00, if at all

15 minCatching up

20 minEveryone's opinion

20 minDiscussing

5 minRushed decision

10:0010:1510:3010:4511:00

60 minspent. The decision gets the last 5, or never comes and another meeting is booked.

One brief holds the meeting together.

From the moment a meeting is planned to the moment it starts. Click a step to see what happens.

1
Right after it is planned
The owner sets up the brief.
Nobody starts from a blank page. Our framework guides the meeting owner through an established process to a sharp brief. The owner answers by voice or text, and VoiceHubs drafts it section by section.
✦ What does Monday have to settle?
The brief, drafting
1Purpose
Do we move the launch, or cut features to keep the 1 November date?
2Desired outcome
One launch plan the whole team backs, with a date marketing can announce.
3Where we are
Marketing is booked for 1 November and needs a date this week.
Launch plan v3.pdfReporting status.xlsx
4Ways forward
1.Move the launch two weeks and keep everything in.
2.Cut the reporting feature and ship it in December.
3.Launch as a beta for existing customers first.
4.Bring in a freelancer to catch up.
2
In the days before
Everyone reads it, and weighs in.
The brief goes to everyone invited. Where they agree, disagree or have an idea, they say so on that exact line, before the meeting.
The brief · 04 Ways forward
5 of 7 have read it
1. 1.Move the launch two weeks and keep everything in.
2. 2.Cut the reporting feature and ship it in December.
3. 3.Launch as a beta for existing customers first.3 reactions
  - MarcIdea
    A beta buys us the week of testing we haven't counted.
    ✦ Digging deeper: Why does that week matter?
    Marc: Without it we ship reporting untested to every customer at once.
  - SofiaQuestion
    Would our customers accept a beta?
    ✦ Digging deeper: What makes you doubt it?
    Sofia: Our two biggest clients asked for stable reporting, not a beta.
  - RaviDisagree
    Skip the beta, just move the launch two weeks.
    ✦ Digging deeper: Why is that better?
    Ravi: A beta splits the team between fixing and supporting.
4. 4.Bring in a freelancer to catch up.
Plus 2 more reactions on Purpose and Desired outcome.
3
Before it starts
The owner finalises it.
Every reaction gets an answer. The final brief is ready before the meeting begins, and the meeting starts on what is still open.
Marc said
A beta buys us the week of testing we haven't counted. Marc
Merged in
The owner:Merged in
Added to 04 Ways forward
3. Launch as a beta first. It also buys the week of testing.
No name on it.
Ravi said
Skip the beta, just move the launch two weeks. Ravi
Declined
The owner:Declined
Left out of the brief
Ravi gets the owner's note: “Marketing is booked for 1 November, so moving costs more.”
Sofia said
Would our customers accept a beta? Sofia
Open question
The owner:Open question
Added as 05 Open questions
Would our customers accept a beta? Sofia
The meeting starts here.
ReadyAll voices processed. Final brief sent to every attendee.
See the final brief ↓

Step 1 of 3 · Right after it is planned

The owner sets up the brief.

Nobody starts from a blank page. Our framework guides the meeting owner through an established process to a sharp brief. The owner answers by voice or text, and VoiceHubs drafts it section by section.

Four parts every time: purpose, desired outcome, where we are, ways forward.
No vague or ambiguous answers: VoiceHubs keeps asking until it is clear.
Then it goes to every attendee, straight from the calendar invite.

✦ What does Monday have to settle?

The brief, drafting

1Purpose
Do we move the launch, or cut features to keep the 1 November date?
2Desired outcome
One launch plan the whole team backs, with a date marketing can announce.
3Where we are
Marketing is booked for 1 November and needs a date this week.
Launch plan v3.pdfReporting status.xlsx
4Ways forward
1. 1.Move the launch two weeks and keep everything in.
2. 2.Cut the reporting feature and ship it in December.
3. 3.Launch as a beta for existing customers first.
4. 4.Bring in a freelancer to catch up.

Meeting starts

The final brief.

One page everyone reads before Monday, or in the first five minutes.

Input that was merged in
Open questions from the preparation

Meeting briefFinal

Monday team meeting

Mon 6 Oct · 10:00 to 10:35 · Owner: Bram Koster

Behind this brief: 5 of 7 read it, 5 voices came in, and the owner processed every one.

01Purpose

Do we move the launch, or cut features to keep the 1 November date? It turns on the reporting feature. We need to leave the meeting with one decision.

02Desired outcome

One launch plan the whole team backs, with a date marketing can announce. Ines signs the plan off on Friday.

03Where we are

The app is two weeks behind, mostly on the reporting feature.
Marketing is booked for 1 November and needs a date this week.
Reporting needs about ten more days of work. Everything else is ready to ship.

Launch plan v3.pdf4 pagesReporting status.xlsxSheet

04Ways forward

1.Move the launch two weeks and keep everything in. Misses the 1 November slot marketing has booked.
2.Cut the reporting feature and ship it in December. Customers wait until December for reporting.
3.Launch as a beta for existing customers first. It also buys the week of testing. Only existing customers get reporting at launch.
4.Bring in a freelancer to catch up. Adds onboarding time in a week we do not have.

05Open questions

Would our customers accept a beta? Sofia

Our two biggest clients asked for stable reporting, not a beta.

The rules

No brief, no meeting.

On a company level you decide which meetings need a brief. If the owner has not set it up in time, VoiceHubs reschedules the meeting automatically and tells everyone. Nobody has to chase anyone.

1
Qualify your meetings
Always enforced
You set which meetings need a brief. One-to-ones and coffees are left alone.
✓ Internal meetings✓ 3+ attendees
2
The brief is set up
Always enforced
The owner sets up the brief before a deadline you choose.
✓
Set up in time. It runs, and the preparation begins.
Not set up. Rescheduled automatically, everyone notified.
3
Enough people weighed in
Optional
A share of the attendees you choose, for example 60%, has read the brief and shared their view.
If missed: The meeting moves, everyone notified. Or as a nudge: it runs, and the owner sees who did not weigh in.
4
Every input is processed
Optional
The owner has processed every voice, so the final brief is ready before the meeting starts.
If missed: The meeting moves, everyone notified. Or as a nudge: it runs on the brief as it stands.

Start on nudge only if you like, and switch to enforced as the habit grows.

Pricing

Pay only for brief owners.

The people who set up a brief for their meetings, not your headcount. Everyone they invite reads and reacts for free.

How many people in your company will own briefs?

people

Brief ownersRateMonth

1 (first owner)Free€0

39 (2 to 50)€8€312

Your price

€312a month

About €3,744 a year · €7.80 per owner on average

The first brief owner is always free
Everyone invited takes part free
The rate drops as you add more owners

Try it out, for free.

More than 1,000 people? Pricing is custom.Schedule a demo

Questions

What people ask before they switch it on.

Something missing? Email info@voicehubs.io.

Is this a notetaker?

No. VoiceHubs never records the meeting. It prepares it: the brief is written and discussed before anyone joins the call.

Does a weekly meeting need a brief every week?

Every occurrence that qualifies gets its own brief. You choose which meetings qualify, so a stand-up can stay out while the weekly decision meeting is in.

What happens if the brief is not ready?

If the owner has not set up the brief in time, the meeting is rescheduled automatically and everyone is told. That part is always on. The steps after it, how many people weighed in and whether every input was processed, your company can enforce or keep as a nudge.

Can a manager overrule the rule for one meeting?

The deadlines come from your company's meeting policy, so nobody can loosen them for a single meeting. If the policy needs to change, you change it for everyone.

What if the owner is away?

The owner is the organiser by default, but they can hand the brief to someone else, who then prepares it and answers the comments.

Do attendees need an account?

No. Everyone on the invite can read the brief and weigh in without an account, and they never pay.

What about meetings with outside guests?

You decide. Most companies start with internal meetings only and add others once the rule is working.

Which calendars does it work with?

Google Calendar and Outlook.

Where is our data?

Briefs, voice notes and transcripts are stored and processed in the European Economic Area, and they are never used to train anyone's AI models without your written consent. Our processing agreement is public. Read it here.

Change your meeting culture, company-wide.

Try it for free Schedule a demo

Works withGoogle CalendarOutlook

No more unprepared meetings, ever.

One brief holds the meeting together.

The owner sets up the brief.

Everyone reads it, and weighs in.

The owner finalises it.

The owner sets up the brief.

The final brief.

Monday team meeting

No brief, no meeting.

Pay only for brief owners.

What people ask before they switch it on.

Change your meeting culture, company-wide.