The Tuesday meeting that cost €40,000.
In March, someone in Sofia's weekly operations meeting said: "We'll confirm the vendor change by the fifteenth." Everyone nodded, but the promise wasn't written down anywhere. On the sixteenth, the old contract renewed automatically, and the penalty for leaving it was €40,000.
It wasn't really anyone's fault. Sofia ran 25 meetings a week. In each one, she had to think about the problem and write down what everyone said about it at the same time. She couldn't do either one fully. She spent her evenings turning scribbles into minutes and her mornings chasing people about what they had agreed.
"I was the most prepared person in every meeting, but I was so busy writing things down that I was barely there."Sofia
Chapter 2 · One Scenario per meetingEverything that she knew went into one folder.
Sofia created a Scenario for her most important meeting, Weekly Ops Sync. She put in it everything that she used to search for during the meeting: the project plan for the 12 new stores, the budget spreadsheet, the supplier contract, last week's minutes, and the roadmap deck with her speaker notes.
In START-HERE.md she described her role, the project and who's who: Mark in procurement, Elena in store operations, Dan in finance. Then she added 3 rules that changed how her meetings felt:
- When someone asks me something, give me a short, professional answer using our numbers and our documents.
- When a problem comes up, suggest one or two concrete options, with the trade-off of each.
- When I type "recap", list the decisions, the action points with owner and date, and the open questions.
She changed one last setting. Each answer could read the whole hour of conversation instead of the last 5 minutes, so that a recap would cover the entire meeting.
Chapter 3 · Tuesday, 9:14"Can we absorb that or not?"
Mark joined the call with bad news: the supplier's shipment would slip 3 weeks. Dan from finance turned straight to her and asked, "Sofia, can we absorb that or not?" In the past, Sofia would have said "Let me check and come back to you" and booked another meeting for Thursday.
She pressed her keyboard shortcut. Within a second, OnSubject.AI found section 7.2 of the supplier contract. She had forgotten that it existed. The section gives a 2% credit for each week of delay. OnSubject.AI also suggested a way out: split the order so that 60% would fly in on time. She said it in her own words. The decision took 4 minutes. It used to take a week.
Then, 20 minutes later, Elena shared a sales dashboard. It showed that store 7 was underperforming. Sofia used Answer + screen to add the dashboard to the question. The answer pointed at something that hadn't been said aloud: footfall was fine, but conversion had dropped 30% in the week when the entrance layout changed. It suggested: "Propose reverting the layout for a 2-week test." Elena agreed on the spot.
At 9:58, as people started saying their goodbyes, Sofia typed one word in the box under the transcript: recap.
- ONSUBJECT.AI · 0.6 sDecisions: split the shipment (60% air and 40% sea), and revert store 7's entrance for a 2-week test. Action points: Mark confirms the split, Fri 18 Oct · Elena runs the layout test from Mon 21 Oct · Sofia claims the 6% credit this week. Open: the launch city, Cluj or Iași.
She pasted it into the team chat. The action points were there before the meeting ended. The whole meeting was already saved in her Scenario as one searchable file. It had every line with its time and speaker, and every suggestion marked [OnSubject.AI]. Next Tuesday, OnSubject.AI would remember what had been agreed.
Chapter 4 · Thursday, in a roomOnly her phone was on the table.
On Thursday, Sofia ran a workshop with the landlord's team in the new city. It was in a room with a whiteboard, without a video call. She opened OnSubject.AI's phone companion and tapped Listen. Her phone lay on the table like a notepad, and it told her voice apart from theirs. When the landlord asked about opening hours in the lease, the answer was on her phone before she had finished saying "Good question".
When the CFO asked 6 weeks later who had approved the air freight, Sofia searched her Scenario's conversations. She found the exact line, with the time, in 10 seconds.
"The action points were in the team chat before the meeting ended. That's when people stopped asking me 'what did we agree?'"Sofia
Transcribing meetings respectfully. Let participants know that you transcribe the meeting for your notes. In many places it's required. OnSubject.AI keeps the transcript on your PC, in the Scenario's folder, where you can delete any conversation.
An illustrative story: the names and companies are fictional. OnSubject.AI works the way the story describes.