Introduction

Regular Jour-Fixe meetings are part of everyday life in many technical teams. They are where current topics are discussed, problems identified, and next steps defined -> often with tasks tracked on a Kanban board. But too often, valuable information remains buried in meeting notes or emails, making it hard to access and use effectively later on.

At Virengos, we are working on changing that. Our new software project aims to automatically process Jour-Fixe reports and make them accessible anytime through an AI-powered chatbot.

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The Challenge

• Information overload: Every two weeks, detailed Jour-Fixe reports are produced.
• Knowledge loss: After a short time, valuable insights are difficult to find in long documents or emails.
• Duplicate discussions: Topics and decisions are revisited repeatedly due to lack of visibility.
• Time drain: Searching through old reports costs precious time.

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Our Solution

We are developing an AI chatbot solution to tackle these challenges head-on.

Key Benefits:

• Automated processing of Jour-Fixe reports
• Smart recognition of people and topics, even with varying spellings
• Structured insights with tasks, priorities, and progress clearly outlined
• Enhanced understanding through intelligent keyword enrichment
• Instant access via chatbot: Ask questions like “What tasks remain open?” or “What was decided in the last quality review?” and get immediate answers
• Continuous improvement through built-in user feedback

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The Value for Teams

• Efficiency boost: Key information becomes available instantly.
• Clearer oversight: Leaders gain quick insight into progress, challenges, and responsibilities.
• Knowledge retention: Even new team members can easily access relevant past decisions.
• Flexibility: Designed to run locally — no reliance on cloud services.

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Behind the Scenes

Without going too deep into the tech: We are building a custom alias engine and using a smart method to enrich texts with keywords, helping the chatbot understand reports more effectively. Our first prototypes run on modern AI models such as Mistral, while keeping the system fully functional on a Linux environment close to RHEL.

This is just the beginning of a much larger story we are creating at Virengos.

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Conclusion

Jour-Fixe reports are a valuable source of knowledge — when made easy to access and act upon. With our AI chatbot, we aim to make that a reality: turning meetings into actionable, searchable knowledge for every team member.

At Virengos, we believe:

The future of teamwork lies in making meeting knowledge instantly usable.

We will be sharing regular updates as our development continues. If this topic resonates with you, feel free to reach out to me for a conversation.