Convay Meeting Transcription

Convay Meeting Transcription simplifies meetings with AI-powered transcription and summarization, supporting both Bengali and English. It allows users to generate meeting minutes, switch languages, and download summaries as PDFs. Designed with a focus on user consent and inclusivity, this tool improves collaboration and productivity for diverse teams.

CATEGORY:

Web Design,

Product Design

ROLE:

UX Designer,

UI Designer,

UX Researcher

TOOLS:

Figma

About Convay

Convay is an innovative video conferencing platform that redefines virtual collaboration by integrating tools for seamless communication and teamwork. Designed with the needs of modern businesses in mind, Convay goes beyond traditional video calls by offering a unified platform that manages all aspects of meeting lifecycles—from preparation and execution to post-meeting follow-ups.


The platform provides enterprise-grade security, ensuring data privacy with end-to-end encryption and secure cloud storage. Key features include high-quality audio and video conferencing, automatic transcription, real-time collaboration tools, and centralized file management through Convay Cloud. Users can organize meeting files, access chat logs, and navigate through media and documents effortlessly. Additionally, Convay supports complex requirements with scalable architecture, making it suitable for organizations of all sizes.


With specialized solutions like AI-powered transcription and summarization, cloud storage for document management, and an intuitive interface for navigating content and activities, Convay aims to create a truly cohesive virtual meeting experience that enhances productivity across teams.


For more details, visit Convay.

Feature Overview

The Convay Meeting Transcription feature was developed to provide an intuitive way for users to transcribe meetings and generate actionable meeting minutes. It supports real-time transcription, AI-based summarization, and the ability to switch languages, including the first-ever transcription and summary in Bengali. This feature makes meeting documentation seamless and accessible for diverse users, with the option to download meeting minutes as a PDF.

Problem Statement

Taking notes during meetings can be difficult, especially when users need to focus on discussions. Most transcription tools only work in English, making it hard for Bengali speakers to use them. We wanted to create a solution that could make transcription and summarization simple, fast, and useful for everyone.

My Role and Responsibilities

As a UX Designer, I was responsible for designing the UI and workflows for the transcription feature. My role included creating user flows, wireframes, and high-fidelity prototypes, as well as collaborating closely with the development team to ensure seamless implementation. I conducted usability testing on multiple UI layouts to identify the most user-friendly design and iterated based on user feedback.

Additionally, I worked on:

  • Ensuring accessibility through multilingual support (English and Bengali).

  • Designing the summarization progress feedback and export options.

  • Testing and improving the consent flow to ensure user clarity before transcription begins.

Goal

  1. Record and transcribe meetings in real time.

  2. Provide support for Bengali and English languages.

  3. Let users quickly generate professional meeting minutes.

  4. Make it easy to access, translate, and download meeting content.

Design Process

Research & Insights

  • Conducted user interviews to understand pain points with note-taking during meetings.

  • Analyzed gaps in existing transcription tools, particularly for regional language support.

  • Prioritized accessibility, ease of use, and time efficiency as critical design principles.

Ideation & Wireframes

  • Designed a clean interface for navigating transcriptions and meeting summaries.

  • Included a "Generate Meeting Minutes" button with a loading indicator for real-time feedback.

  • Added language toggles to seamlessly switch between Bengali and English.

Prototype Development

  • Prototypes were built to visualize the transcription flow, summarization process, and PDF download option.

  • User testing revealed the need for better feedback during loading states and clearer distinctions between transcription and summary outputs.

Iterations

  • Refined the summarization loading screen for better clarity.

  • Enhanced the language toggle interaction, ensuring smooth transitions between English and Bengali.

Key Features

  • Real-Time Transcription: Users could see their discussions transcribed instantly in their selected language.

  • AI-Generated Meeting Minutes: A single click on “Generate Meeting Minutes” produced a summarized version of the meeting, highlighting key points and decisions.

  • Language Toggle: Meeting summaries and transcriptions could be viewed in both English and Bengali, enabling accessibility for non-English speakers.

  • Export Options: Users could download meeting minutes as a PDF, ensuring easy sharing and documentation.

  • Consent Flow: Before starting transcription, users had to approve via a consent modal, aligning with privacy standards.

UI Showcase

Transcription Page: Displays live transcriptions categorized by speakers.

Summarization Loader: Communicates progress during meeting minute generation.

Meeting Minutes Output: A professional summary with structured agenda and decisions.

Language Toggle: Allows users to switch between English and Bengali transcriptions seamlessly.

Translated Meeting Minutes: A professional summary with structured agenda and decisions.

Export Option: Provides users with a professional document of meeting minutes.

Confirmation Modal: Before starting transcription, users had to approve via a consent modal.

Challenges and Solutions

  • Challenge: Ensuring accurate transcription in Bengali.
    Solution: Collaborated with language experts and tested against diverse Bengali accents.

  • Challenge: Reducing wait time for summarization.

    Solution: Introduced a clear loading state and optimized backend processing.

  • Challenge: Simplifying a complex process.

    Solution: Focused on a clean design with clear actions like “Generate Meeting Minutes” and “Export PDF.”

  • Challenge: Ensuring user consent before transcription began.

    Solution: A confirmation modal was added to inform users about transcription and allow them to opt out.

Outcome and Impact

The feature became the first tool to offer Bengali transcription, significantly improving accessibility for bilingual users. It streamlined meeting summaries, saving users time and enhancing productivity. The positive feedback highlighted its ease of use and effectiveness in addressing user pain points.

Takeaways

  • Inclusivity Matters: Adding Bengali transcription addressed a major gap, demonstrating the value of localization.

  • Feedback is Key: Transparent loading states improved user trust and satisfaction.

  • Iterative Testing: Refining the user flow based on feedback ensured clarity and usability.