1. Introduction

At Mint, effective client communication is at the heart of financial advisory services. However, managing meeting notes was a persistent challenge:

• Notes were scattered across platforms, making it difficult to track discussions.
• Limited searchability hindered advisors from quickly retrieving critical information.
• Lack of actionable follow-ups led to missed opportunities and inefficiencies.

To address these issues, we reimagined the Meeting Notes module to offer a unified, intuitive, and collaborative experience.

2. The Challenge

• Fragmentation: Users couldn’t view all notes for a specific client or investor in one place.
• Inefficient Search & Filters: Finding notes based on keywords, clients, or dates was cumbersome.
• Limited Collaboration: Teams lacked a shared repository for maintaining and updating notes.
• Missed Context: The inability to attach relevant documents reduced the effectiveness of notes.
• No Actionable Insights: Users couldn’t track tasks or follow-ups directly from the notes.

3. Research Process

To design a solution that truly met user needs, we adopted a comprehensive research approach:

• Stakeholder Interviews: Brokers and back-office teams shared their struggles with organizing and managing notes.
• User Journey Mapping: Identified moments of friction and bottlenecks in note creation and retrieval.
• Competitive Analysis: Studied tools like Salesforce, Evernote, and Notion for best practices.
• Surveys and Feedback: Conducted surveys with 100+ advisors to prioritize features and assess pain points.

Key Insight: Advisors needed a centralized, action-oriented, and collaborative platform to manage meeting notes effectively.

4. Design Goals

• Create a unified repository where users can view all notes related to a client or investor.
• Enable quick retrieval using keywords, tags, clients, and dates.
• Allow team members to share, edit, and manage notes together.
• Facilitate seamless attachment and referencing of supporting materials.
• Empower users to track tasks and action items directly within notes.

5. The Solution

The new Meeting Notes module introduced several key features:

A. Centralized Note Management

• Two Views: "My Notes" and "All Notes" for better contextual access.
• Carousel Navigation: Navigate between notes with applied filters.

B. Enhanced Search and Filters

• Keyword search covering note titles, descriptions, and attached documents.
• Filters by client/investor, date range, and custom labels.

C. Rich Note Creation Flow

• Fields for client, subject, meeting date, labels, description, and attachments.
• Real-time validation and autofill for commonly used details.

D. Actionable Follow-Ups

• Add tasks and track progress with reminders and notifications.

E. Collaboration Features

• Shared access with edit history for team collaboration.

F. Multi-Device Accessibility

• Responsive design for seamless access on tablets and smartphones.
• Real-time sync across devices.

6. Results and Impact

• Efficiency Gains: 70% faster note retrieval and reduced creation time by 40%.
• User Adoption: 80% of advisors reported increased productivity with the new module.
• Compliance Improvements: One-click exports for streamlined reporting.