Minutes keep getting in-house terms wrong. Must you fix them by hand?

#The errors are almost always your company's own names

A meeting ends and you open the minutes that were written automatically. The collaboration tool Notion (노션) has become "lotion" (로션), internal system names have turned into unrelated words, and project acronyms are spelled however they sounded. Once or twice you laugh it off. But if you have to fix the same spots every time before sharing, automatic minutes lose much of their point.

These errors shrink once you tell the AI your company's terms. Put "Notion" in the meeting glossary with "lotion" as its wrong form, and the AI corrects it while writing the minutes, only where the context fits. When you fix a wrong name while reading the minutes, that spelling also goes into the glossary, so from the next meeting's minutes on, that error is one the AI corrects too.

#The transcript stays as heard; the minutes get corrected

Speech recognition is good at words it has heard many times. It gets everyday words right, but product names, system names, and acronyms used only at your company are new to it, so it writes down the common word that sounds closest. A large share of the errors in meeting minutes come from these proper nouns.

Swapping words mechanically at the transcription stage would also change unrelated words in meetings that have nothing to do with the term. So the raw transcript is left untouched, and names are corrected at the minutes-writing stage, which reads the context. When the same sound shows up in a different context, the original spelling stays. The glossary is used for the minutes and for the five-minute segment summaries.

#Meetings and data questions share one glossary

Each glossary entry holds the term, its meaning, and the spellings it is often mistranscribed as, which we call wrong forms. The glossary has two layers. The organization glossary, which administrators manage, applies to every meeting in the organization; each person's personal glossary applies only to their own meetings.

The organization glossary is not just for meetings. It is the same glossary the AI consults for the definitions and formulas of business terms when it answers questions about your company's databases. That is why a system name corrected in meetings goes by the same name in data questions.

If it is hard to think of terms one by one, use Find terms with AI. The AI looks through internal document collections and analyzed databases for proper-noun candidates, and a person picks which ones to add. Until someone picks them, candidates are not used.

#A name you fix once is right in the next minutes

When you spot a misspelled name while reading the minutes, fix it on the spot. Drag over the wrong text and Add to glossary appears; the window opens with the selected text already in the wrong-form field. All you type is the correct spelling. If the term already exists, the selected text is added to it as another wrong form.

Terms added this way are used from the next set of minutes. To apply them to the minutes you are reading now, press Regenerate.

The AI helps even if you never drag anything. It collects the spellings you corrected in minutes and the proper nouns that keep coming up in your meetings, and suggests them as candidates for your glossary. Meetings are visible only to the person who created them, so these candidates are visible only to you. Approved terms go into your glossary and are used from the following minutes on. Each meeting weeds out one more wrong name.

#What was actually said is never overwritten

You will still see a few spots to fix at first. As the names that come up often accumulate in the glossary, there is less to fix before sharing.

Applying the glossary only to the minutes and summaries, and leaving the raw transcript as it was, is deliberate. With the words as originally heard still there, you can check any spelling in the minutes that looks off. Find terms with AI never suggests people's names: names are personal information, so whoever needs one registers it directly.

If you are preparing to roll this out, start by deciding which administrator owns the organization glossary. That person fills the first list with Find terms with AI, and the rest fills in through each person's glossary as meetings accumulate.