The AI Advantage: Streamlining Meeting Administration

Once financial advisors have mastered the fundamentals of time management, as explored in our August blog From Overwhelmed to Optimized: Taking Control of Your Time, the next step is leveraging technology to take back even more hours in the day. One of the most impactful areas to target is meeting administration. From prep to follow-up, it’s a known time sink, yet one that AI tools are now well equipped to streamline.

The Hidden Time Sink: Meeting Administration

Administrative work tied to meetings, preparation, documentation, and follow-up accounts for some of the largest time-gaining opportunities for many advisors. Kitces Research (2024) found that advisors spend about 23 percent of their time on meeting-related tasks. InvestmentNews further breaks this down into 9.5 percent for prep, 6.3 percent for documentation, and 7.4 percent for follow-up.¹

If you are looking for a high-impact place to begin streamlining, this is it.

Which brings us to one of the most immediate opportunities to save time: AI note takers.

AI-Powered Note Taking: A Smart Starting Point

AI-powered note taking tools have quickly become one of the most practical and immediate ways for advisors to save time. These tools do much more than transcribe meetings. They create structured summaries, identify action items, draft follow-up emails, and even push updates into your CRM. Some can even use previous meeting history to suggest future agendas.

Instead of spending hours after each meeting, you can rely on the AI to capture the details, draft next steps, and keep everything organized.

Advisors who adopt these tools report not only time savings but also a greater ability to be fully present during client conversations. When you are not focused on taking notes or remembering who said what, you can focus on the person in front of you.

One study from Oasis Group found these tools reduced the meeting lifecycle (prep through follow-up) by hours per client. While exact time savings vary, the real gain is twofold:

More time for clients and growth
More focus in the meeting itself

Implementation Matters: Compliance, Clients, and Process

Before you jump in, make sure to:

Get client consent, even if no audio is stored
Build a quality control checkpoint before syncing with your CRM
Customize tone and output to preserve your voice
Train your team and standardize how the tool is used

Morningstar found that investors are open to AI but want transparency, privacy, and human oversight. These are not barriers, they are guidelines for trust.

Getting Started with AI the Right Way

If you’re curious where to begin, start small:

Choose one process (like annual reviews)
Track your time savings
Scale once you see clear ROI

Use this implementation checklist:

Choose a compliant, advisor-specific tool
Pilot with a small number of meetings
Customize tone and settings
Review every output before sharing
Build a follow-up system from action items
Train your team and document the process

The Bottom Line

Time is your most valuable resource. And while AI can save you hours, the real opportunity lies in how you use that reclaimed time to deepen relationships, grow your practice, and protect your energy for the work that matters most.

Now, with the right blend of technology and process, you can reclaim control of your calendar and focus on what only you can do: building lasting client relationships and delivering meaningful outcomes.

Sources & Resources:

¹Kitces Research (2024), Cerulli Associates (2023), and InvestmentNews (2022) report that advisors spend up to 23% of their time on meeting-related admin, including 9.5% on prep, 6.3% on documentation, and 7.4% on follow-up tasks.

Articles

Raj Madan and John O’Connell (2025) “The evolving role of AI in wealth management” https://www.advisorengine.com/action-magazine/articles/the-evolving-role-of-ai-in-wealth-management
Kitces (2025) AI Meeting Notes Tools For Financial Advisors: Solo Productivity Vs Associate Advisor Development? https://www.kitces.com/blog/ai-notetakers-client-meeting-for-financial-advisors-adoption-satisfaction-trends-research-productivity/
Capital Group (2025) https://www.capitalgroup.com/advisor/practicelab/articles/ways-financial-advisors-use-benefit-from-artificial-intelligence-AI.html
NAPFA Advisor (2024) https://www.naylornetwork.com/napf-nwl/articles/index.asp?aid=839311&issueID=102199

White Papers

InvestmentNews Research (2022) “2022 Pricing & Profitability Study”
Morningstar (2024) What Do Investors Think About Generative AI In Financial Advisors’ Workflow?
The Oasis Group (2025) https://theoasisgrp.com/wp-content/uploads/2025/04/AdvisorEngine_The-Oasis-Group-AI-Note-Taker-Research-Report_2025-2.pdf

Webinars

Advisor Engine (2025) https://www.advisorengine.com/ai-note-takers
Capital Group (2025) https://www.capitalgroup.com/advisor/practicelab/webinars/how-high-performing-financial-advisor-teams-use-AI-artificial-intelligence.html

FOR ADVISOR USE ONLY. NOT INTENDED FOR CONSUMER SOLICITATION PURPOSES.

Beacon Capital Management, Inc. is an investment adviser registered with the Securities and Exchange Commission. Additional information about Beacon Capital Management is also available on the SEC’s website at www.adviserinfo.sec.gov under CRD number 120641. Beacon Capital Management only transacts business in states where it is properly registered or excluded or exempted from registration requirements.

Information presented is for educational purposes only and does not intend to make an offer or solicitation for the sale or purchase of any specific securities, investments or investment strategies.

Sammons Financial® is the marketing name for Sammons® Financial Group, Inc.’s member companies, including Beacon Capital ManagementSM.

NJS – 092025