Client meetings become the material for the next proposal｜Novalis Inc.

At Novalis Inc., Aitane automatically records meetings with the companies it proposes hiring support and talent development to. The hiring challenges and requirements heard in those meetings can be retrieved without relying on memory, freeing time for building proposals.

This English translation is provided for reference only. In the event of any discrepancy, the Japanese version shall prevail.

Novalis Inc. operates under the mission "Build a world where effort is rewarded," offering companies three services: talent matching, training and education programmes built on generative AI, and hiring support.

Its sales work is B2B: listening to a company's hiring and talent-development challenges and building a proposal that fits. This is how the company uses Aitane in its client meetings and how it let go of the burden of record-keeping.

Highlights

Client meetings are recorded automatically, so no one takes notes during a meeting
The hiring challenges and requirements heard in a meeting come from records rather than fragments of memory and notes
Meeting records build up as customer information, so the history can be checked before a proposal
Even when meetings span several services, the history with each company can be followed as one thread

"Unleash Your Potential." — a talent business for the AI era

Novalis Inc. was founded in August 2024. Guided by the idea of "a future where people evolve alongside AI and realise themselves through the value only people can create," it runs three services for companies.

Talent matching: introducing the people who support a company's growth, with end-to-end support through post-hire follow-up
Training and education using generative AI: practical programmes from developing the next generation of leaders to raising specialist skills
Hiring support: working alongside a company's hiring challenges, from strategy through execution

The company also runs its own generative AI training and tool development, and evaluates internal tools on the premise that anything AI can take on should be handed to AI.

The challenge: what was heard in a meeting slipped away before the proposal

The company's B2B sales begins with listening to challenges that differ from one company to the next.

Hiring challenges: the profile they want, why hiring is not going well, what matters in selection
Talent-development challenges: which group they want to develop, the skills missing on the ground, the time and budget available for training
How decisions get made: who approves, the timing of the evaluation, the alternatives being compared

All of it shapes the content of a proposal. But taking notes during a meeting pulls attention away from the conversation, and writing things up afterwards loses the details.

A single deal also involves several meetings — the first hearing, the proposal, adjusting terms — spread over a long period. It became common not to remember, weeks later, what the client had named as their biggest challenge.

Why Aitane: records without changing how meetings run

What mattered was not sacrificing the quality of the meeting in order to keep records. Hearing out a client's challenges is the work of drawing out their own words, and the more time spent looking down at a screen, the less comes out.

Aitane joins the meeting and creates the record, so there is nothing to do by hand during it. For a company that runs a generative AI business, the idea of AI handling the record met no resistance.

In practice 1: turning client meetings straight into records

Aitane joins meetings registered on the calendar and creates the record from the conversation. The salesperson takes no notes and can concentrate on what the client says and on the proposal to offer in the moment.

The more listening a meeting involves — hiring or development challenges — the more the record pays off later. Which challenge the client said they wanted to prioritise can be checked in the record rather than from memory.

In practice 2: hiring challenges and requirements build up as customer information

Meeting records accumulate as customer information for each company. The profile a client wants, the group they want to develop and the timing of their evaluation stay on file, so the material is ready before a proposal is written.

Because information that used to live only in the salesperson's head now remains as a record, internal discussions about a proposal can also proceed on the basis of the client's own words.

In practice 3: tracing the history of meetings that span several services

The company may propose several services to a single client: talent introductions, hiring support and talent development. The topic changes from meeting to meeting, which makes recalling past exchanges accurately difficult.

Searching the accumulated records makes it possible to confirm who was spoken to, when, and about what, before going into the next meeting. The longer an evaluation runs, the more the presence of records separates good handling from poor.

The result: from keeping records to sharpening proposals

The record-writing that used to follow each meeting is gone, and that time now goes into preparing proposals and following up with clients.

No note-taking during meetings, so the conversation gets full attention
No meeting goes unrecorded, so the history can be traced later
Proposals are built on what the client actually said rather than on memory

The company's belief in "people making use of the value only people can create" lines up with a way of working that hands record-keeping to AI and spends human time on conversation and proposals.

For companies considering Aitane

In B2B sales where the proposal is built from the client's challenges, as with talent and training, the labour of record-keeping eats into the quality of the meeting. The more meetings an organisation runs, and the longer the evaluation period for what it sells, the greater the effect of keeping records automatically.

A practical way to start is with the people who run the most meetings, building up a state where the meeting records for each company accumulate.