AV Media

The Problem

Reducing manual work without losing the human touch

AV Media’s day-to-day operations were constrained by inefficient meeting and information management processes. Time-consuming note-taking during client meetings and manual post-meeting administration reduced team presence and engagement, while scattered access to historical client information made it difficult to quickly retrieve. The need to stay current with multiple event platforms and technologies added further operational complexity. These challenges led to delayed follow-ups and proposal development, reduced client engagement, and missed opportunities to deliver additional value.

AV Media wanted more than an AI tool - it wanted a partner who understood its operations and could help the team put AI to practical use. Data privacy was also an important consideration. The team also needed support to build confidence and make AI useful in people’s day-to-day roles.

Key objectives

Make everyday work easier and client service more responsive

AV Media wanted to:

Solution

A practical AI assistant, tailored to AV Media’s work

Meeting Analyser App

Numa summarises meetings and highlights key points and action items about client event requirements. The summaries give the team a useful starting point for event briefs and proposals.

Numa AI Chat Assistant

Staff can use Numa to retrieve client history, get help with questions and recommendations, and draft tailored client communications.

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Automated technician introductions

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Numa connects with AV Media’s systems to check details such as the venue, meeting time and assigned technician. A few days before a client meeting, it prepares technician introduction emails in the coordinator’s drafts. The coordinator reviews each draft and sends it.

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Support for the team to adopt AI effectively

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AV Media wanted to incorporate AI into their business in a functional and efficient way. With Numa, AV Media has a local partner they can call on for advice and training.

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AV Media also built confidence through practical demonstrations and role-play, supported by internal AI ambassadors and a Slack channel where staff could share examples and wins.

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Results

Faster follow-up, less repetitive work, and more headspace

Numa is helping AV Media reduce routine administration and give its team more time to focus on clients, creative work, and strategic thinking.

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More time for higher value work

Tasks that used to take hours now take less time, giving staff more room for work that calls for their experience and ideas.

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Improved meeting efficiency
Numa has helped the team capture key points and actions while staying more present in client conversations.

Result: Greater focus during meetings with accurate summaries (80-90% improvement)

Enhanced customer service
Faster responses with clearer, up-to-date client information and more opportunities identified to add value and make recommendations.‍

More focus for creative and strategic work
With less repetitive work to drain their time, staff have more headspace to think creatively and strategically. This means less time is spent on post-meeting admin, the team has easier access to client history and technical details and clearer accountability.