How My Company Automate Meeting Notes to Jira

Let's be honest for a second.
Most Jira tickets don't reflect how decisions are actually made.

They look clean.
They look structured.
But they're missing the most important thing: real context.

The problem we kept ignoring

At my company, decisions happened in meetings—technical discussions, trade-offs, architecture concerns, "this might break X" moments. Then… none of that ended up in Jira.

Our workflow looked like this:

1. We had a meeting
2. Engineers discussed implementation details
3. Product clarified scope
4. Someone said "we'll create the tickets later"

Later usually meant:

• A vague ticket title
• A short description
• Zero codebase context
• A lot of "we'll clarify this during refinement"

So refinement became:

• Re-explaining the meeting
• Re-thinking decisions
• Re-opening debates

Sprint planning? Same story. Development? Slower than it should be.

Not because people weren't capable—but because context was lost the moment the meeting ended.

Why manual notes didn't scale

We tried the obvious solutions:

• Someone takes notes
• Someone summarizes after the meeting
• Someone copies that into Jira

That "someone" burned out fast.

Writing good tickets from meetings is real work:

• You need technical understanding
• You need product context
• You need time right after the meeting

And let's be honest—nobody wants to be the human transcription service.

What we built

I got tired of pretending this was a people problem. It was a systems problem.

So I built a solution that:

• Listens to meetings
• Extracts real decisions and action items
• Understands technical discussions
• Turns them into proper Jira tickets

Not summaries. Not bullet points. Actual issues with context.

What changed

Once we integrated this into our workflow, things shifted:

• Tickets started to include why, not just what
• Refinement meetings got shorter
• Sprint planning stopped being a replay of the last meeting
• Engineers stopped asking "what was the context again?"

Across the team, we reduced:

• Development friction
• Ticket refinement time
• Planning overhead

Example: Before vs After

Before (Manual Process)

Title: Add user authentication
Description: We discussed adding authentication in the meeting.
Acceptance Criteria:
- User can log in
- User can log out

After (Echother)

Title: Implement OAuth2 authentication flow using existing user service pattern

Description:
Based on the meeting discussion, we need to add OAuth2 authentication 
following the pattern established in `services/user_service.py`. The 
implementation should integrate with our existing JWT token system 
(`utils/auth.py`) and use the same session management approach.

Technical Context:
- Reference implementation: `services/user_service.py:45-120`
- Auth utilities: `utils/auth.py:generate_jwt_token()`
- Database schema: `users` table (already exists)
- Dependencies: `pyjwt==2.8.0`, `python-jose[cryptography]`

Acceptance Criteria:
- [ ] OAuth2 flow matches pattern in user_service.py
- [ ] JWT tokens generated using existing `generate_jwt_token()` utility
- [ ] Session management follows same Redis pattern as current auth
- [ ] Integration tests cover OAuth2 callback flow

Implementation Tasks:
1. Create `services/oauth_service.py` following user_service pattern
2. Add OAuth2 routes to `routers/auth.py`
3. Update `utils/auth.py` to support OAuth2 token validation
4. Add tests in `tests/test_oauth.py`

Related Files:
- Modify: `routers/auth.py`
- Create: `services/oauth_service.py`
- Reference: `services/user_service.py`, `utils/auth.py`

The difference? Context that actually helps developers start coding immediately.

But all of those still rely on someone doing the boring part.

The solution removes that mental overhead.

Just like consistency isn't discipline—clarity isn't documentation. It's systems.

Final thought

Meetings aren't the problem. Jira isn't the problem.

The gap between them is.

If your team keeps having the same conversations twice—once in meetings and once in Jira—you're paying a hidden productivity tax.

We decided to remove it.

Try it yourself: echother.com

The platform is free to try, and you can generate tickets from meetings or even just text descriptions. If you're dealing with the same context-loss problem, it might save you those 10+ hours per week too.