Overview
Woven Health Collective, is a health care marketing and medical communications agency that partners with pharmaceutical, biotech, and medical device companies. The organization works across medical affairs, marketing, and education to deliver accurate, compliant, and impactful health care communications that help patients.
Woven’s work often involves multiple stakeholders, from medical experts, to creative teams, to operations staff who collaborate to deliver timely, high-quality content for highly regulated therapeutic areas. In this environment, precision and accountability in documentation are not optional, they are essential.
Managing meeting records in a fast-paced, highly regulated environment
Woven’s teams participate in numerous internal and client-facing meetings each week, generating critical decisions, action items, and context. Before Otter, their documentation usually relied on manual note-taking by individual attendees, which increased the risk of fragmented records and inconsistent interpretations.
Without a centralized record of past discussions, project managers sometimes had to piece together information from multiple people after a meeting. This impacted project delivery and created potential gaps in understanding. Onboarding new hires was also more time-consuming, as they had no streamlined way to review the history of a project other than through live shadowing.
“There were definitely times where we would leave a meeting and have slightly different interpretations of the same conversation,” said Brooke Staton, a manager on the help desk team. “That can slow things down, especially if you need to circle back and confirm what was actually said.”
In a field where compliance and accuracy are critical, these inefficiencies introduced both operational challenges and the potential for inconsistent communications.
Automating and centralizing meeting notes
Otter was adopted to improve the consistency, accuracy, and accessibility of Woven’s meeting documentation. The platform’s live transcription and automated summaries captured every word in real time, allowing participants to remain fully engaged without the distraction of manual note-taking.
“With Otter, you’re not relying on someone’s memory or shorthand notes,” Staton explained. “You have the actual conversation, word for word, and you can always go back to it.”
All transcripts and summaries were stored in a centralized Otter workspace, giving authorized team members and new hires immediate access to the history, context, and decisions of past meetings. This significantly shortened onboarding time and reduced the need for repetitive explanations from project leads.
Otter’s AI Chat and search function enabled quick retrieval of key information, whether that was a specific term, the name of a product, or an important decision point from a meeting months earlier. Action items could be tagged directly within transcripts, ensuring follow-ups were clearly documented and easy to track.
Greater accuracy, faster onboarding, and stronger collaboration
Since implementing Otter, Woven Health Collective has established a single source of truth for all meeting records. Teams now work from a unified, verified record, reducing miscommunication and enabling faster decision-making.
“We’re all working from the same record now,” Staton noted. “That means fewer miscommunications and faster decision-making.”
Their onboarding process has also been transformed: new hires can review transcripts and summaries to understand project priorities and client preferences before attending live discussions, allowing them to contribute meaningfully sooner.
Otter has also freed meeting participants to focus more fully on the conversation, confident that everything is being documented accurately. This shift has improved the quality of collaboration, strengthened team alignment, and reduced the risk of missed details.
The ability to reference precise, time-stamped records has also reinforced compliance. As Staton put it, “If we ever need to confirm exactly what was said, it’s there. That’s peace of mind in our industry.”
Advice for other agencies and regulated organizations
For organizations balancing speed, accuracy, and compliance, Staton believes Otter offers a rare combination. “It’s not just about saving time,” she said. “It’s about building a foundation where every decision, every nuance, and every client preference is documented and accessible. That’s invaluable.”
For peers considering Otter, Staton’s advice is simple: “Think about the long-term value of institutional knowledge. We’ve all been in situations where someone rotates off a project team, and a lot of context leaves with them. Otter helps keep that knowledge within the organization.”
