How Apollo makes every meeting count (even more)

Apollo Projects | New Zealand |  95 staff | Contented since July 2025

Apollo Projects has spent 25 years building award-winning, technically complex construction projects across New Zealand. Their measure of success isn't turnover, it's repeat work. Relationships are everything, which means what gets agreed in meetings, and what happens afterwards, matters enormously.

Before Contented, documentation was "archaic". Design managers often facilitated technical meetings with multiple consultants while simultaneously trying to capture minutes. Project coordinators juggled multiple projects, relying on manual notes that often took days to turn around. Regular one-on-ones happened, but follow-up was inconsistent.

With Contented embedding across Apollo's business, meeting records are more consistent and follow-ups are fast. From Board meetings to design meetings, to project coordination and everything in between, staff can be truly present with Contented doing the heavy lifting in the background. Efficiency gains matter, but the shift in how people show up in meetings is the true value.

As Meredith Hulme, General Manager Corporate Services, says:

"Contented has cut the time spent producing meeting minutes in half, and they're sent out within 24 hours. Efficiency is a huge benefit, but the biggest thing is the number of times I've heard people say: 'I can actually focus on the meeting and engage'...Being able to concentrate, rather than trying to transcribe, has been massive."

Contented built custom templates to match Apollo's existing meeting structures and workflows. For design meetings, which follow a structured discipline-by-discipline format, the template generates bullet-pointed summaries organised exactly as Apollo already works, but with greater consistency and completeness. For Board meetings, a chronological summary template is bespoke to meet Apollo's needs.

Construction teams on site will be next, with the opportunity for Contented to streamline safety briefings, quality assurance walkarounds, coordination meetings and safety leadership walks. Using the mobile app, managers can walk with subcontractors, record conversations about emerging issues and technical requirements, then return to the office to pull out actions and get on to them quickly. 

"With Contented recording, you're able to stay engaged, while automatically getting all the information - the facts, the data, all the things to help you make really good decisions and manage risk," Meredith says.

Better conversations. Faster follow-through. More time building.

What does it mean for the organisation?‍

Custom templates built around Apollo's existing workflows mean Contented fits how the business already operates. Design meetings produce discipline-by-discipline summaries. Board minutes follow the chronological structure the board specified. HR outputs are recorded for ongoing visibility across people leaders. And one-on-ones now produce structured notes and actions to help drive accountability.

‍What does it mean for the client?‍

Apollo's reputation is built on repeat work, which means client relationships and delivery are paramount. How decisions and risks are recorded and actioned must be reliable. Contented means teams are moving more efficiently, follow-ups are going out faster, and the focus is firmly on next steps. Clients get the kind of delivery that builds trust and brings them back.

‍What does it mean for the individual?‍

For design managers, facilitating a technical meeting is no longer a split-attention exercise. For people leaders, the laptop that used to sit as a barrier in one-on-ones is gone. For admin-heavy roles, time previously spent reconstructing meetings is now spent looking ahead. As Meredith puts it:

"We're all able to do more of the stuff that's going to make the boat go faster. To plan ahead to see where issues might arise, rather than just going from one thing to another."

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