When your reputation is built on repeat work, delivering on what you say matters.

How Apollo makes every meeting count

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 trusted relationships. Trust is everything, which means what gets agreed in meetings, and what happens afterwards, matters enormously.

As Apollo has grown, the volume and complexity of meetings have increased across project delivery on site, design coordination, board reporting and people leadership. Contented is helping the business lift the consistency, speed and usefulness of meeting outputs, while giving people more space to focus on the conversation in front of them.

With Contented embedding across the business, Apollo's meeting records are more consistent, actions are clearer, and follow-ups are faster. From board meetings to design meetings, project and site 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 be fully present in the discussion 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, with greater consistency and completeness. For board meetings, a bespoke chronological summary template has been created to meet Apollo's needs.

Contented is now rolling out across Apollo's construction teams to support safety briefings, quality assurance conversations, site 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 onto them quickly.

"With Contented recording, you’re able to stay engaged, while automatically capturing the key information, the facts, the data, and the detail that helps 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 specified by the board. HR outputs are captured 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 trust, which means client relationships and delivery are paramount. How decisions and risks are recorded and actioned must be reliable. Contented helps teams move more efficiently, send follow-ups faster, and keep the focus firmly on next steps. Clients get the kind of communication that builds trust and brings them back.

What does it mean for the individual?

For design managers, facilitating a technical meeting is easier when they can focus on leading the discussion as well as capturing the outcomes. For our construction teams, capturing key messages when coordinating subcontractors is less overwhelming. For people leaders, one-on-ones feel more natural when the laptop is not the centre of the conversation. For admin-heavy roles, time previously spent preparing meeting outputs is now redirected to planning, follow-up and continuous improvement. As Meredith puts it:

"We’re all able to do more of the stuff that's going to make the boat go faster."