What You'll Learn
How to use AI to turn lengthy meeting notes or recordings into clear, actionable summaries — saving you up to an hour of work per meeting.
Why This Matters
Most professionals spend 15–30 minutes writing up meeting notes after every call. AI can do this in under a minute, leaving you with a structured summary, action items, and decisions — ready to share with your team.
Step-by-Step Guide
Step 1: Capture your raw notes
During the meeting, jot down rough notes — bullet points, fragments, or a transcript from a tool like Otter.ai. You don't need to write in full sentences.
Step 2: Open ChatGPT, Claude, or Copilot
Navigate to the tool of your choice. If you use Microsoft 365, Copilot in Teams can do this directly from a meeting transcript.
Step 3: Paste your notes and use this prompt
Here are my raw meeting notes. Please create a structured summary with:
1. Key decisions made
2. Action items (with owner if mentioned)
3. Main discussion points
4. Any open questions
Notes:
[paste your notes here]
Step 4: Review and refine
The AI will produce a draft. Read through it and ask for adjustments if needed:
- "Make the action items more specific"
- "Add a one-sentence meeting objective at the top"
- "Format this as an email to send to the team"
Tips for Better Results
- Include names in your notes so the AI can attribute action items correctly.
- Mention the meeting type (e.g. "weekly team standup") for more relevant formatting.
- Ask for a TLDR at the top if the meeting was long — one or two sentences capturing the most important outcome.
Tools That Work Best for This
- Microsoft Copilot — integrates directly with Teams and Outlook, so it can access transcripts automatically.
- Claude — handles very long documents well, ideal for hour-long meeting transcripts.
- ChatGPT — great all-rounder, good free tier for occasional use.