A practical guide to using AI for meeting transcription, summarization, and follow-up task generation.
## Step 1: Capture the Meeting
### Use AI Transcription
- Microsoft Teams has built-in transcription
- Otter.ai for external meetings
- Rev.com for high-accuracy needs
### Pro Tips
- Test your setup before important meetings
- Ensure good audio quality
- Get speaker identification working
## Step 2: AI Summarization
### Prompt Template
"Summarize this meeting transcript and extract:
1. Key decisions made
2. Action items with owners and deadlines
3. Next steps
4. Open questions that need follow-up"
### Customize for Your Needs
- Add specific sections you always need
- Include your team's terminology
- Specify the output format
## Step 3: Generate Action Items
### AI Action Item Extraction
"Create a task list from this meeting summary with:
- Clear, actionable items
- Assigned owners
- Realistic deadlines
- Priority levels"
### Follow-up Automation
- Set up calendar reminders
- Create project management tasks
- Send follow-up emails
## Tools and Integrations
### Microsoft Ecosystem
- Teams + Copilot for transcription
- OneNote for note-taking
- Planner for task management
### Third-Party Options
- Notion AI for organization
- Asana for project management
- Slack for team communication
## Best Practices
1. Consistency - Use the same process every time
2. Review - Always check AI outputs
3. Follow-up - Track action item completion
4. Improve - Refine your prompts based on results
This 3-step process turns meeting chaos into organized action, saving hours every week.