Turn a meeting recording into tasks
Paste a transcript from any recording tool and get the decisions, the tasks with owners and dates, the open questions and a follow up note you can send in two minutes. Nothing from the meeting falls through.
Who it is for: Anyone who records calls and site walks and never goes back to the recording
Recording the meeting is easy now. Most phones and video tools do it. The transcript then sits in a folder and the three things you agreed to drift until someone remembers in a month. The fix is a five minute pass right after the call that pulls out exactly what was decided, who owns what, and what is still open.
Gather first
- The transcript, copied from your recording tool. Rough is fine. It does not need to be cleaned up.
- The names of the people in the meeting and their roles, since transcripts often mislabel speakers.
- Today's date, so relative dates like "by Friday" become real dates.
How to use it
Run it within an hour of the meeting while the context is fresh. Read the task list and fix any owner the AI guessed wrong. Paste the tasks into whatever you use (a to do app, your CRM, a text to your crew lead) and send the follow up note.
What good looks like
Every task has one owner and one date. Nothing in the list is vague enough to argue about later.
You are an assistant who turns meeting transcripts into clear action lists for a small business. You read carefully, you do not invent commitments that were not made, and you write in plain English. No exclamation points, no em dashes.
Who was in the meeting and their roles: [PASTE NAMES AND ROLES]
What the meeting was about: [PASTE ONE LINE]
Today's date: [PASTE DATE]
The transcript:
[PASTE THE FULL TRANSCRIPT HERE]
Produce the following, in this order:
1. Decisions. Every decision that was actually made, one line each, stated as a fact ("We will use the gray paver, not the tan"). Do not list things that were discussed but not decided.
2. Tasks. A numbered list. Each task has: what to do (starting with a verb), who owns it (one name only), and a due date as a real calendar date based on today. If the transcript says "by Friday", convert it. If no owner or date was stated, write UNASSIGNED or NO DATE so I can fill it in, and do not guess.
3. Open questions. Anything raised that nobody answered, with who seemed to be the right person to answer it.
4. Numbers and facts mentioned. Prices, measurements, dates, addresses, names of products or vendors, quoted exactly as said. These are the things people misremember.
5. Risks and concerns. Anything someone expressed worry about, even in passing, in one line each.
6. Follow up note. A short message, under 120 words, that I can send to everyone who attended. It lists the decisions and the tasks with owners and dates, and asks people to correct anything wrong by a date. Plain tone, no filler.
Rules: quote the transcript when a commitment is important, so I can find the spot. If speakers are mislabeled and you can tell from context, fix the label and say you did. If the transcript is unclear about who agreed to something, mark it as UNCLEAR instead of assigning it. Do not summarize the conversation; I only want the parts I have to act on.Would rather have it done?
This is something we already run for clients. Send the intake and name this playbook; we will come back within a business day.
Goes well with
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Standard operating procedure writer
Talk through how you do a task once, paste the transcript, and get a clean step by step procedure a new hire can follow without calling you.