*Thisarticle is based on a YouTube video by Sophie Hundertmark, an expert in the use of artificial intelligence with a focus on chatbots and strategic AI applications in companies and public institutions. Sophie is a researcher and lecturer at the Lucerne University of Applied Sciences and Arts and is doing her doctorate in Conversational AI at the University of Fribourg. The blog text was created using a custom GPT model that was trained on Sophie’s video content, language style and expertise. The result is well-founded, up-to-date articles based on Sophie Hundertmark‘s own expertise.
You can find the link to the video at the end of this article.
Meetings produce new ideas, decisions and additions every day. However, the real challenge often only begins afterwards: How do you efficiently integrate all this new information into existing documents, presentations or project documents?
This is precisely where AI can provide enormous support. With the right prompt, you can use meeting transcripts to automatically update, add to and develop existing files in a structured way.
The basic idea behind the workflow
The starting position is simple:
You already have existing documents – for example:
- a project outline
- a concept document
- a PowerPoint presentation
- an Excel spreadsheet
- a Word document
- or even complete project documents
New ideas, adjustments or decisions are made during a meeting. Instead of entering this information manually later, you can transfer the meeting transcript directly to an AI tool together with the existing file.
The AI then analyzes both files and automatically updates the existing document.
Why this workflow is so helpful
A lot of time is lost for manual post-processing, especially with larger projects. Changes are often forgotten, content is maintained twice or important decisions are not properly documented.
With this approach you can:
- Automatically update existing content
- add new information
- Replace outdated content
- Keep documentation consistent
- Save time during post-processing
A particularly practical feature is that the existing structure is retained. So you don’t start from scratch, but continue working directly on your existing file.
Structure and design are retained
Formatting is an important aspect of such workflows. Nobody wants to receive a completely destroyed PowerPoint or chaotic Excel file after an AI export.
It is therefore important to give the AI clear guidelines:
- Retain existing design
- Do not change formatting
- Maintain structure
- Continue to use existing tables and layouts
This ensures that the file continues to look professional after editing and can be used immediately.
The prompt for copying
The following prompt can be used directly for your own workflows:
Ich lade dir zwei Dateien hoch:
1. Ein Meeting-Transkript (oder mehrere Transkripte)
2. Eine bestehende Datei: [Word / Excel / PowerPoint]
Deine Aufgabe:
Passe die bestehende Datei auf Basis der Inhalte aus dem Transkript an.
Das bedeutet konkret:
- Lies zuerst die bestehende Datei vollständig und verstehe ihre Struktur,
ihren Zweck und ihren bisherigen Inhalt
- Lies dann das Transkript und identifiziere alle Informationen,
die für die bestehende Datei relevant sind (neue Erkenntnisse, geänderte
Inhalte, ergänzende Punkte, korrigierte Annahmen)
- Aktualisiere die bestehende Datei entsprechend:
- Vorhandene Inhalte aktualisieren, wenn das Transkript neue
Informationen liefert
- Neue Abschnitte / Slides / Zeilen ergänzen, wo nötig
- Veraltete Inhalte ersetzen oder kennzeichnen
- Struktur und Format der Originaldatei beibehalten
(kein Komplett-Redesign!)
Wichtig:
- Behalte das Design und Layout der bestehenden Datei bei
- Bei PowerPoint: Behalte die Farben, Schriftarten und das Master-Layout
- Bei Word: Behalte Formatvorlagen und Struktur
- Bei Excel: Behalte Formeln, Formatierungen und Tabellenstruktur
- Gib mir am Ende eine kurze Änderungsübersicht:
Was wurde wo geändert/ergänzt/entfernt?
Schweizer Rechtschreibung (kein ß, immer ss).
Liefere die angepasste Datei als Download.Typical areas of application
This workflow is particularly suitable for:
- Project meetings
- Customer workshops
- Strategy meetings
- Presentation updates
- Research projects
- internal documentation
- Concept revisions
- Team coordination
Wherever existing documents need to be updated on an ongoing basis, this approach can reduce an enormous amount of manual work.
Change overviews ensure transparency
A particularly helpful part of the prompt is the change overview at the end.
This allows you to understand quickly:
- which contents have been adapted
- which new points have been added
- which topics have been removed
- which areas have been updated
This is extremely helpful, especially for teamwork or larger projects.
Conclusion
Meeting transcripts often contain valuable information that is lost or only partially documented after meetings. With a clear AI workflow, you can use this content directly to automatically develop existing documents.
The combination of:
- existing files
- structured meeting transcripts
- clear change instructions
- and consistent formatting
This quickly turns a simple meeting into an updated, professional and directly usable working basis.
Any further questions?
Do you have any questions? I am happy to support you, act as a sparring partner and answer your questions. I am always happy to receive your messages, preferably by WhatsApp message or e-mail.
