*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.
After an initial meeting with a client or team, the real work often begins: notes need to be organized, ideas need to be consolidated, and a clear project outline needs to be created. This step often takes a lot of time, especially after brainstorming sessions.
AI can significantly simplify this process. Instead of summarizing the meeting manually, you can use the transcript as a basis and have it automatically generate a structured project outline or even a preliminary PowerPoint presentation.
Using the Transcript as a Basis
This is contingent on all participants having consented to the recording of the meeting. Afterward, you can transcribe the meeting and paste the resulting transcript into an AI tool.
Instead of analyzing the conversation yourself, you instruct the AI to create a structured presentation highlighting the key points. This allows you to create a first draft of the project documentation in just a few minutes.
What should the project outline include?
The more specific you are when formulating the prompt, the better the result will be. A presentation consisting of about 10 to 20 slides has proven effective; it should include the following points, among others:
- Title Slide
- Background and Problem Statement
- Project Idea
- Project goals
- Key Components of the Project
- Milestones
- Responsibilities
- Specific Next Steps
- Unanswered Questions
- Additional notes or insights from the meeting
Of course, you can adapt this structure to your own projects or company standards.
The design can also be defined
In addition to the content, you can also provide the AI with design guidelines. For example, you can specify:
- Number of slides
- Color Palette
- Layout
- Content Structure
- Types of Visualizations
- Presentation Style
The more precise these specifications are, the less post-processing will be required later.
Why This Workflow Is Worth It
Especially after an initial brainstorming session, valuable time is often lost because information has to be gathered from various notes. If you use the meeting transcript as a starting point instead, you’ll quickly come up with a consistent and clear project outline.
This saves time, improves documentation, and ensures that everyone involved continues to work based on the same information.
My tip for putting this into practice
For this use case, I especially enjoy working with Claude. This tool is ideal for creating structured presentations from lengthy transcripts, which can then be downloaded and edited as needed.
Of course, you can also try out the same workflow with other AI tools and adapt it to your own needs.
Conclusion
A meeting transcript is much more than just a record. With the right prompt, this can quickly be turned into a complete project outline or an initial presentation that can be used directly in the project.
Those who use this workflow regularly not only save time but also establish a consistent foundation for further project work.
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.
