*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, workshops, and brainstorming sessions often yield valuable information. Nevertheless, after the meeting, many transcripts simply end up in the archives or are used to create a brief summary.

Yet modern AI tools are capable of much more. If you record your meetings or workshops with the participants’ consent, the transcripts can be used as a basis for handouts, project presentations, project descriptions, or updated documents.

In this post, I’ll show you five prompts that will help you get much more out of your meeting transcripts.

Why Meeting Transcripts Are So Valuable

Meetings give rise to ideas, decisions, tasks, and project plans. However, a lot of time is often wasted because this content then has to be processed manually.

With AI, you can largely automate this step and create ready-to-use working documents directly from a transcript.

Important to note:

• Always get the participants’ consent before recording a meeting.
• Be mindful of data protection and confidentiality.
• Carefully review all results before sharing them.

Prompt 1: Create a workshop handout as a PowerPoint presentation

When I lead workshops, I’m almost always asked for a handout. Instead of creating it manually, I use the workshop transcript as the basis for a detailed presentation.

It is particularly important that the presentation be understandable even to people who did not attend the workshop.

Prompt

I led a workshop on [TOPIC]. In the attachment, you’ll find the complete transcript of the workshop.

Please create a detailed handout for me in the form of a PowerPoint presentation (.pptx) with at least 50 slides for participants who did NOT attend the workshop and are not yet familiar with the topic.

Requirements for the handout:

• At least 50 slides, or more if the content warrants it
• The slides must be understandable on their own (without assuming a workshop setting)
• Start with an introduction to the topic before diving into the content
• Organize the content logically into chapters using divider slides
• Each key point gets its own slide with explanatory text (not just keywords—after all, the readers weren’t there)
• Prominently feature practical examples and use cases
• A summary and additional resources at the end
• Create BOTH versions:
  • Option A: WITH exercises (reflection questions, mini-tasks, discussion prompts every 5–7 slides)
  • Option B: WITHOUT exercises (read-only handout)

Design:

• Bright, cheerful colors (light red, orange, pink, yellow)
• At the bottom of each slide: “Sophie Hundertmark · www.sophiehundertmark.com“
• Title slide with my name and contact information
• Clear typography, easy to read
• Use PptxGenJS-compatible structures

Please provide me with both pptx files as a download at the end.

Prompt 2: Create a project outline directly from a meeting

After an initial client meeting or brainstorming session, the question often arises: How do we structure the project idea?

Using the following prompt, a meeting transcript is transformed into a preliminary project outline in the form of a PowerPoint presentation.

Prompt

Attached is the transcript of a [client meeting / team meeting] on the topic of [PROJECT NAME / CONTEXT].

Use this information to create a project outline in the form of a PowerPoint presentation (.pptx) with 10–20 slides that covers the following topics:

1. Title Slide: Project Name, Date, Participants
2. Background / Problem Statement
3. Project idea in one sentence (elevator pitch)
4. Project Objectives
5. Project Components / Work Packages
6. Milestones with approximate dates
7. People Involved and Their Roles
8. Specific Tasks and Next Steps
9. Unresolved Issues / Risks
10. Additional Important Notes from the Meeting
11. Closing slide with a call to action or the next event

Important:

• Stick strictly to the content in the transcript
• Don’t make up information
• Mark missing information as “To be clarified”
• Add to the list of open items for the next meeting

Design:

• Bright, cheerful colors (light red, orange, pink, yellow)
• At the bottom of each slide: “Sophie Hundertmark · www.sophiehundertmark.com“
• Clear and easy to follow, with visual elements
• Created with PptxGenJS

Provide the .pptx file as a download.

Prompt 3: Create a project description as a Word document

Not every project idea is suitable for a presentation. A detailed project description is often required so that it can be shared internally or externally.

A meeting transcript is also ideal for this purpose.

Prompt

In the attachment, you’ll find the transcript(s) of a meeting regarding the [PROJECT NAME] project.

Use this information to create a detailed project description as a Word document (.docx) with the following structure:

1. Front page
2. Table of contents
3. Management Summary
4. Project Context and Background
5. Project Objectives and Value Proposition
6. Project Details and Scope of Work
7. Milestones and Timeline
8. Project Organization
9. Benefits and Opportunities
10. Risks and Challenges
11. Resource Requirements
12. Outstanding Issues and Next Steps
13. Appendix with relevant quotations

Style:

• Professional, objective language
• Swiss Spelling
• Format Headings Properly
• Using Tables and Lists
• Clearly mark missing information

Footer:

“Sophie Hundertmark · sophie@hundertmark.ch · www.sophiehundertmark.com“

Provide the .docx file as a download.

Prompt 4: Automatically update existing files

One particularly interesting use case is updating existing documents.

Perhaps you’ve already created a presentation, a concept paper, or an Excel file, and will then discuss it during the meeting. Instead of entering the changes manually, the AI can do it for you.

Prompt

I’m uploading two files for you:

1. A meeting transcript (or multiple transcripts)
2. An existing file: [Word / Excel / PowerPoint]

Your task:

Adapt the existing file based on the content from the transcript.

• First, analyze the existing file
• Identify new or changed information from the transcript
• Update the file accordingly

The following applies:

• Update existing content
• Add new content
• Replace or flag outdated content
• Keep the structure and format

Important:

• Keep the design and layout
• In PowerPoint, retain colors, fonts, and the master slide
• Get Word styles
• Preserve Excel formulas and table structure
• Create a change log
• Use Swiss spelling

Please provide the updated file as a download.

Prompt 5: Standard Meeting Summary via Email

Even though I personally prefer to create project documents right away, there are situations where a traditional meeting summary is still useful.

This prompt is especially helpful for documentation or status updates.

Prompt

Attached is the transcript of a meeting on the topic of [TOPIC / PROJECT].

Use this to create a standard meeting summary that I can email to people who weren’t there.

Structure:

1. Context
2. Participants
3. Key Points of Discussion
4. Decisions Made
5. Outstanding Issues and To-Dos
6. Next Steps or Next Appointment

Style:

• No more than one A4 page
• Professional and friendly
• No clichés
• Swiss Spelling
• Easy to understand even without prior knowledge
• No unnecessary quotes

Start with:

“Dear [Name], please find below the key points from our meeting on [date] …”

End with:

“If you have any questions, feel free to reach out.

“Warm regards, Sophie”

Send the summary directly as text in the chat.

Conclusion

Meeting transcripts are much more than just a basis for meeting minutes. With the right prompts, you can use this to create handouts, project outlines, project descriptions, updated documents, or professional email summaries.

This saves time, improves documentation, and ensures that valuable insights from workshops and meetings can be put to lasting use. Especially for recurring processes, it’s worth setting up these prompts once and then reusing them over and over again.

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.

This article is also available as a video on YouTube