*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 are part of everyday life for many of us. Transcripts are often created automatically – for example using tools such as Zoom, Microsoft Teams or special meeting recorders. In many cases, however, these transcripts are only used for a classic protocol.
But there is much more potential in it. With AI tools, you can not only create summaries from meeting transcripts, but also generate to-do lists, presentations, follow-up emails or even strategic insights.
In this article, I will show you five specific prompts that you can use to process your meeting transcripts directly.
Observe data protection for meeting transcripts
Before you continue to use meeting recordings, you should definitely consider the issue of data protection.
Important points here:
- Informs all participants when a meeting is being recorded.
- Only use tools that meet your company’s data protection requirements.
- Processes sensitive content only in secure AI environments.
There are various ways to create transcripts. Examples are
- Meeting recording apps
- Transcription functions in video conferencing tools
- Voice recording apps on the smartphone
- AI-supported meeting assistants
As soon as you have a transcript, you can insert it directly into an AI tool and process it further with the following prompts.
Prompt 1: Compact summary
With this prompt, you can quickly create a structured summary of the meeting.
Summarize the following meeting transcript in a clear and structured way.
Break down into: Aim of the meeting, most important discussions, key decisions.
Keep it short and understandable.
Transcript:
[Insert here]
This prompt is particularly suitable for quick meeting minutes or for getting back into a topic later.
Prompt 2: Tasks & responsibilities
You can use this prompt to automatically generate a to-do list from the meeting.
Analyze the following meeting transcript and create a to-do list.
For each task: description, responsible person (if named), deadline (if named).
If something is missing, add it sensibly.
Transcript:
[Insert here]
Be sure to check the results briefly, as AI can sometimes make assumptions if information is missing.
Prompt 3: Slide deck for presentations
This prompt helps you to create a presentation structure directly from a meeting.
Create a presentation structure from the following meeting transcript.
Format as slides with title and bullet points (max. 5 bullet points per slide).
Focus: Key statements, decisions, next steps.
Transcript:
[Insert here]
Especially for workshops, training courses or project updates, a presentation or handout can be created quickly.
Prompt 4: Insights & hidden findings
With this prompt, the AI analyzes the meeting in greater depth and identifies possible risks or opportunities.
Analyze the following meeting transcript and identify:
- implicit problems or risks
- unspoken assumptions
- Opportunities or new ideasThink beyond what has been said and formulate concrete insights.
Transcript:
[Insert here]
This is particularly helpful if you have the feeling that more happened between the lines in the meeting.
Prompt 5: Follow-up mail or protocol
This prompt automatically creates a follow-up message after the meeting.
Create a follow-up message based on the following meeting transcript.
Sound: clear, friendly, professional.
Content: brief summary, key decisions, next steps.
Write as if the message came directly from me.
Transcript:
[Insert here]
With additional examples of your own emails, the AI can even adopt your personal tone of voice.
Conclusion
Meeting transcripts are a valuable source of knowledge. With the right prompts, you can quickly create structured content and save a lot of time in the follow-up.
Instead of just creating minutes, you can use meeting transcripts for example for:
- structured summaries
- Automatic to-do lists
- Presentations
- Strategic analyses
- Follow-up communication
If you also pay attention to data protection and briefly check the results, meeting transcripts become a real productivity booster in everyday working life.
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.
