AI Driven Meeting Summarization and Action Item Workflow

Meeting Transcript Summarization and Action Item Extraction

1. Preparation Phase

1.1. Define Meeting Objectives

Identify the key goals and expected outcomes of the meeting.

1.2. Select AI Summarization Tool

Choose an appropriate AI-driven tool for summarization. Examples include:

• Otter.ai: Provides real-time transcription and summarization.
• Sonix: Offers automated transcription with summarization capabilities.
• Fireflies.ai: Integrates with video conferencing tools for automatic meeting notes.

2. During the Meeting

2.1. Record the Meeting

Utilize the selected AI tool to record and transcribe the meeting in real-time.

2.2. Monitor Transcription Quality

Ensure that the AI tool is accurately capturing the dialogue and making adjustments if necessary.

3. Post-Meeting Processing

3.1. Review Transcript

Conduct a preliminary review of the AI-generated transcript for accuracy and completeness.

3.2. Summarization

Utilize the summarization feature of the AI tool to generate a concise summary of the meeting. Key points to include:

• Decisions made
• Key discussions
• Important insights

3.3. Action Item Extraction

Leverage AI capabilities to identify and extract actionable items from the transcript. This may involve:

• Highlighting tasks assigned to individuals
• Noting deadlines and follow-up requirements

4. Distribution of Summary and Action Items

4.1. Compile Final Document

Combine the summary and action items into a formal document for distribution.

4.2. Share with Stakeholders

Distribute the final document to all meeting participants and relevant stakeholders via email or collaboration platforms.

5. Follow-Up

5.1. Track Action Items

Utilize project management tools such as Trello or Asana to monitor the progress of action items.

5.2. Schedule Follow-Up Meetings

Plan subsequent meetings as necessary to review the progress of action items and discuss further developments.

6. Continuous Improvement

6.1. Gather Feedback

Solicit feedback from participants regarding the effectiveness of the summarization and action item extraction process.

6.2. Refine Workflow

Make necessary adjustments to the workflow based on feedback to enhance efficiency and accuracy in future meetings.