Streamline Meeting Transcription and Action Item Tracking with AI

Automated Meeting Transcription and Action Item Tracking

Objective

This workflow aims to streamline the process of meeting transcription and action item tracking for non-profit organizations using AI collaboration tools.

Workflow Steps

1. Pre-Meeting Preparation

• Schedule Meeting: Use tools like Google Calendar or Microsoft Outlook to schedule the meeting and send invites.
• Set Agenda: Create a shared document using Google Docs or Microsoft OneNote to outline the meeting agenda.
• Assign Roles: Designate a note-taker and a facilitator for the meeting. Use Trello to assign these roles.

2. Meeting Execution

• Record Meeting: Utilize video conferencing tools like Zoom or Microsoft Teams that offer built-in recording features.
• Transcription: Implement AI-driven transcription services such as Otter.ai or Rev.com to automatically transcribe the recorded meeting.

3. Post-Meeting Actions

• Review Transcription: The note-taker reviews the AI-generated transcription for accuracy and completeness.
• Identify Action Items: Use AI tools like Notion or Asana to extract and highlight actionable items from the transcription.
• Assign Action Items: Assign tasks to relevant team members within the project management tool, ensuring accountability.

4. Follow-Up and Tracking

• Distribute Minutes: Share the finalized meeting minutes and action item list via email or through collaboration platforms such as Slack.
• Track Progress: Use Monday.com or ClickUp to monitor the progress of assigned action items, setting deadlines and reminders.

5. Continuous Improvement

• Feedback Collection: Gather feedback from participants on the effectiveness of the meeting and the transcription process using SurveyMonkey or Google Forms.
• Review AI Tool Performance: Assess the accuracy and efficiency of the AI tools used and explore alternatives if necessary.

Conclusion

By implementing this workflow, non-profit organizations can enhance their meeting productivity and ensure that action items are tracked effectively through the use of AI collaboration tools.