Meeting and call summaries save time, provided they capture what matters accurately.
Specify the Structure
A useful template:
- Purpose and attendees.
- Key discussion points.
- Decisions made.
- Action items — task, owner, due date.
- Open questions and risks.
Be Strict About Commitments
Instruct the model to list only decisions and actions explicitly agreed in the transcript, attributed to the person who agreed them. Invented action items and misattributed commitments cause real problems.
Handle Uncertainty
Ask it to mark unclear items ("owner not stated", "date unclear") rather than guessing.
Tailor to the Reader
A summary for attendees can be brief; one for absent stakeholders needs more context.
Transcript Quality
Speech recognition errors, overlapping speakers and missing names affect summaries. Provide an attendee list to help attribute statements.
Privacy and Consent
Recording and transcribing meetings requires participants' awareness and, often, consent. Handle transcripts as sensitive information and follow retention policies.
Review Before Sending
Have someone who attended check the summary, especially action items and decisions, before distributing it.