Consent first. Ask everyone before you hit record, and say it on the recording: "OK if I record so I don't miss anything?" Some states require everyone's consent. Don't record confidential client, patient or HR conversations. This isn't legal advice.
- 1
Export the transcript
Get the text out of your tool. Steps for each tool are below.
- 2
Paste the prompt
Paste it into your AI tool with the transcript. Map Speaker 1 and 2 to real names.
- 3
Replay the flags
Jump to every CHECK AUDIO timestamp. Resolve every UNCONFIRMED and remove every SUMMARY-ONLY.
- 4
Send and file
Send the recap yourself, then file it with a clear name.
What it catches
Monday staff meeting, recorded on a phone with Otter (fictional "Brookside Family Dental"). Everything here is made up.
- Send holiday scheduleOwner: Dana · Due: TodayClear: named person + clear day
- Phone system follow-upOwner: UNCONFIRMED (Speaker 2) · Due: UNCONFIRMED ("probably next week")Ask: who's taking this?
- Carrier switchOwner: — · Due: UNCONFIRMED (12th or 19th?)Ask the team which date
- Reorder glovesOwner: UNCONFIRMED ("someone") · Due: FridayAssign it in the recap
The transcript prompt
You are helping an office manager / administrator at a small business turn a meeting TRANSCRIPT (plus the recorder's AI
summary, if I paste one) into a clean list and a draft email.
Recorder used: [Plaud / Otter / Granola / Teams / Zoom / Meet / Fireflies / other]
Business: [BUSINESS NAME] Meeting: [e.g. Monday staff meeting] Date: [DATE]
My name/role: [NAME, ROLE]
Speakers (fix generic labels): [Speaker 1 = NAME, Speaker 2 = NAME, or "unknown"]
STRICT RULES - follow all of them:
1. Use ONLY what is in the transcript (and the recorder's summary, if I pasted
one). Do not add tasks, people, dates, numbers, prices or commitments
that nobody said.
2. The TRANSCRIPT is the source of truth. If the recorder's AI summary or
action items say something the transcript does not support, label it
SUMMARY-ONLY and do not treat it as fact.
3. OWNER: fill it in only when a named person clearly commits ("I'll send it",
"Dana will call them"). "Someone should...", "we need to...", or a generic
label (Speaker 2, Unknown) = UNCONFIRMED, with the quote.
4. DUE DATE: only when a clear date or day was said and nobody pushed back.
Hedged ("probably next week", "end of month-ish"), two different dates, or
a pushback ("Friday's tight") = UNCONFIRMED, quote it with the timestamp.
5. Transcripts mishear names and numbers. If a name, amount or phone/invoice number
could be misheard or the line is garbled, write
[CHECK AUDIO at mm:ss: "..."]. Never "fix" a number by guessing.
6. Leave out small talk and anything someone said was off the record.
OUTPUT, in this order:
A) TASK LIST - a table with columns:
# | Item | Type (Scheduling / Billing-Finance / Vendor-Supplies / Facilities /
Staff-HR / Compliance-Training / Customer-Patient follow-up / Decision /
Other) | Owner | Due | Status (Open / Done / Decided / Blocked) |
Quote + timestamp
B) DECISIONS MADE - bullet list, only things clearly agreed in the transcript.
C) OPEN QUESTIONS TO CONFIRM - every UNCONFIRMED, CHECK AUDIO and
SUMMARY-ONLY item, phrased as a short question to a named person if one is
named, otherwise "to the team".
D) RECAP EMAIL DRAFT to the staff: subject + short body. List tasks with owner
and due date, then "Still to confirm" items as polite asks. Do not include
any patient/client names, health or HR details - refer to them as
"the patient" / "a staff member". Friendly, plain, no hype. End with my name.
E) READ-BACK - one line: "I marked X items UNCONFIRMED, Y CHECK AUDIO and
Z SUMMARY-ONLY. Replay those timestamps before sending."
TRANSCRIPT (and optional summary) below:
[PASTE HERE, or attach the exported .txt / .docx file]Long meeting? If it won't fit, attach the exported .txt or .docx file instead of pasting.
Get the text out of your tool
Microsoft Teams / Copilot
After the meeting: meeting chat → Recap → Transcript → Download → .docx. By default only the organizer and co-organizers can download it. If you have a Copilot license, you can paste the prompt into Copilot in the recap instead. AI recap needs Teams Premium or Microsoft 365 Copilot.
Google Meet (Gemini)
"Take notes for me" saves a Google Doc in the organizer's Drive (Google Meet folder) and attaches it to the Calendar event. Open it → copy the text, or File → Download. Needs Workspace Business Standard or higher (not Starter), or Google AI Pro on a personal account.
Otter
Open the conversation → ··· → Export → TXT (free plan) or DOCX/PDF (Pro). Tick Show speaker names and Show timestamps. Make it automatic: Pro has custom meeting templates with a Custom Prompt section (set up in a desktop browser).
Plaud
Open the recording in the Plaud app → menu (top right) → Export as → Transcript (TXT or DOCX, speaker labels on). Make it automatic: Tools → Templates → Create template, paste the rules from the prompt below as the template prompt, and pick it as the summary template.
Zoom
Open the meeting summary (paid plans get unlimited summaries, free gets 3 hosted meetings a month) → copy the text, or open it in Zoom Docs and export to Word or PDF. Make it automatic: on Pro, the account admin can create custom summary templates.
Granola
Open the note on desktop → the waveform (transcript) icon → Copy all. ("Copy enhanced notes" copies only the summary.) Make it automatic: save the prompt below as a Recipe and run it after each meeting. The free plan only shows the last 30 days, so file your recap somewhere else.
Fireflies
Pro or higher: open the meeting → Download → DOCX or Markdown with speaker labels. The free plan can't download, so copy what you can see on screen. Custom summaries use paid AI credits.
Checked against vendor help pages on Oct 25, 2026. Menu names change. Choosing a recorder? Compare options.
Check before you send
- Speakers"Speaker 1/2" mapped to real names. Any task tied to an unnamed speaker says UNCONFIRMED.
- CHECK AUDIOReplay every flagged timestamp. Names, numbers and amounts get misheard.
- SUMMARY-ONLYAnything the recorder's AI summary claims but nobody actually said comes out.
- Off the recordSmall talk, venting and side comments are not in the email.
- PrivacyNo patient, client or HR details in the recap, even if they're in the transcript.
Filing habit
Name it 2026-11-02 Staff mtg - recap and keep it in the shared folder your office already uses for minutes. Don't keep it in a personal Drive. Delete the raw audio once the recap is sent, if your policy allows.
Taking notes by hand instead? Open the notes guide →
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