I'm going to show you
how I use AI to record, transcribe, summarize,
and organize meeting notes, both voice and text, for
free using Notion, chat GPT, and a couple of
free utilities. No complicated integrations or monthly
fees. And this doesn't just work for meetings.
You can use this method whenever you need to
summarize any audio or text file. Let's get into it. To
audio record meetings, I just directly record
the meeting in the free version of the Otter app
for iPhone or Android. Just search for it in the
Play or the App Store. With the free version,
you can record up to 30 minute meetings. Otter
is a good choice because it allows us to both
record and transcribe our meetings at the same
time so that they're prepared to be summarized and
sent to Notion by chat GPT. Otter actually features
a summary option that you can take a look
at as well, but I like to filter my meetings
through a more customized chat GPT prompt. Once
you record a meeting, tap on the three lines drop down
and then tap on conversations. Tap to open up the audio file that you'd
like to transcribe. Now tap on the three dots at the top
and choose export. Choose the option to export
to text. Feel free to customize the options to your
liking on this next screen and Otter and then
tap continue at the top. Now just airdrop it to your
computer or send it using one of the other options.
Now that we have a text transcript of our meeting on our
computer, let's move on over to notion@notion. so and create a place where
we can store all of our prompts, transcriptions, and
summaries. Create a Notion account if you don't
already have one and then create a new page by
clicking on the plus icon. Name this page meeting notes
or whatever you want to call it. Then create a second page within the first like this. I'm going
to call this one summaries. Choose the table
template for this page and then create a new
database over to the right. Add another column to this table
and make the data type URLs. This table will store all of our meeting
transcript and summary information. Finally, we're going to
create another sub page inside of meeting
notes and call it prompts. We can just create
this as an empty page. It gives us an easily accessible
location right beside all of our meeting notes and
summaries to store our prompts so that we can
easily copy and paste them right into chat GPT. Now
I have a chat GPT prompt that I pre-created that's
copied to my clipboard and I'm going to paste it
in here to use in the future. Feel free to copy
and paste the prompt, create variations, or
add it to your own notion, whatever you want to do.
A link is in the description. I've done my best to set it up in a way
that will encourage chat GPT to create meaningful and useful
meeting summaries highlighting important details,
discussions, decisions, and actionable items. Feel
free to modify the prompt to your needs and consider creating multiple
variations for different situations. So now that notion set up, let's
move on over to chat GPT at chat. openai.com. Go ahead
and log in or create an account and then
before we start feeding our meeting transcripts and
prompts in, there's one more thing that we can
set up to make things just a little bit easier. This step
is optional but recommended. I'm going to install the chat GPT to Notion
Google Chrome plugin. You can just do a Google search for
it and then find it in the Chrome Web Store. It's
open source and doesn't raise any security
flags. Once it's installed, you can take a look
at it in your toolbar by clicking on the extensions
drop down and then we can go ahead and
find chat GPT to notion. We can even pin that at
the top and when we click on it, you'll notice that
we're asked which pages with a notion this extension
should have access to. So we want to
give it access just to the particular page we created
for our meeting notes. So we'll go ahead and
select meeting notes and then click allow access.
Okay, so now I've moved back here to notion and
we're just going to click on the prompts page and
we're going to copy this entire prompt so that we
can paste it into chat GPT. With that copied, I'm
going to move over to chat GPT and I'm just
going to paste it right in and we'll send it. Notice
that chat GPT now asks us for the transcript.
So we can actually just drag the text file right
in here that we got from Otter earlier or if you
have your meeting notes somewhere else, you can
even just copy and paste them in however you
want to send it to chat GPT. So here's the meeting notes
on my desktop in text format. I'm just going to drag
that over into chat GPT and then I'll send it.
Okay, so you can see chat GPT is now printing
out the summary. We've got the date, the
time, the location, participants, and it's going to go
through the entire prompt that I set up for it. Now
while it's doing that, let me actually just
show you what the original transcript looked like.
So if I just open up this text file, we can see that
this was the transcript. It's about a
three-minute transcript. You can see there's no information
about what date or time or who the people were. All
the information that chat GPT is getting is from the
actual conversation that went on. So we can see that chat GPT has now
organized this really nicely for us and has the agenda items in here.
Move this to the side here. We have our objective,
our key discussions. We have the decisions
that were made so that's obviously very important.
Same with actionable items. Then we've got some next steps and additional
notes. And again, this is all based on the prompt that I
copied and pasted first into Notion and then here
into chat GPT and that I'm giving you a link to in the
description of this video. But like I said, modify that prompt however
you'd like to best fit your situation. And you can use the same
meeting transcript and modify your prompt and test
it out here in chat GPT to see the different summaries
that you can come up with. Maybe you can find
something that works better for your situation.
Okay, but now we need to get this summary
moved over to Notion. So here in chat GPT, if I
just scroll up to the top of this summary, not the
entire conversation, just this summary, you'll
notice that there's a pin icon. And when I click
on it, it activates the extension that we
installed earlier. You'll notice that it has access to
our summaries database. So if we just hit the check
mark there and then click on save, this will now
save a link to this summary right in Notion. So let's move back over to
Notion. And let's go to our summaries page. Here's our table. You'll
notice that we now have this item in our table.
And it has a URL to go to the chat and it will
take us right down to that particular summary that
we pinned with our extension. Now alternatively,
you don't have to use the pins, you can actually
go up here to the top bar here in Chrome, click on
the drop down for the extension. And then you can
choose save full chat. Now if you don't like
having to click on a link and come over here into chat
GPT, you can just copy and paste. So you can select all of this summary
information, hit copy, and then you can go over here to summaries,
you could add another column here in Notion.
And we'll just make it text. We can give it a name
and call it summaries. And then we could go
ahead and just paste the summary in there. So this
one meeting, we now have all this information in
Notion. And we won't have to go back over to
chat GPT to review it. Feel free to add additional
columns for things like date or location. We
can use AI in the future to automatically fill
in those fields for us. And that's it. We've now
transcribed, summarized, and organized our meeting notes for
free using a couple of simple AI tools. There are methods that are
more streamlined for transcribing meeting notes with chat
GPT and having them sent to Notion, but they
often involve complicated integrations using
utilities like pipeline, often monthly fees, and
then regular maintenance. Hopefully this provides
a solution that you can use today to easily
summarize your meeting notes. If you're new to using
chat GPT, Notion, and/or Otter, it's a great way
to get your feet wet to start using AI to
streamline your workflows. And remember, you can
always mix and match these tools with other tools to best
fit your particular processes. As you become
more familiar with the tools, you can make a
more informed decision about which AI integration tools that
you'd like to use moving forward. If you want to learn more about what AI
can do, make sure you check out this video right here where I use AI to determine how
much air my house HVAC system is leaking. I wish you the best of luck
getting all your meeting notes summarized and organized. I'm Anton
Alexander, and I will see you in the next one.
