How to Use ChatGPT to Summarize Team Meetings

ChatGPT can be used to summarize meeting discussions making it easier for meeting facilitators to review and distribute key points.

For example, after a team meeting discussing the next steps for a project, ChatGPT can generate a summary outlining the main decisions, action items, and responsible team members.

One thing to keep in mind is that you’ll require a copy of the meeting transcript, like meeting minutes, to summarize your meeting. This can be obtained from your collaboration tool. Nowadays, many of these tools automatically generate transcripts and allow you to access these summaries in text format.

Here are a couple of examples:

If you’re new to ChatGPT and would like to learn more about how to use it in the workplace, click here.

Example 1: Summarize meeting highlights

Prompt: Summarize the main decisions made in this meeting. Also include any action items, the name of the person responsible for completing those action items, and any deadlines [insert meeting minutes]

Side note: I used the sample transcript of the meeting minutes listed on this website (I didn’t paste all of it here because the transcript is quite lengthy)

ChatGPT response:

Main Decisions:

1. The agenda for the meeting was approved.
2. Commissioner McCroskey’s name was added to the Special Committee on Indigent Care in the meeting minutes.
3. The resolution to use money from the Data Processing Reserve Account in the County Clerk’s office to purchase a laptop computer was approved.
4. Commissioner McKee withdrew his motion to sell a property near the airport.
5. Commissioner Duckett’s amendment, which specified that 25 percent of the increased litigation tax proceeds from criminal cases would fund the sheriff’s department, was approved.
6. The motion to increase state-match local litigation taxes to the maximum amounts allowed by law, with the approved amendment, did not pass due to a tied vote (9 for, 9 against, 1 abstaining).
7. The resolution to increase the wheel tax by $10 to make up for the state cut in education funding was passed on the first passage.
8. The meeting was adjourned.

Action Items:

1. The clerk will add Commissioner McCroskey’s name to the Special Committee on Indigent Care in the meeting minutes. (Responsible: Meeting Clerk, No specified deadline)
2. Purchase a laptop computer using funds from the Data Processing Reserve Account in the County Clerk’s office. (Responsible: County Clerk, No specified deadline)
3. Budget Committee will review solid waste funding recommendations. (Responsible: Budget Committee, Deadline: July 16)
4. Organize a chili supper at County Elementary School. (Responsible: Commissioner Carmical, Deadline: August 16)

Upcoming Meetings/Events:

1. Budget Committee meeting on July 16 at noon.
2. The next CTAS County Commission meeting is on August 19 at 7 p.m.
3. Chili supper at County Elementary School on August 16 at 6:30 p.m.

Example 2: Write an email based on the summary

Prompt: Write an email highlighting the action items from this team meeting, and include reminders about the announcements for upcoming events.

ChatGPT response:

Subject: Summary of CTAS County Commission Meeting Action Items and Upcoming Events

Dear CTAS County Commission Team,

I hope this email finds you well. I am writing to summarize the key action items from our recent County Commission meeting and to remind you of upcoming events.

Action Items:

• Meeting Clerk: Please add Commissioner McCroskey’s name to the Special Committee on Indigent Care in the meeting minutes.
• County Clerk: Proceed with the purchase of a laptop computer using funds from the Data Processing Reserve Account.

Upcoming Meetings/Events:

• Budget Committee: A meeting is scheduled for Tuesday, July 16 at noon to review solid waste funding recommendations.
• All Commissioners: Please mark your calendars for the next CTAS County Commission meeting, scheduled for Monday, August 19 at 7 p.m.
• All Commissioners: Commissioner Carmical has graciously organized a chili supper at County Elementary School on Friday, August 16 at 6:30 p.m. Everyone is invited to attend.

Please ensure that you are aware of your responsibilities and plan accordingly.

Thank you for your continued dedication to the betterment of our county.

Best Regards,

[Your Name]

[Your Title]

Free book: “ChatGPT for Better Business Communication”

If you enjoyed this post, you might be interested in subscribing to my “AI for Leaders” newsletter and getting a free copy of my “ChatGPT for Better Business Communication” book (an Amazon #1 bestseller).

Click here to sign up to “AI for Leaders” and grab “ChatGPT for Better Business Communication” for free