I’m spending nearly two hours a day just cleaning up meeting notes and chasing people for action items. I’ve started using Gemini to summarize my transcripts, but the output is often too generic. Does anyone have a specific prompt or workflow that actually categorizes tasks by owner and deadline accurately? I need something that saves real time, not just creates more editing work.
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I struggled with this too until I started using a "structured output" prompt in ChatGPT-4. Instead of asking for a summary, I tell the AI: "Act as a professional PM. Parse this transcript into four sections: Decisions Made, Blockers Identified, Task List with Owners, and Next Meeting Agenda." I also paste my team's roster so it maps names correctly. This change alone reduced my manual editing time by about 80% since early 2023. It’s all about giving the model a specific persona and a clear template to follow rather than letting it decide the format.
Kimberly, that’s a great structure, but how do you handle privacy when pasting transcripts into these tools? Our legal team is very strict about company data being fed into public models, so I’ve been hesitant to use it for internal strategy calls.
I just use the built-in Gemini integration in Google Workspace. It creates the summary directly in the Doc where the transcript lives. It’s a huge time saver!
Marcus, I agree! Having the AI live inside the documents where you already work is the ultimate friction-remover for daily tasks.
Justin, you should check if your company has the Enterprise version or "Team" plan. In those versions, OpenAI and Google don't use your data to train their models. We switched to the Team plan last year specifically for this reason. It allows us to use the full power of Gemini and ChatGPT on sensitive project data without the risk of it leaking into the public domain.