Automate Meetings: Capture & Summarize with AI Using FREE Tools (Otter, ChatGPT & Notion)

Anson Alexander
8 Feb 202408:32

TLDRThe video presents a method for using AI tools to record, transcribe, summarize, and organize meeting notes without any cost. It highlights the use of Otter for recording and transcribing meetings, ChatGPT for creating customized summaries, and Notion for storing and organizing the information. The process involves exporting meeting transcripts to text, using a pre-created ChatGPT prompt, and saving the summaries in Notion with the help of a Google Chrome plugin. This approach is not only for meetings but can be applied to any audio or text file, offering a streamlined workflow for users new to AI tools like ChatGPT, Notion, and Otter.

Takeaways

  • 🎙️ Utilize AI tools like Otter, ChatGPT, and Notion to automate the recording, transcription, summarization, and organization of meeting notes without any monthly fees.
  • 📱 Record meetings using the free version of the Otter app on iPhone or Android, which allows recording up to 30-minute meetings.
  • 🔄 Export the recorded meeting transcript as text from Otter and transfer it to your computer for further processing.
  • 📋 Create a Notion account and set up a structured workspace with pages for meeting notes, summaries, and prompts for ChatGPT.
  • 📊 Use the table template in Notion to store and organize meeting transcript and summary information efficiently.
  • 🔗 Add a URL column to the Notion database to store links to the ChatGPT generated summaries for easy access.
  • 💬 Craft a customized ChatGPT prompt to encourage the AI to produce meaningful and useful meeting summaries, highlighting key discussions and actionable items.
  • 🔧 Optional: Install the ChatGPT to Notion Google Chrome plugin for a more streamlined workflow and easier integration between the tools.
  • 📌 Save summaries to Notion by using the plugin or by manually copying and pasting the summary text into the designated Notion page.
  • 🔍 Consider using AI in the future to automatically fill in additional details such as date, time, and location in the meeting notes.
  • 🌐 Explore different AI tools and integrations to find the best fit for your specific needs and workflow as you become more familiar with these technologies.

Q & A

  • What AI tools are suggested for recording, transcribing, and summarizing meetings for free?

    -The AI tools suggested are Otter for recording and transcribing meetings, ChatGPT for summarizing the meeting notes, and Notion for organizing and storing the information.

  • How long can a meeting be recorded using the free version of the Otter app?

    -Using the free version of the Otter app, you can record up to 30-minute meetings.

  • What is the role of the summary feature in Otter?

    -Otter's summary feature provides a condensed version of the meeting, highlighting key points, discussions, and decisions. However, the script suggests using a more customized ChatGPT prompt for better filtering and summarization.

  • How does one export the transcript from Otter to a text file?

    -After recording a meeting, you tap on the three lines, then on 'conversations', and select the audio file you want to transcribe. Next, tap on the three dots at the top, choose 'export', select the 'export to text' option, and follow the prompts to order and save the transcript.

  • What is the purpose of creating a 'summaries' page in Notion?

    -The 'summaries' page in Notion is used to store the meeting summaries generated by ChatGPT, providing an organized space for all summarized information.

  • How can the ChatGPT to Notion Google Chrome plugin simplify the process of saving summaries?

    -The ChatGPT to Notion plugin allows you to save the summary directly from ChatGPT to the 'summaries' database in Notion by clicking a pin icon, without having to manually copy and paste the text.

  • What does the ChatGPT prompt in the script do?

    -The ChatGPT prompt is designed to guide the AI in creating meaningful and useful meeting summaries, focusing on important details, discussions, decisions, and actionable items. Users can modify the prompt to fit their specific needs.

  • How can the AI-generated summary be improved or customized?

    -Users can modify the ChatGPT prompt to better fit their needs or create multiple variations for different situations. This allows for tailored summaries that capture the most relevant information for each meeting.

  • What additional features can be added to the Notion database for better organization?

    -Additional columns can be added to the Notion database for information such as date, time, location, and other relevant details. Future integration with AI can help automatically fill in these fields.

  • What is the main advantage of using this method for summarizing meeting notes?

    -The main advantage is that it provides a streamlined, cost-effective solution for transcribing, summarizing, and organizing meeting notes using AI tools without the need for complicated integrations or monthly fees.

Outlines

00:00

📝 Streamlining Meeting Notes with AI Tools

This paragraph outlines a method for efficiently recording, transcribing, summarizing, and organizing meeting notes using AI tools at no cost. The process begins with recording meetings using the free version of the auto app on iPhone or Android, which allows up to 30-minute recordings. It then transitions into using Otter, an app that simultaneously records and transcribes meetings, and emphasizes its summary feature. The paragraph also details how to export the transcript to text and subsequently import it into Notion for organization and summarization with the help of a customized chat GPT prompt.

05:01

📊 Organizing Summaries and Actionable Items in Notion

The second paragraph delves into the organization of meeting summaries and actionable items within Notion. It describes the creation of a Notion account, setting up a new page for meeting notes, and establishing a database to store transcripts and summaries. The process of creating a subpage for prompts is also mentioned, emphasizing the ease of copying and pasting them into chat GPT. The paragraph then demonstrates how to use the chat GPT summary feature, highlighting the importance of tailoring the prompt to fit specific needs. Finally, it explains how to save the chat GPT summary back into Notion using the chat GPT to Notion Google Chrome plugin, offering an optional alternative method for saving the summary directly from the browser.

Mindmap

Keywords

💡AI

Artificial Intelligence (AI) refers to the simulation of human intelligence in machines that are programmed to think and learn like humans. In the context of the video, AI is used to automate the process of recording, transcribing, summarizing, and organizing meeting notes, highlighting its capability to improve efficiency and streamline workflow.

💡Otter

Otter is an AI-based application that specializes in recording, transcribing, and summarizing conversations in real-time. It is used in the video as a tool to capture meeting audio and convert it into text, which can then be further processed by other AI tools.

💡ChatGPT

ChatGPT is an AI language model developed by OpenAI, designed to generate human-like text based on the prompts given to it. In the video, ChatGPT is utilized to create customized summaries of meeting transcripts by processing the text with a specific prompt.

💡Notion

Notion is an all-in-one workspace that allows users to write, plan, collaborate, and organize. In the video, Notion is used to create a structured database for storing meeting transcripts, summaries, and related information in a organized manner.

💡Transcription

Transcription is the process of converting spoken language into written text. In the video, transcription is a crucial step where AI tools like Otter capture and convert meeting conversations into text that can be analyzed and summarized.

💡Summarization

Summarization is the act of condensing longer pieces of text into shorter versions that retain the most important information. In the video, summarization is achieved through ChatGPT, which processes the meeting transcript and produces a concise summary highlighting key points.

💡Integration

Integration refers to the process of combining two or more systems or applications to work together. In the video, the speaker discusses the use of free tools that integrate with each other to automate the meeting note process without requiring complex setups or monthly fees.

💡Workflow

Workflow refers to the sequence of connected operations or processes in a project, business, or other endeavor. The video presents a method to streamline and automate the workflow of managing meeting notes using AI tools.

💡Database

A database is an organized collection of data or information that can be easily accessed, managed, and updated. In the video, the speaker creates a database within Notion to store meeting transcripts and summaries in a structured format.

💡Plugin

A plugin is a software component that adds specific functionality to an existing program or system. In the video, the speaker installs a plugin to facilitate the saving of ChatGPT summaries directly into the Notion database.

Highlights

The presentation demonstrates a method to use AI tools for recording, transcribing, summarizing, and organizing meeting notes without any cost.

Otter is a recommended app for recording and transcribing meetings simultaneously, with a built-in summary feature.

Chat GPT can be used to create customized prompts for summarizing meetings, leading to more tailored and meaningful results.

Notion is used as a platform to store and organize meeting transcripts, summaries, and prompts in a structured database format.

The process can be applied not only to meetings but also to summarizing any audio or text file.

Exporting the audio file from the Otter app as text is a crucial step before using it with Chat GPT.

The use of a Google Chrome plugin, Chat GPT to Notion, streamlines the process of saving summaries directly to Notion.

Chat GPT is capable of extracting key information such as date, time, location, participants, agenda items, discussions, decisions, and actionable items from a meeting transcript.

Customization of the Chat GPT prompt is encouraged to better fit individual needs and situations.

The video provides a link to a pre-created Chat GPT prompt in the description for viewers to use as a starting point.

By using the Chat GPT to Notion extension, summaries can be saved directly into the Notion database with a simple click.

An alternative to using the pin feature is to copy and paste the summary directly into a new column in Notion.

The method showcased is designed to be simple and accessible, avoiding complex integrations or monthly fees.

The presenter suggests that as users become more familiar with these AI tools, they can make informed decisions about further AI integrations.

The video concludes by encouraging viewers to explore more AI applications to streamline their workflow and improve efficiency.

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