As of 13 August 2026, AI can only partly summarise meeting recordings in your project tool.

What to actually do

1. Hand it to a person

   The route this page recommends

   A person who owns the outcome does this end to end, worth it when the failure is dear.

2. Use a tool built for this

   Second choice

3. Do it yourself

   The distant third

   A chat interface, power-user skill, and roughly 30 minutes until you can act on the result.

   How to actually do it

   1. Open the meeting recording or transcript and obtain the permission required by your organisation to process and share it with an AI tool.
   2. Open the project tool and copy the destination project's name, update format, available fields and any existing naming conventions.
   3. Copy the transcript into the prompt, adding the project context, meeting date, word limit and project-tool format in the bracketed fields.
   4. Ask the AI to produce the summary, decisions, action table, risks and draft project-tool update using only the transcript.
   5. Compare every decision, owner and deadline in the draft with the recording or transcript, and change unsupported entries to "unclear" or "not stated".
   6. Ask a meeting attendee to confirm disputed decisions, owners and deadlines before anything is written to the project tool.
   7. Remove unapproved personal or confidential details, then paste the checked update into the project tool and label it with the meeting date.

   Prompt

   Summarise the meeting transcript below for a UK work project. Use only information stated in the transcript and the project context. Do not infer decisions, owners, deadlines or approval. If something is unclear, write "unclear" and quote the relevant wording.
   
   Return:
   1. A five-line executive summary.
   2. Decisions made, with a short supporting quote for each.
   3. Action items in a table with columns: action, owner, deadline, status, supporting quote. Use "not stated" where the transcript does not provide the information.
   4. Risks, blockers and unresolved questions.
   5. A project-tool update of no more than [WORD LIMIT] words, written in plain UK English.
   
   Before producing the project-tool update, flag any item that could be a sensitive personal detail, confidential business information or an unconfirmed statement. Do not include those items in the update unless I explicitly approve them.
   
   Project name: [PROJECT NAME]
   Project context: [BRIEF CONTEXT]
   Existing project-tool fields or format: [FIELDS OR FORMAT]
   Meeting date: [DATE]
   Transcript:
   [PASTE TRANSCRIPT HERE]

   Open it prefilled in ChatGPT or Claude, or copy it into Gemini, which takes no prefill link.