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📚 Automate Meeting Notes with AI Transcription

How we use OpenAI Whisper to create meeting summaries

January 02, 2025

Reading Time: 4 minutes

Hello AI Enthusiast,

Welcome to our first newsletter of 2025! We're kicking off the year with something immediately practical: how to transform any recorded meeting into organized, searchable documentation that's automatically shared with all participants, allowing you to focus entirely on the discussion at hand.

And since we're all about starting the year right: our founder Gianluca Mauro is sitting down with Helin Yontar, Partnership Lead at AI Academy, to spill the tea about AI in 2025. A honest talk about which AI products will actually matter, which career moves make sense, and how to stop throwing money at shiny AI things that don't work. Join us live on January 9th at 6PM CET to get your burning questions answered.

The Problem

Taking notes during meetings while staying engaged in the conversation is a common challenge. Many professionals end up spending valuable time either taking notes during meetings or reviewing recordings afterward. We looked for a solution that would not only transcribe meetings but also make the transcripts easily accessible to all participants.

How do you currently handle meeting documentation?

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How We Do It: A Step-by-Step Guide

Let's walk through our Make automation that handles everything from transcription to sharing:

1) Our automation starts by watching a designated Google Drive folder for new meeting recordings.

2) Once a new recording is detected, our automation downloads the audio file (this is required to provide the audio as input to Whisper).

File download configuration for audio processing

3) Processes it through OpenAI's Whisper API for accurate transcription

Whisper API configuration showing transcription settings

4) Creates a new Google Doc with the transcription so it will be easier to share with others.

Google Docs creation and formatting

5) Downloads the document file (this is required to share the file via email later).

Google Docs download module

6) Automatically share it with meeting participants

Email sharing configuration

The complete automation flow:

Full scenario in Make showing all connected modules

❗Note: Always inform meeting participants about recording and get necessary consent.

Taking It Further

Want to make your meeting documentation even more efficient? Consider adding the GPT-4 module between the transcription and sharing steps in your automation. This optional module can automatically:

  • Create an executive summary of the transcription

  • Extract key action items and decisions

  • Highlight important discussion points

  • Add a table of contents

Your Turn

Think about your last three meetings. How much time did you spend either taking notes or reviewing recordings? Now multiply that by your hourly rate - that's the cost of manual documentation.

Start small:

  1. Pick your most frequent meeting type (team updates, client calls, or training sessions)

  2. List the key information you always need to capture

  3. Set up a test automation for just that meeting type

  4. Measure the time saved over a week

Once you see the impact on one meeting type, you can expand the system to cover more of your communication needs.

Want to get even more practical? Explore hands-on AI learning with AI Academy:

We'll be back with more AI tips soon!