Creating minutes with ChatGPT! Examples of transcription and prompts [Free materials provided]

Creating meeting minutes is an essential task for many businesses, but manual labor is a huge amount of time and effort required.
What's attracting attention is the automation of minutes using OpenAI's natural language processing tool ChatGPT.

This article will explain in detail how to efficiently create minutes by combining transcription tools such as ChatGPT and Whisper. Automating minutes preparation offers a variety of benefits, such as significantly reducing work time and reducing internal burdens .

On the other hand, we will also explain in detail the points to be careful about proper operation, such as security measures and the need for human checks. Use ChatGPT to prepare minutes to improve business efficiency.

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Step 1. Use transcription tools

To prepare minutes, you must first transcribe the contents of the meeting. Use transcription tools to streamline this task.

Microsoft Teams and Zoom transcription features

Microsoft Teams and Zoom, which are commonly used when holding online meetings, have transcription features.

These tools allow you to automatically transcribe conversations during a meeting.

How to transcription in Microsoft Teams

1. Sign in to Microsoft Teams.
2. During the meeting, tap More Actions → Start Transcription to start transcription.
3. To stop transcription, tap More Actions → Stop transcription.

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The transcription is automatically saved in the meeting chat.

How to transcription on Zoom

1. Sign in to Zoom

2. Open Settings

3. Open the meeting (details) from the meeting column.

4. Turn on automatic subtitles and full transcription .

Actual screen

Transcription using Whisper

OpenAI's Whisper uses advanced machine learning models to accurately convert speech from a wide range of languages ​​and accents into text. This tool has its strengths in multilingual transcription and recognition of speech with different accents.

There are two ways to transcription using Whisper:

[ How to use NotesGPT ]

1. Visit NotesGPT and log in or create an account with your Google account
2. Click "Action Items" and "Record your first voice note"
3. Press the Record button to start and end recording of the meeting
4. Transcription is automatically performed, and you can switch between Transcript and Summary to check

[ How to use Google Colaboratory ]

1. Open Google Colaboratory and create a new notebook
2. Install the required libraries and upload the audio files
3. Run the code and start transcription
4. Check the results and fine tune if necessary

This article provides detailed explanations on how to transcribe using Whisper.
➡️How to transcribe it in ChatGPT? A thorough explanation of actual steps and tips

Introducing other transcription tools

• ObotSERVE: A high-speed, high-precision transcription tool specializing in business meetings and lectures
• ACESMeet: Provides integrated transcription functionality with conference software
• PLAUD NOTE: AI voice recorder that automatically transcription and summarises recorded audio

Step 2: Create a Prompt for the Minutes

Ask ChatGPT to create minutes along with the content of the conversation you have had after you have completed the transcription.

To prepare a higher quality meeting minutes, it is a good idea to add the following restrictions :

[Example prompt for preparing minutes]

 #instruction:
Output the minutes based on the following constraints and input statements.

#Constraints:
・[Please summarize within 1,500 characters. ］
・[Please generate minutes in both English and Japanese. ］
- [Include the meeting start and end times in the minutes. ］

#Input statement:
Attached here is a transcribed text.

By ingenuity of prompts, ChatGPT will allow you to generate appropriate minutes.

Try customizing the prompts to suit your meeting purpose and agenda.

Step 3. Proof and summarise the transcription results using ChatGPT

Once the transcription is complete, enter the text into ChatGPT. Using ChatGPT, you can create more sophisticated minutes by making the following adjustments:

• Correct grammar errors and adjust expressions
• Summary of key points and emphasis on important information
• Adding explanations of technical terms to suit the context

By using ChatGPT in this way, you can efficiently create minutes that are easy for everyone to read and have clear content.

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➡️Explanation explains how to request a summary from ChatGPT! Tips for loading papers and PDFs

Benefits of creating minutes with ChatGPT

Using ChatGPT to prepare minutes will greatly contribute to reducing the company's burden and improving business efficiency. Here we will explain four main benefits:

1. Reduce time

The first advantage is the reduction in the time it takes to prepare minutes. Compared to human hand-creating minutes, ChatGPT automatically generates text and provides documents faster.

A survey by Canon Marketing Japan found that the average time required for business people to prepare minutes is 319.6 hours per year.

Reference: Canon

Even the time-consuming minutes of this kind of time-consuming meeting is also adopted by ChatGPT, which allows for efficient process, reducing costs such as labor costs, and making effective use of time.

2. Reduce the internal burden

The second advantage is reducing the burden on the company. Using ChatGPT to automate minutes preparation is an effective way to reduce the burden on your company.

By entering a recording of the audio and text of the meeting into ChatGPT, you can automatically generate most of the minutes. In-house staff will then review the generated minutes and make corrections and supplements as necessary.

This approach can significantly reduce the time that internal employees spend on minutes writing. As a result, you can concentrate on other tasks and carry out your work efficiently .

In fact, the introduction of ChatGPT is also being considered in the Diet.

> Microsoft will provide the latest ChatGPT services to the Japanese government. Established AI bases in Japan

> First, we will draft answers in the Diet and prepare minutes.

I love how I use my abilities to improve this way!

It's tough to create answers in the Diet where bureaucrats work hard, and it seems like an average of 7 hours a day https://t.co/S8GYYNt3NT

— Chomado? Just finished parental leave (@chomado) July 28, 2023

3. Ease of catch-up

The third benefit is easy catch-up. By automatically generating minutes using ChatGPT, you can improve the ease of catch-up.

The minutes created by ChatGPT cover the key points of the meeting and the content of the discussion , making it easy for people who were unable to participate or who forgot what they were to.
This will make information sharing easier and communication within the team easier.

4. Improve business efficiency

The fourth advantage is improving business efficiency. ChatGPT excludes human emotions and subjective opinions, and generates objective business documents, maintaining the quality of the minutes.

This implementation saves users time and improves business efficiency. Increased productivity will help you do more work and will also lead to business growth.

[Related articles]
➡️50 examples of using ChatGPT! A thorough explanation of examples from companies, local governments, and educational settings!

Things to note when preparing minutes in ChatGPT

There are several challenges and limitations when using ChatGPT for transcription.
By understanding these and taking appropriate measures, you can use the tools more effectively.

Speech recognition accuracy

The accuracy of speech recognition depends heavily on the quality of the speech data . There is a lot of background noise or a strong speaker accent, which can reduce the accuracy of the transcription.

Therefore, it is important to record as clear as possible. Ideally check the quality of the microphone and record in a quiet environment.

Also, be careful when multiple speakers are speaking at the same time, as transcription can be difficult.

Understanding the context

Although ChatGPT learns from a huge amount of textual data, it can be difficult to fully understand the context of a particular conversation or terminology .

Therefore, the minutes generated may contain unnatural expressions or incorrect information (halcinations).
For meetings where technical terms are used a lot, you can expect to generate more accurate minutes by clearly indicating these terms in ChatGPT in advance.

It is also important that the minutes generated by ChatGPT be checked by humans and be revised as necessary .

Privacy and security

Minutes may contain personal or confidential information. Sending this information to external services can be problematic from a privacy standpoint.

When working with sensitive information, consider anonymizing your data and using reliable tools with security measures. It is also important to review the service's privacy policy and understand the handling of your data.

The following article provides detailed explanations on how to handle data entered into ChatGPT and how to deal with it.

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➡️What are the security risks of ChatGPT? Explaining countermeasures based on actual cases

Taking these caution points into consideration, by effectively using ChatGPT, you will be able to improve the efficiency of minutes and improve the quality of meeting minutes.

summary

In this article, we have explained in detail how to create minutes using ChatGPT, which is attracting attention as AI technology evolves, as well as its advantages, disadvantages, and points to be aware of.

Using ChatGPT offers many benefits, such as improving the efficiency of meeting minutes, reducing time and reducing the burden on the company , but we must also not forget the need for security measures and human checks .

Please use this article as a reference and try incorporating ChatGPT into your minutes. It is sure to help improve business efficiency and productivity. However, use ChatGPT as an auxiliary tool, and ultimately complete the minutes at human judgment and responsibility.

Use ChatGPT wisely to improve the quality of your meetings and lead to business success!

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