Convert meeting recordings into action items

Converting meeting recordings into actionable items involves summarizing the key discussions and decisions made during the meeting, then translating them into clear, concise tasks with responsible parties and deadlines. Here’s a step-by-step guide you can follow to do this manually or integrate into an automated workflow:

1. Transcribe the Meeting Recording

Use a transcription tool or service (e.g., Otter.ai, Rev, or built-in features in Zoom, Microsoft Teams, or Google Meet) to convert the audio to text.

2. Identify Key Discussion Points

Review the transcript and highlight:

• Decisions made

• Problems discussed

• Solutions proposed

• Assignments mentioned

• Follow-ups required

3. Extract Action Items

From the key points, extract action items using the following format:

• What needs to be done?

• Who is responsible?

• When is it due?

• Why (optional but helpful for context)?

Example:

• Action: Update project roadmap with new deadlines.

• Owner: Sarah Johnson

• Due Date: May 22, 2025

4. Structure Action Items

Use a checklist or bullet list format. Group tasks by team or project for clarity. Example:

Product Team

• Revise Q3 development timeline – Michael (Due: May 20)

• Conduct user testing for new UI – Anika (Due: May 25)

Marketing

• Draft launch email copy – Jules (Due: May 18)

• Coordinate with influencers – Liam (Due: May 22)

5. Share the Action Items

Distribute the action items via email, Slack, or your project management tool (e.g., Asana, Trello, Jira, Notion). Include a summary of the meeting and the list of action items.

6. Follow-Up and Track Progress

Ensure the action items are tracked. Assign them in your task management system, set reminders, and review progress in the next meeting.

Optional: Automate the Process

For recurring meetings, consider automation tools:

• Transcription + AI Summarization: Otter.ai, Fireflies.ai, Fathom

• Meeting Notes & Tasks Integration: Notion AI, Fellow.app, ClickUp

• Custom AI Workflows: Use Zapier or OpenAI’s API to auto-extract tasks from transcripts.

This process ensures that meetings lead to clear outcomes and responsibilities, keeping teams aligned and projects moving forward efficiently.