Meeting minutes are indispensable for any conference. Have you ever been asked to "take minutes" and wondered which tool to use?
This time, we're introducing a template that makes creating meeting minutes in Notion easy!
This template incorporates "AI Meeting Notes," which transcribes meeting audio directly into text.
With this, you can focus on the conversation during the meeting, and have the minutes ready once it's over.
🎬 Director：Rei
✍🏻 Writer：Minokurumi
1. How to use the template
Here's an overview of the template:
1. Before the meeting begins
First, let's prepare the meeting minutes before the meeting starts. Create a new page in the "Meeting Minutes List" database of the template.
When you create a page, today's date will automatically appear in the title, and the "Date," "Last Edited Time," and "Created By" properties will be filled in.
For the remaining properties, "Attendees" and "Meeting Type," select the appropriate options.
Once the properties are filled in, let's move on to the page content.
The page includes a "Meeting" block, and within its "Notes" tab, we've provided sections for "Purpose/Goal" and "Materials."
Write the meeting's purpose and the URL of any documents you want people to review beforehand in these sections.
The content you write here will serve as input for the AI when generating the meeting minutes.
By communicating the meeting's purpose in advance, you'll get more accurate minutes after the meeting.
2. Once the meeting begins
When the meeting begins, click "Start Transcription" in the meeting block.
With just this, everything that is said will be transcribed and saved in Notion.
The transcription will flow in real-time in the "Transcription" tab.
Since it captures every utterance, you don't need to take notes during the meeting to avoid missing anything.
Furthermore, it supports not only in-person meetings but also online meetings like Zoom and Google Meet, so you can use it as is for remote discussions.
2. Make meeting minutes even more convenient with Notion AI
Meeting minutes are automatically generated in a set format
Once the meeting is over, stopping the "Stop" button will automatically generate the meeting minutes within the meeting block.
Notion AI then reads the transcription and summarizes the key points, decisions made, and next steps.
The key point is that it also reads the content written in the "Notes" tab.
It creates summaries based on the "Purpose/Goal" and "Materials" you wrote before the meeting, as well as instructions for the summary format.
It's a huge benefit not to have to write meeting minutes from scratch yourself.
Customize the meeting minutes format
You can change the content you want to include in the meeting minutes to suit your team.
It's simple: just rewrite the content in the "Notes" tab.
The template includes headings such as "Meeting Notes," "Decisions Made," and "To-Dos," but you can change these items freely.
If the content you want to keep differs for each meeting type, feel free to adjust it.
Use the "AI Block" to summarize mid-meeting
During long meetings, you may want to review a summary of the content so far.
That's where the "Summary" section at the bottom of the page comes in handy.
Clicking the "Generate" button in the AI block will create a summary based on the transcription up to that point.
In the template, we've included instructions in "Custom Output" to generate a bulleted list divided into four sections: Issues, Overview so far, Decisions, and To-Dos.
You can also freely rewrite these instructions, so feel free to adapt them to your needs.
This is also convenient for sharing "what's been discussed so far" with members who join late.
"AI Summary" to understand content from the list view
The "AI Summary" property is an item that summarizes the meeting content in a single phrase.
You can understand the content from the list view without opening the page, which is useful when searching for past meeting minutes.
Summary
That concludes our introduction to the meeting minutes template for easily taking minutes in Notion!
By letting AI handle what it can, you'll be able to focus more on the meeting itself.
We encourage you to utilize Notion in your work.
The ultimate task management template for Notion, "Todotion," is available here!
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