How I Stopped Taking Notes During Meetings (and Got Better at Running Them)
I used to be the one responsible for taking minutes during every meeting.
At first, it seemed like a good way to stay on top of things. But over time, it became a burden. I’d either lose focus trying to keep up with the conversation or I’d finish the meeting with a wall of notes and no clear picture of what actually mattered.
So I stopped taking notes. Instead, I started using a simple AI-powered workflow: record the meeting, transcribe it, and run the transcript through a summariser like ChatGPT. From there, I just review and share the key takeaways with the team.
It’s not just more efficient, it’s more effective. Everyone walks away with clear next steps, and I can actually engage in the meeting instead of acting like a live stenographer.
This change has made a noticeable difference. Less friction. More alignment. And a shared source of truth that cuts through the usual meeting fog.
How to Use AI: Meeting Summary Workflow
- Record & Transcribe
Use a tool like Zoom, Google Meet, or Microsoft Teams to record and automatically transcribe your meeting. Just make sure participants know it’s being recorded. - Prompt the Summary
Drop the transcript into ChatGPT (or another AI tool) and use this prompt:“Summarise this meeting transcript. Highlight key decisions, action items, and any follow-ups. Keep it concise and structured by topic.” - Share & Align
Post the summary in your team’s workspace, Slack, Notion, or email. Tag owners for their action items and ask for quick reactions to confirm or clarify anything that needs attention.
Since I started doing this, I’ve spent far less time writing (and re-reading) minutes, and far more time actually leading the conversation. It’s made every meeting feel more purposeful and easier to follow up on.
And when your whole team is clear on what was said and what’s next? That’s when meetings stop being a time sink and start driving real progress.
This way, you get to fully engage in the meeting—and your team walks away with clarity, not a wall of text.
