How to create an AI-generated meeting summary
Learn how any professional can quickly generate a clear, general-purpose summary from a meeting transcript using AI—no technical expertise required. This guide is perfect for HR, admins, or coordinators seeking a fast, reliable way to document meetings.
Summarizing meetings helps teams stay aligned, track decisions, and follow up on action items—but writing summaries can be tedious and time-consuming. With AI tools like ChatGPT or Flowhunt, you can instantly turn any meeting transcript into a polished, shareable summary, freeing up your time for higher-value work.
Try it instantly for free: In a rush or just need it done now? Try this ready-to-go tool from Flowhand. It comes pre-loaded with the prompt so you can skip the setup.
👉Let the AI Meeting Report Generator handle it for you.
Step-by-step Guide
Whether you’re an HR professional, admin, or project coordinator, generating a meeting summary with AI is easy. Here’s how you can do it in just a few minutes:
1. Prepare Your Meeting Transcript
A clear transcript is the essential input for your AI summary. Most modern meeting platforms (Zoom, Teams, Google Meet) can generate transcripts automatically. If you also have an agenda or notes, gather those. They help provide extra context, but are optional.
2. Craft an AI Prompt
The prompt you give the AI determines the quality of your summary. For a general-purpose, professional meeting summary, use a prompt that’s clear and specific but not tied to any one role or department.
You are an expert at summarizing meetings. Given the following transcript (and optional agenda/notes), generate a concise, readable summary suitable for sharing with all participants. Focus on the main discussion points, key decisions, and any action items. Avoid role-specific details or jargon, and make sure the summary is easy to understand for anyone who attended. If an agenda or notes are provided, use them to organize the summary, but otherwise use your best judgment to structure it logically. [PASTE YOUR TRANSCRIPT HERE]
3. Paste Into an AI Chatbot
Copy your transcript and (optionally) agenda or notes, paste them along with your prompt into ChatGPT, Flowhunt, or any AI chatbot tool. Wait a few moments. The AI will return a well-structured summary you can share right away.
Here is an Example of completely filled in prompt:
You are an expert at summarizing meetings. Given the following transcript (and optional agenda/notes), generate a concise, readable summary suitable for sharing with all participants. Focus on the main discussion points, key decisions, and any action items. Avoid role-specific details or jargon, and make sure the summary is easy to understand for anyone who attended. If an agenda or notes are provided, use them to organize the summary, but otherwise use your best judgment to structure it logically.[TRANSCRIPT BEGINS] Moderator (Anna): Good morning, everyone. Let’s start with the first item on the agenda: Q3 marketing results. James: We’ve seen a 12% uptick in engagement across social media, mostly driven by the new video campaign. However, email click-through rates dropped by 5%. Priya: We might want to revisit our email strategy. The content hasn’t been updated in months. Anna: Noted. Let’s set a follow-up meeting with the content team next week. Next item—website redesign. Mark, can you give us an update? Mark: The dev team completed 80% of the front-end work. We’re behind on mobile optimization due to unexpected issues with the CMS. Anna: When can we expect that to be back on track? Mark: We’ve adjusted the timeline. Mobile optimization should be done by August 10. Anna: Great, thank you. Lastly, any updates on the client onboarding process? Lena: We’ve added a walkthrough video and reduced the number of forms. Early feedback has been positive, especially from EU clients. Anna: Excellent. Please compile that feedback and share it in the Slack channel. Any final comments? James: Just a reminder that the Q4 planning session is on the 15th. Anna: Thanks. Meeting adjourned. [TRANSCRIPT ENDS]
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Pros and Cons
| PROS | CONS |
|---|---|
| Fast & efficient: Instantly generates summaries, saving admin time | Transcript quality matters: Poor transcripts lead to weaker summaries |
| No technical skills required: Simple copy-paste process | Privacy caution: Don’t use confidential info with public AI tools |
| Consistent output: Standardizes meeting documentation | AI may omit nuance: Some subtle points or tone may be lost |
| Customizable: Prompt can be tweaked for your needs | Human review still needed: Always proofread before sharing |
Summary
With just a transcript and a simple prompt, you can use AI to draft clear, action-focused meeting summaries in minutes. This approach streamlines documentation, ensures consistency, and frees you up for more important work. It’s a game-changer for busy professionals who want to keep teams on the same page, without hours of manual note-taking.
Ready to streamline your meetings and boost productivity? Take control of your meeting notes, eliminate manual summaries, and turn every conversation into clear, actionable insights.
👉 Start building your own AI-powered workflow today with the Flowhunt AI Meeting Report Generator Template
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