Transforming your meeting transcripts into actionable task lists can significantly boost your productivity. By leveraging AI tools like Otter.ai, OpenAI, Notion, and Make, you can automate this process seamlessly. In this guide, I’ll walk you through setting up an automated workflow that extracts action items from your meeting notes and organizes them in Notion.
**Introduction**
Meetings are essential for collaboration, but keeping track of action items can be challenging. Manually sifting through transcripts to identify tasks is time-consuming and prone to errors. By integrating Otter.ai, OpenAI, Notion, and Make, you can automate the extraction and organization of action items, ensuring nothing falls through the cracks.
**Step-by-Step Guide**
**1. Set Up Your Accounts**
Before diving into the automation, ensure you have accounts set up for the following tools:
– **Otter.ai**: For transcribing your meetings.
– **OpenAI**: To process and extract action items from transcripts.
– **Notion**: To store and manage your action items.
– **Make**: To create and manage the automation workflow.
**2. Connect Otter.ai to Notion via Zapier**
While Make is our primary automation tool, Zapier offers a straightforward integration between Otter.ai and Notion:
– **Trigger**: Set up a Zap in Zapier with Otter.ai’s “New Recording” trigger.
– **Action**: Use Notion’s “Create Page” action to generate a new page in your desired database for each new Otter.ai recording.
This integration ensures that every new meeting transcript is automatically added to Notion. ([zapier.com](https://zapier.com/apps/notion/integrations/otterai/255593201/create-notion-pages-with-summaries-and-transcripts-for-new-otterai-recordings?utm_source=openai))
**3. Configure Make to Process Transcripts with OpenAI**
Now, let’s set up a Make scenario to process these transcripts:
– **Trigger**: Use the “Notion” module to watch for new pages in your designated database.
– **Action**: Add an “HTTP” module to send a POST request to OpenAI’s API.
**Configuring the HTTP Module:**
– **URL**: `https://api.openai.com/v1/engines/davinci-codex/completions`
– **Headers**:
– `Authorization`: `Bearer YOUR_OPENAI_API_KEY`
– `Content-Type`: `application/json`
– **Body**:
“`json
{
“prompt”: “Extract action items from the following meeting transcript:\n\n{{Transcript}}”,
“max_tokens”: 150
}
“`
Replace `{{Transcript}}` with the content from the Notion page.
**4. Parse OpenAI’s Response**
After OpenAI processes the transcript, it will return a response containing the extracted action items. Use Make’s “JSON” module to parse this response.
**5. Create Action Items in Notion**
For each extracted action item:
– **Action**: Use Notion’s “Create Database Item” module to add a new entry in your action items database.
**Configuring the Notion Module:**
– **Database**: Select your action items database.
– **Properties**:
– **Task Name**: Map to the extracted action item text.
– **Status**: Set to “To Do” or your preferred default status.
– **Assigned To**: Optionally, assign to a team member if specified.
**6. Test and Activate the Workflow**
Before going live:
– **Test**: Run the scenario with a sample transcript to ensure action items are correctly extracted and added to Notion.
– **Activate**: Once satisfied, activate the scenario to run automatically.
**Optional Enhancements**
– **Integrate with Task Management Tools**: Beyond Notion, consider integrating with tools like ClickUp or Asana to manage tasks.
– **Set Up Notifications**: Use Slack or email modules in Make to notify team members when new action items are assigned.
– **Automate Meeting Scheduling**: Integrate with calendar tools to automatically schedule follow-up meetings based on action item deadlines.
By following this guide, you can automate the extraction and organization of action items from your meeting transcripts, ensuring your team stays on top of tasks and deadlines.
