Meeting Transcriptions - Complete Guide

Meeting Transcriptions - Complete Guide

Meeting Transcriptions is a powerful feature that helps you capture, store, and analyze project meetings. The AI automatically extracts action items, key decisions, follow-ups, and risks from your meeting transcripts, saving hours of manual note-taking and ensuring nothing falls through the cracks.

What Are Meeting Transcriptions?

Meeting Transcriptions allow you to:

• Store meeting transcripts from any source (Teams, Zoom, manual notes)
• Track attendees, meeting dates, and meeting types
• Extract action items with assignees and due dates using AI
• Identify key decisions, topics discussed, and follow-ups
• Surface risks and concerns mentioned during meetings
• Search across all meeting content for historical reference
• Integrate with AI Reports for comprehensive project analysis

Why Use Meeting Transcriptions?

Traditional Meeting Notes Problems

How Meeting Transcriptions Help

Getting Started

Accessing Meeting Transcriptions

1. Navigate to your Project
2. Click the Meetings tab in the project menu
3. You will see the Meeting Transcriptions list

Creating a Meeting Transcription

Option 1: Paste Transcript Text

1. Click + Add Meeting
2. Fill in meeting details:
   • Title: Descriptive meeting name
   • Date and Time: When the meeting occurred
   • Duration: Length of meeting in minutes
   • Meeting Type: Teams, Zoom, In-Person, Phone, etc.
3. Add Attendees (name, role, company, email)
4. Select Transcription Source: Where the transcript came from
5. Paste the Transcript Content in the text area
6. Enable Process with AI (recommended)
7. Click Save

Option 2: Upload Transcript File

1. Click + Add Meeting
2. Fill in meeting details (same as above)
3. Click Upload File instead of pasting text
4. Select your transcript file (TXT, PDF, DOCX supported)
5. The system will extract text automatically
6. Click Save

Meeting Types

Site Service Pro supports multiple meeting types:

Transcription Sources

Where did your transcript come from?

AI-Powered Analysis

When you enable Process with AI, the system automatically analyzes your transcript and extracts structured information. The AI uses whichever provider you have configured in your AI Settings (Commercial or Private AI).

Executive Summary

A concise overview of the meeting covering:

• Main purpose of the meeting
• Key topics discussed
• Important outcomes
• Overall meeting sentiment

Action Items

Tasks identified during the meeting:

Example output:

Action Items:
1. [HIGH] John Smith - Submit revised budget by Jan 10
2. [MEDIUM] Sarah Jones - Schedule site visit with inspector
3. [LOW] Mike Wilson - Update project documentation

Key Decisions

Important decisions made during the meeting:

Topics Discussed

Main subjects covered in the meeting, such as:

• Budget review
• Schedule updates
• Safety concerns
• Subcontractor coordination
• Material deliveries

Follow-Up Items

Items requiring follow-up (different from action items — these are things to track or revisit):

Risks and Concerns

Issues or concerns raised during the meeting:

Example:

Risk: Supply chain delays for electrical equipment
Impact: Could delay Phase 2 start by 2 weeks
Mitigation: Identify alternate suppliers, expedite existing orders

Managing Attendees

Adding Attendees

For each meeting attendee, you can track:

Example attendee list:

• John Smith, Project Manager, ABC Construction
• Sarah Jones, Superintendent, ABC Construction
• Mike Wilson, Owner's Rep, Client Company
• Lisa Chen, Architect, XYZ Design

Tip: Including attendee information helps the AI better attribute action items and decisions to specific people.

Viewing Meeting Details

Meeting Summary View

When you open a meeting transcription, you will see:

1. Header: Meeting title, date, duration, type
2. Attendees: List of participants
3. AI Summary: Executive summary (if processed)
4. Action Items: Extracted tasks with status
5. Key Decisions: Decisions made
6. Topics: Discussion topics
7. Follow-Ups: Items requiring follow-up
8. Risks: Concerns identified
9. Full Transcript: Complete meeting text

Searching Meetings

Find specific discussions using search:

1. Use the Search box at the top of the meeting list
2. Search by keyword, attendee name, or topic
3. Results show matching meetings with highlighted excerpts

Integration with AI Reports

Meeting transcription data is automatically available when creating AI project reports:

• Decisions from meetings can be referenced in project reports
• Action items provide context for progress tracking
• Risks identified in meetings feed into risk analysis sections
• The AI can cross-reference meeting discussions with actual project data

To include meeting data in a report, select the relevant data categories when creating your AI Report.

Tips for Better Results

Before the Meeting

• Use a transcription tool (Teams, Zoom, Otter.ai, etc.) for automatic capture
• Ensure recording is enabled before the meeting starts
• Announce that the meeting is being recorded

Transcript Quality

• Higher quality transcripts produce better AI analysis
• Clean up obvious transcription errors before processing
• Include speaker names when possible for better attribution
• For very long meetings, consider processing key sections separately

After Processing

• Review AI-extracted action items for accuracy
• Verify assignees and due dates are correct
• Add any missing items the AI may have missed
• Use the meeting data in your AI project reports for comprehensive analysis