ChatGPT Masterclass - AI Skills for Business Success

• Tracking Meeting Effectiveness and Decision-Making Patterns Using AI #S14E7

  This is Season 14, Episode 7: Tracking Meeting Effectiveness and Decision-Making Patterns Using AI Meetings are essential for collaboration and strategy execution, but how do you measure if they are actually productive? In this episode, we’ll focus on how to use ChatGPT's advanced voice mode to track meeting effectiveness, identify decision-making patterns, and improve future meetings. By the end of this episode, you’ll know how to analyze meetings in real time, gather insights from discussions, and use AI-generated feedback to continuously refine your meeting structure. Why Track Meeting Effectiveness? Most teams don’t actively evaluate the quality of their meetings. But ineffective meetings result in: Wasted time on discussions that don’t lead to decisions. Unclear action points, leading to poor execution. Repetitive discussions, where the same topics keep coming up. Decision-making bottlenecks, where no one takes ownership. With AI-powered real-time tracking, you can ensure meetings are actually productive, focused, and result-driven. Step-by-Step Guide: Using ChatGPT to Track Meeting Effectiveness Step 1: Set Up ChatGPT’s Role Before the Meeting Before the meeting starts, activate ChatGPT advanced voice mode by: Opening the ChatGPT mobile app and tapping the headphone icon. Selecting the advanced voice mode for interactive real-time feedback. Placing your phone on the table or connecting it to a speaker so everyone can hear. Then, give ChatGPT clear instructions on how to track meeting effectiveness. Example instruction: "ChatGPT, we are having a strategy meeting. Your role is to track the discussion, summarize key points, and provide insights when asked. Please do not speak unless we give you a command. When we ask, provide an analysis of discussion efficiency, action items, and decision-making speed." Step 2: Monitoring the Meeting in Real Time As the meeting progresses, use ChatGPT to track effectiveness with voice prompts like: 👉 To check if discussions are productive: "ChatGPT, how much time have we spent on this topic, and have we made a clear decision?" 👉 To see if discussions are repetitive: "ChatGPT, have we discussed this topic before in previous meetings? If yes, summarize the past conclusions." 👉 To track participation balance: "ChatGPT, based on the discussion so far, have the same people been speaking, or has everyone contributed?" This helps teams avoid circular discussions, ensure all voices are heard, and speed up decision-making. Step 3: Identifying Decision-Making Patterns At the end of the meeting, use ChatGPT to analyze how decisions were made. Prompt examples: 👉 To review decision speed: "ChatGPT, how long did it take us to finalize key decisions today?" 👉 To track decision clarity: "ChatGPT, summarize the decisions we made and identify if any were left unresolved." 👉 To assess follow-through from past meetings: "ChatGPT, based on previous meeting summaries, did we follow through on our past action items?" This allows you to spot inefficiencies, such as slow decision-making or lack of follow-up, and fix them in future meetings. Step 4: Getting AI-Generated Meeting Feedback After the meeting, you can ask ChatGPT for a structured effectiveness review. 👉 Final meeting analysis prompt: "ChatGPT, please summarize today's meeting. Include key discussion topics, decisions made, time spent per topic, and any unresolved points." If you want AI to suggest improvements, you can ask: "ChatGPT, based on today’s discussion flow, what could we improve in our next meeting?" This ensures meetings continuously get more efficient over time. Your Action Plan for Today Set up ChatGPT advanced voice mode before your next meeting. Use the provided prompts to track discussion effectiveness, participation, and decision-making speed. At the end of the meeting, ask ChatGPT for a structured summary and review areas for improvement. By doing this, your meetings will become faster, more focused, and more results-driven. In the next episode, we’ll discuss how to build an AI-powered strategy meeting archive, making past meetings instantly searchable and accessible. Stay tuned.

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• Using ChatGPT Voice Mode as a Meeting Moderator #S14E6

  This is Season 14 Episode 6: Using ChatGPT Voice Mode as a Meeting Moderator Meetings often run longer than planned, get sidetracked, or leave participants unclear on key takeaways. In this episode, we’ll focus on how to use the advanced ChatGPT voice mode as a meeting moderator to keep discussions efficient, ensure action points are captured, and provide real-time summaries. We’ll go step by step on how to activate ChatGPT voice mode, what prompts to use, and how to structure the AI’s role in your meeting. By the end of this episode, you’ll have a clear, practical method to improve your meetings with AI assistance. Why Use ChatGPT as a Meeting Moderator? ChatGPT can help meetings stay focused, structured, and productive by: Timing discussions to prevent any single topic from dragging on. Tracking key decisions and action items without requiring manual note-taking. Helping keep the discussion on-topic by gently reminding the team when conversations drift. Providing instant summaries so no one needs to manually recap the meeting. AI moderation doesn’t replace human leadership—it simply helps facilitate discussions, ensuring they stay efficient and aligned with the agenda. Step-by-Step Guide to Using ChatGPT Voice Mode in Meetings Let’s walk through exactly how to set this up and what prompts to use. Step 1: Activate ChatGPT Voice Mode Open the ChatGPT mobile app on your phone. Tap the headphone icon to enable voice mode. Select the advanced voice option for real-time interaction. 💡 Tip: Place your phone in the center of the table or connect it to a Bluetooth speaker so everyone in the meeting can hear it clearly. Step 2: Set Up the AI’s Role in the Meeting Before the meeting starts, you need to give ChatGPT clear instructions so it knows how to behave. You can say something like this: "ChatGPT, we are about to start a meeting. We want you to listen, but please do not say anything until we ask you. We will give you specific commands such as: 'ChatGPT, summarize the discussion so far' or 'ChatGPT, what were the key decisions and deadlines?'" 💡 Alternative Setup: If you want ChatGPT to be more proactive, you can modify the instructions like this: "ChatGPT, we have five agenda points. Each should take five minutes. Please track the time and notify us if we exceed the limit. If we go off-topic, remind us gently that we are discussing something outside the agenda." Step 3: Interacting with ChatGPT During the Meeting Once the meeting starts, you can use voice prompts to ask ChatGPT for assistance. Here are some practical prompts: For a real-time summary: 👉 "ChatGPT, can you summarize what has been discussed so far?" For action items and responsibilities: 👉 "ChatGPT, what are the task items, who is responsible, and what are the deadlines?" For time management: 👉 "ChatGPT, please track our discussion time for each agenda point. Let us know if we exceed five minutes on any topic." For keeping discussions on-topic: 👉 "ChatGPT, if we go off-topic, remind us that this was not part of our planned agenda." For final decisions and next steps: 👉 "ChatGPT, can you summarize the key decisions we made and the next steps?" These prompts ensure that ChatGPT stays in the background and only speaks when needed, making the meeting flow naturally. Step 4: Closing the Meeting and Getting the Final Summary Before wrapping up, you can ask ChatGPT for a final recap. Say something like: 👉 "ChatGPT, please summarize today's meeting, including key takeaways, action items, and deadlines." 💡 Bonus Tip: If you want a written record, you can transcribe ChatGPT’s response using a note-taking app or manually write down the summary. Your Action Plan for Today Try this in your next meeting. Open ChatGPT voice mode and give it a simple instruction to listen silently and respond when asked. Use the example prompts. Start with summaries and time tracking before experimenting with more interactive moderation. Adjust based on your needs. If ChatGPT is too passive, give it more proactive instructions. If it talks too much, refine the prompts. By using ChatGPT as a meeting moderator, you can make discussions more structured, avoid wasted time, and ensure clear takeaways without extra effort. In the next episode, we’ll explore how to track meeting effectiveness and decision-making patterns using AI. Stay tuned.

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• How to Automate Action Item Tracking and Follow-Ups After Meetings #S14E5

  This is Season 14 Episode 5: How to Automate Action Item Tracking and Follow-Ups After Meetings Many meetings generate great ideas and decisions, but if there’s no clear follow-up process, those ideas often never turn into action. Without a system to track who is responsible for what and how tasks are progressing, accountability gets lost and the same topics keep reappearing in meetings. In this episode, we will fix that by automating action item tracking and follow-ups using AI. By the end of this episode, you will have a simple system for making sure every task assigned in a meeting gets done—without requiring manual follow-ups. Why Action Item Tracking is Crucial In many businesses, decisions made in meetings don’t always turn into actions because: There’s no structured way to assign tasks. People forget or misunderstand their responsibilities. There’s no follow-up to check if tasks are completed. If every meeting results in clear assigned action items with deadlines and reminders, you create a culture of accountability. This reduces the need for unnecessary follow-up meetings and ensures that discussions lead to results. How AI Can Automate Action Item Tracking AI can take notes during the meeting, identify key decisions, extract action items, assign them to the right people, and track progress. Instead of relying on someone manually writing minutes, AI can do it instantly and distribute it automatically. Here’s how AI helps: First, AI transcribes the meeting in real time and identifies action items. It can recognize sentences like “I will take care of that” or “We need to check this for next time” and turn them into actionable tasks. Second, AI assigns tasks to the correct people. If someone mentions they’ll handle something, AI tracks that responsibility and records it. Third, AI sends automated reminders and follow-ups. If a task has a deadline, AI can notify the person responsible and check for progress updates. How to Start Automating Action Item Tracking Now let’s go step by step. Here’s the easiest way to start tracking meeting action items with AI, followed by a more advanced approach. The Easy Way: Using ChatGPT for Action Item Summaries If you’re just starting, you don’t need complex automation. Simply record your meeting or take rough notes and use ChatGPT to summarize the action items. After the meeting, copy and paste key discussion points into ChatGPT. Use a structured prompt like: "Summarize this meeting and list all action items with responsible people and deadlines. Keep it clear and structured." Send the summary manually via email or Slack. This is a low-effort solution that already ensures tasks are tracked properly. A More Advanced Approach: AI-Integrated Task Tracking If you want more automation, you can integrate AI with task management tools like Trello, Asana, or ClickUp. Use an AI meeting transcription tool like Otter.ai or Fireflies.ai to automatically capture action items. Connect the transcription tool to a task manager using Zapier. Set up automatic task creation so that action items from meetings appear as tasks in your project management tool. Enable automatic reminders so the assignee gets notifications before deadlines. This method ensures that tasks never get forgotten, and AI follows up without human intervention. Your Action Plan for Today To start automating action item tracking, follow these steps: First, pick the easiest option. If you’re new to this, start by summarizing meetings with ChatGPT and manually sending the action items. Second, if you want more automation, try an AI transcription tool. Record a meeting, get an AI-generated task list, and integrate it with a task manager. Third, ensure that follow-ups happen. Even with automation, someone should check that important tasks are progressing. By implementing these steps, you will eliminate the need for endless follow-ups, ensure tasks are completed on time, and make your meetings result in real action. In the next episode, we will explore how AI can act as a meeting moderator to keep conversations on track and prevent unnecessary discussions. Stay tuned.

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• Using AI-Powered Meeting Transcriptions to Capture Key Insights #S14E4

  This is Season 14, Episode 4 of the ChatGPT Masterclass. In the last episode, we explored how AI-generated pre-meeting briefs can make sure everyone walks into a meeting already prepared. Now, we shift to what happens during the meeting—how to capture the important insights, action items, and decisions using AI-powered transcription. Most teams still rely on manual note-taking, which is inconsistent, incomplete, and often gets lost. With AI, you can generate structured meeting notes in real time, without interrupting the discussion or missing anything important. By the end of this episode, you’ll know how to use ChatGPT’s voice mode to transcribe your meetings, extract decisions, capture action items, and summarize follow-ups automatically. Step 1. Use ChatGPT Voice Mode to Record the Meeting To start, open the ChatGPT mobile app and activate voice mode by tapping the headphone icon. Select advanced voice mode and place your phone on the table or in front of your computer if it’s a virtual meeting. Then, say: ChatGPT. We are about to begin a strategy meeting. Please listen silently and do not speak unless we ask you. Your role is to record the conversation, capture key insights, decisions, and action items. At the end of the meeting, we will ask you to provide a structured summary. This gives AI a clear task and ensures it captures the full context. Step 2. Prompt AI to Generate the Transcription and Summary Once the meeting is over, simply say: ChatGPT. Please summarize the meeting. Include the main topics discussed, key insights shared, decisions made, and action items with responsible persons and deadlines. If needed, you can ask for additional formats. For example: ChatGPT. Can you structure the summary as an email to send to all participants? Or ChatGPT. Please break this down into sections: discussion topics, key decisions, action items, and unresolved issues. This gives you a ready-to-use summary without manual effort. Step 3. Save and Organize the Meeting Transcript Once the transcription and summary are ready, copy and paste them into a document, Notion page, or shared Google Drive folder. Use clear filenames like Strategy Meeting August Twenty First. You can also create a shared folder labeled Meeting Archive, organized by project or department. For example, you might have: Marketing meetings Product development strategy Quarterly leadership syncs This archive makes it easy to find and revisit discussions without rehashing them in future meetings. Step 4. Extract and Share Action Items Separately After the summary, ask: ChatGPT. Please list all action items with names, deadlines, and dependencies. Format it so I can copy it directly into our task management system. Then you can manually enter the tasks into Asana, Trello, Notion, or any platform you use. For a slightly more automated option, you can also use tools like Zapier to move this data between ChatGPT and your task tracker—but even the copy-paste version saves a huge amount of time. Pro Tips and Common Mistakes Pro tip. Always clarify at the beginning of the meeting what ChatGPT is expected to do. Otherwise, it may try to respond during the discussion. Common mistake. Forgetting to review and edit the AI-generated summary. While the transcript is often good, it may mislabel speakers or miss subtle points. Skim and correct key names and phrases before sharing. Practical Takeaway Here’s your action plan for today. One. Use ChatGPT voice mode in your next strategy meeting with a clear instruction to silently transcribe and summarize. Two. After the meeting, ask for a structured summary and a separate action item list. Three. Paste both into your shared meeting archive and task management tool. By doing this, you’ll never lose important insights again, and your meetings will produce structured outcomes every time. In the next episode, we’ll talk about how to automate follow-ups and action tracking using AI. See you then.

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• How AI Can Generate Instant Pre-Meeting Briefs for Attendees #S14E3

  This is Season 14 Episode 3: How AI Can Generate Instant Pre-Meeting Briefs for Attendees One of the biggest reasons strategy meetings are inefficient is that attendees come unprepared. They spend the first part of the meeting trying to recall what was discussed previously, looking for key details, or catching up on background information. This leads to slow decision-making, repeated discussions, and wasted time. In this episode, we will fix this issue using AI. You will learn how to generate instant pre-meeting briefs that ensure every attendee arrives fully prepared. By the end of this episode, you will have a system for automating meeting briefings with AI, so your meetings start with clear context and ready-to-go discussions. Why Pre-Meeting Briefs Matter Most meetings begin with recaps and clarifications because attendees have not reviewed past discussions. Even when notes are available, people often don’t take the time to read them. Without the right information, discussions become repetitive, and key details get lost. A pre-meeting brief solves this problem by summarizing what attendees need to know in a short, digestible format. Instead of wasting time reviewing documents manually, AI can generate a structured, easy-to-read briefing that attendees can check before the meeting. How AI Can Automate Pre-Meeting Briefs AI can instantly generate a meeting brief by analyzing past discussions, extracting key points, and organizing information in a clear format. Instead of spending time manually creating a summary, AI can do it in seconds. Here’s how AI helps: First, AI scans past meeting notes and transcripts to identify key takeaways. If there are ongoing discussions, AI highlights what was decided and what still needs attention. Second, AI summarizes action items and progress updates. Attendees can quickly see what was completed and what is still pending. Third, AI customizes the briefing for different attendees. If some team members need high-level insights and others need detailed updates, AI can generate different versions of the briefing based on the role of each person. How to Start Using AI for Pre-Meeting Briefs Now let’s get practical. Here are three steps to start generating AI-powered pre-meeting briefs today. Step one: Gather past meeting notes and discussion points. If you don’t already have a system for tracking meetings, start using AI-powered transcription tools to automatically capture and summarize discussions. If you have existing meeting notes, upload them to ChatGPT and ask, “Summarize key takeaways and action items from these meetings.” Step two: Generate an AI-powered pre-meeting brief. Use a structured prompt like: "Based on these past meeting notes, generate a concise pre-meeting brief. Include key takeaways, unfinished discussions, and action items. Keep it short and clear for quick review." This will create a focused briefing that ensures attendees only see the most relevant information. Step three: Automate brief distribution. Once AI generates the pre-meeting brief, set up an automation to send it via email, Slack, or your project management tool before the meeting. Tools like Zapier can help automate this step, making sure everyone gets the briefing on time. Your Action Plan for Today To start using AI for pre-meeting briefs, follow these steps. First, collect past meeting notes or transcripts and use AI to extract key takeaways. Second, generate a structured briefing using AI prompts, making sure that only relevant details are included. Third, automate distribution so that attendees receive the briefing before the meeting starts. By doing this, you will eliminate time-wasting recaps, ensure everyone arrives prepared, and make meetings faster and more efficient. In the next episode, we will look at how AI-powered meeting transcriptions can capture key insights and action items in real time, without manual note-taking. Stay tuned, and let’s make your meetings more productive.

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