Hey Project 900 people! Let’s be honest: meetings can be a drag. We’ve all been in those endless loops of “who’s doing what” and “what did we even decide last week?” Recently, I stumbled onto something with AI that has transformed my meetings—and I want to share it with you.
Here’s the magic:
Step 1: Better Meeting Recaps
First up, after your meeting, grab the transcript—maybe from your favorite AI tool. Now, I’ll be honest, most of those AI-generated recaps are… fine. But we’re aiming for better than fine, right? So, I run that transcript through ChatGPT (or Gemini, if I’m feeling spicy), using a prompt that pulls out all the key pieces:
Who was there
What projects were discussed
The big discussion points
Action items by person
Open questions
Key insights and decisions
It’s like having a project manager in your back pocket. Super helpful, with less sarcasm (unless you add that to your prompt, which would be awesome).
Step 2: Prep for the Next Meeting With Context
Here’s where it really gets fun. Before your next meeting, feed the last agenda and the meeting recap into your AI buddy. Then, ask it to ask you for an update on your action items and all open question. After you answer a few quick questions, you’ll get a clean list of what’s done, what’s still hanging out there.
From there, the your AI ninja can create a meeting agenda to share your completed items, but also mix in the items with an unknown status, to be discussed. The meeting agenda actually takes into context your last meeting, and what has been done between then and now. I know, magic, right?
Why It’s So Powerful
This whole process? It takes maybe 10–15 minutes, tops. But it brings clarity and accountability to your meetings that feels like magic (I know I keep saying that). Instead of spending half the meeting recapping last week, you can dive right into the work that matters.
Want to See It in Action?
This is just one of the things I’m sharing in Project 900—my mission to help 900 nonprofits (and counting!) harness the power of AI for real, practical gain in their organization. If you think your team would love this, or you know a nonprofit that could use a boost, send them over to project900.com. Let’s grow together.
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