Build an AI Meeting Assistant to Automate Your Notes

Introduction

In today's fast-paced digital world, managing meeting notes can be a cumbersome task, especially for individuals who frequently engage in virtual meetings like those on Zoom. Fortunately, you can harness the power of automation to streamline this process. In this article, we will explore how to create a custom AI meeting assistant using Make.com that automatically generates and sends meeting notes via email immediately after a Zoom meeting is completed. This AI solution combines Zoom, Google Drive, CloudConvert, and OpenAI's transcription capabilities to deliver concise and professional summaries of your meetings.

Step-by-Step Guide

1. Setting Up the Trigger

Begin by setting up a trigger in Make.com to watch for Zoom recordings. Create a new webhook and name it "Custom AI Note Taker". Establish a connection to your Zoom account and select the event "Recording Completed". This trigger will initiate the automation once a meeting recording is finished.

2. Downloading the Zoom Recording

Next, configure the task to download the completed Zoom recording. Use the “Download Cloud Recording” feature, inputting the download URL from the recording files' download token. Name the file appropriately, such as using a specific topic from the meeting.

3. Uploading to Google Drive

After downloading the recording, the next step is to upload it to Google Drive. Choose the folder where you wish to store the recordings, such as a dedicated folder for meeting notes. Set the filename to include ".MP4" to indicate the format.

4. Converting to MP3

Now, it's time to convert the MP4 recording into MP3 format to prepare for transcription. Utilize CloudConvert for this process. Specify the input format as MP4 and the output format as MP3. Make sure to name the converted file with the ".MP3" extension.

5. Transcribing the Recording

Once the file is converted, proceed to the transcription step using OpenAI's Whisper API. The prompt for this step is simply to "transcribe the audio recording". The output can be formatted in JSON.

6. Creating Meeting Summary

With the transcript in hand, it's time to generate a comprehensive summary. Set up a prompt for the OpenAI model, instructing it to summarize the meeting transcript. Specify any elements you want included, such as action items or key discussion points, and instruct the AI to use professional language while maintaining neutrality.

7. Saving to Google Docs

Create a new Google Doc to store the generated meeting notes. Name the document appropriately (including the date for easy reference) and insert the summary content obtained from the AI output. Choose the folder in which the Google Doc will be saved.

8. Sending Notes via Email

Finally, automate the process of sending the meeting summary via email. Input your email address as the recipient and set a clear subject line that also includes the date. The content of the email will contain a link to the Google Doc where the meeting notes are stored.

9. Testing the Automation

To confirm that everything is working seamlessly, conduct a test meeting on Zoom. Start recording and once completed, trigger the automation in Make.com to watch it execute from downloading the recording to emailing you the notes. You should receive a well-structured summary in your inbox almost immediately.

By following the above steps, you can create a fully operational AI meeting assistant that allows you to focus on your discussions without worrying about taking notes.

Keyword

• AI Meeting Assistant
• Automation
• Zoom
• Google Drive
• CloudConvert
• OpenAI Whisper
• Meeting Notes
• Summarization

FAQ

Q1: What tools do I need to set up an AI meeting assistant?
A1: You will need an account on Zoom, Google Drive, Make.com, CloudConvert, and access to the OpenAI API.

Q2: Does this AI assistant work in real time?
A2: No, the automation starts after the Zoom meeting ends and the recording is processed.

Q3: Can I customize the summary that the AI generates?
A3: Yes, you can provide specific prompts and guidelines for the AI to follow when creating the summary.

Q4: How fast do I receive the meeting notes?
A4: The meeting notes are typically sent to your email almost immediately after the meeting ends and the automation is triggered.

Q5: Is there a cost associated with using these tools?
A5: Some tools, like OpenAI, and CloudConvert may have associated usage costs. Check their websites for their pricing details.