Why this matters
An office move is a pile of small promises from different companies: the building manager has the keys and the elevator, the IT vendor has the internet and the phones, the mover needs paperwork, and the boss has to approve a letter to clients. They are all agreed on one call, and the office manager is the one who has to remember them.
If the recap is late or wrong, the elevator is not booked, the network drops go in the wrong place, or the phones are dead on Monday morning. The costly mistake is a date nobody actually said that ends up in the email as if it were agreed.
In this module you give ChatGPT the saved transcript of a planning call and ask for a short summary, the decisions, an action table with an owner and a due date, and the open questions. You check it, add the two dates nobody said, and turn it into a recap email to the building manager, the IT vendor and your boss.
What you’ll build
A recap of the Kestrel Benefits Group office-move planning call, a made-up company: a three-sentence summary, three decisions, six action items with an owner and due date, and two open questions.
Then a short, friendly recap email to everyone on the call with the decisions and next steps. The two dates nobody said out loud (the floor plan and the client letter draft) are filled in by you, not guessed by ChatGPT.
What you need
- Nothing to start the practiceChatGPT and Google Docs are practice copies. The transcript is already open in the doc.
- A ChatGPT account, to do it for realA free account at chatgpt.com works for practice. For real calls follow your company’s policy on AI tools.
- A transcript or typed notes of the callGoogle Meet, Zoom and Teams can save a transcript on some plans. If yours does not, type quick notes during the call. Leave out door codes, passwords and anything a vendor asked you to keep private.
- The requestThe download below has the exact request from the lesson and the sample transcript. Copy the request and change the company and names.
Concepts
3 ideas you’ll use in the practice.
Say what you want pulled out
A bare “summarize this” gives you a paragraph. Ask for the parts you actually use: a short summary, the decisions, an action table (task, owner, due date) and the open questions.
The same request works for every vendor call, so save it once and reuse it.
“Not stated” beats a guess
Tell ChatGPT to write Not stated when an owner or a date was never said. That turns a quiet guess into a visible gap you can fix in ten seconds.
With three companies involved, a guessed date can mean a crew showing up on the wrong day.
One recap, sent the same day
Send the recap to everyone on the call while the details are fresh. People correct a wrong date in minutes when they see it in writing.
Read the owners, dates and times yourself before you send. Your name is on it.
Practice
Do every step yourself in a practice copy of the real tool. It checks your work, and “Do it for me” finishes any step you get stuck on.
Do it for real
Now repeat it in your own account. Tick each step as you go.
Downloads
- Requests and sample transcript (.txt)The four requests from the lesson and the full made-up Kestrel transcript.
Quick check
3 questions to check you’ve got it.
1. Nobody said when the floor plan is due. What should the action table show?
- A date ChatGPT guesses
- Not stated, until you add the real date
- Leave the row out
Show the answer
Not stated, until you add the real date. Not stated makes the gap visible so you can fix it. A guessed date can mean a missed deadline.
2. The IT vendor needs the floor plan before the walls close. Why does that matter for the recap?
- It does not
- It is a real deadline, so the recap should show it and ask for an actual date
- It should be removed
Show the answer
It is a real deadline, so the recap should show it and ask for an actual date. A dependency with no date is exactly the kind of gap the recap should surface.
3. Who should the recap email go to?
- Only your boss
- Everyone who owns an action item on the call
- No one, keep it in the chat
Show the answer
Everyone who owns an action item on the call. People fix a wrong date fast when they see it in writing, so send it to everyone who owns a task.
SunSed: Build a Purchase Order Tracker App by Describing It
You turned a planning call into clear next steps. Next, SunSed shows how a small office can build its own purchase order tracker by describing it in plain words.
Start module 16 →