Transcribe and analyze team meetings with multimodal AI

Context

A principal, assistant principal, or instructional leader at a K-12 school who participates in weekly or biweekly staff meetings — instructional leadership team, professional learning community, school improvement committee, coordinator meeting — and needs to convert a meeting recording or auto-generated transcript into structured executive minutes with decisions, owners, and deadlines. The workflow happens right after the meeting ends: upload the audio or video file, or paste the auto-transcript generated by the platform (Zoom, Teams, or Google Meet), and get in minutes the document that normally takes one to two hours to draft by hand.

Originally written for Chilean classrooms. References to "CPA" (comunidad de práctica, the standard Chilean PLC format), DAEM/SLEP district structures, Bases Curriculares, and Ley 19.628 privacy law apply specifically to the Chilean system. The meeting-analysis approach translates directly to any school context.

Paste first

Before opening the model, have ready:

• The auto-generated transcript from the meeting (from Zoom, Microsoft Teams, Google Meet, or copied from a transcription app like Whisper) or the audio/video file if the model you are using accepts media files directly (Claude with file mode, Gemini)
• The meeting type and its purpose (instructional leadership team, professional learning community, school improvement committee, etc.)
• The roles of participants, without surnames if you prefer
• The date and approximate duration

Privacy rule: Do not paste identifiable student data — names, student IDs, special education diagnoses, individual grades, or psychoeducational reports — even if they appeared in the original transcript. Replace student names with initials and diagnoses with generic descriptors before pasting the text. Also avoid pasting active disciplinary situations involving named staff members.

Act as a school leadership management assistant specialized in meeting synthesis.

I am going to share with you the transcript of a team meeting held at my school. Your task is to analyze the text and deliver a structured executive summary that allows me to follow up immediately without having to re-read the full transcript.

**Meeting details:**
- Meeting type: {{meeting_type, e.g. "monthly instructional leadership team", "professional learning community", "curriculum coordination", "school improvement committee"}}
- School and district: {{school, e.g. "Lincoln Elementary School, Springfield Unified School District"}}
- Date and approximate duration: {{date_duration, e.g. "November 6, 2026, 75 minutes"}}
- Participants present (by role, without surnames): {{participants, e.g. "principal, instructional coach, three ELA teachers, school counselor"}}

**Meeting transcript:**
---
{{paste here the full transcript generated by the video conferencing platform or transcription app, with no identifiable student data}}
---

With this transcript, please provide:

1. **Executive summary** (maximum 5 sentences): what was discussed, what was decided, and what remained unresolved.
2. **Commitments table**: for each agreement or assigned task, include (a) the commitment in one sentence, (b) the responsible party by role, (c) the deadline if one was explicitly mentioned, and (d) whether it requires follow-up at the next meeting.
3. **Alerts and tensions**: flag topics that generated disagreement, remained unresolved, or that involve decisions I need to make before the next session.
4. **Three concrete next steps** I can take this week to move the agreements forward, in order of urgency.

If the transcript has obvious speech-recognition errors or illegible sections, flag them before delivering the minutes.

Do not invent agreements or owners that are not explicit or clearly implied in the text.

Expected output

Real example (trimmed):

Preliminary note: Two inconsistencies before sharing the minutes: "Wednesday the 12th" falls on a Thursday, and "November 15th" is a Sunday. Please confirm the actual deadlines.

Executive summary: The meeting covered three topics: progress on the 10th-grade math improvement plans (the afternoon-session plan was returned due to missing indicators in the algebra strand); results from the October practice assessment (+12 points vs. August; reading comprehension in math contexts remains the weak area); and submission of class sections to the district for the management report. Operational decision: a micro-workshop on Tuesday the 10th at 3:00 pm.

Commitments (excerpt):

Commitment Owner Deadline Revise 10th-grade afternoon algebra plan (missing indicators) Afternoon session teacher Thursday the 12th Run practice-assessment reading comprehension micro-workshop Morning session teacher Tuesday the 10th, 3:00 pm

Key alert: The deadline for the district report was left ambiguous. If it is Tuesday the 10th, the urgency was not communicated in the meeting; confirm before Monday.

Watch out for

• Most auto-transcription platforms do not reliably distinguish speakers: basic Zoom and Google Meet without Workspace do not label voices by participant. If your transcript has no speaker labels, the model may assign a commitment to the wrong role. Ask it to mark owners as "verify role" and check them yourself before distributing the minutes.
• Do not paste transcripts containing identifiable student data — names, student IDs, special education diagnoses, or individual grades — even if they appeared in the original meeting. Anonymize first: replace names with initials and diagnoses with functional descriptors like "student with reading comprehension difficulties."
• The model tends to soften disagreements: if someone said "I disagree but we'll do it anyway," that may be recorded as "it was agreed to do X." Always review the alerts section and cross-check it with your own memory of the meeting before sharing the minutes with the team.

Suggested iteration

If the commitments table is too long to scan at a glance: "Filter only the commitments with a deadline this week and those with no assigned owner. Show them in a shorter table with columns: commitment · owner · deadline · urgency (high/medium)."

If you want to send the minutes directly to the team: "Draft a version of the executive summary and commitments table in formal tone, suitable for sending by email to meeting participants. Include a header with meeting type, date, and participants."