Faculty meetings are essential for collaborative decision-making and staying updated on institutional developments. However, they can be lengthy and sometimes inefficient.
Integrating AI in the summarization of faculty meetings can be a game-changer, ensuring that key points are captured and made accessible promptly.
In this piece, we’ll delve into how ChatGPT can be employed to create concise summaries of faculty meetings from transcribed text or meeting notes. 📝
🚩 Key Advantages of AI-Driven Summaries
- Time-Saver – ChatGPT can swiftly generate summaries, freeing up time for other tasks
- Accurate Record-keeping – Maintain a clear, concise record of discussions and decisions
- Ease of Access – Quick reference to past meetings enhances follow-up and accountability
✅ Step-by-Step Guide
Follow these steps to leverage ChatGPT for summarizing faculty meetings:
1. Obtain a Transcription or Use Meeting Notes
If a transcription service (Otter.ai, Fireflies.ai, Google Meet, or Zoom) is used for the meeting, great! If no transcriptions are available, simply use the meeting notes you have on hand.
2. Review the Transcription or Meeting Notes
- Check for accuracy and clarity
- Confirm the inclusion of key decisions and discussion points
- For data privacy, create a legend of the names involved. Replace with placeholders. For example:Legend:
- Dr. A: Chair of the Meeting/Head of the Faculty
- Prof. B: Senior Faculty Member Proposing New Grading Policy
- Dr. C: Head of the Science Department
- Mr. D: Head of the Arts Department
- Ms. E: Coordinator of Upcoming Events
3. Generate Initial Summary
Try this prompt:
“Based on the transcribed text or meeting notes, please provide a summarized version highlighting the key decisions, updates, and upcoming events discussed during the meeting.”
Here’s another way of doing it—
Sample prompt: ”I have these meeting notes from our last faculty meeting discussing the new grading policy, departmental updates, and upcoming events [insert notes here]. Please help in creating a structured summary and suggest next steps based on the discussions.”
View the full conversation here (← click!)
4. Refine the Summary
- Ensure all crucial points are covered
- Adjust the tone to match the institution’s communication style
- For data privacy measures, replace all the name placeholders on Word, Docs, or Pages:
- Copy-paste the summary on a new document
- Add the legend with names to avoid confusion. For example:
- Dr. A: Dr. Sarah Miller (Chair) – Chair of the Meeting/Head of the Faculty
- Prof. B: Prof. John Adams – Senior Faculty Member Proposing New Grading Policy
- Dr. C: Dr. Emily Thompson – Head of the Science Department
- Mr. D: Mr. Mark Robinson – Head of the Arts Department
- Ms. E: Ms. Linda Green – Coordinator of Upcoming Events
- Use the Find & Replace function. Replace all the placeholders
💡 Tips for Effective Summarization
- Provide Clear Instructions – Specify the level of detail and format you desire
- Verify Information – Cross-check the summary for accuracy and completeness
- Utilize Keywords – Help ChatGPT identify key topics by providing a list of relevant terms
🏁 Reaching the Finish Line Faster
With the help of AI, creating a structured summary and suggesting possible next steps can be done faster. This provides a clear path for action and ensures collaborative efforts towards achieving the set goals.