One meeting, several versions, one to-do list

Request: „Analyse the recording: executive brief and minutes for distribution, plus a one-pager and a mail draft.“

1. The transcript is matched against agenda, slides and the participant list
2. Each audience gets its own version: executive brief of at most 250 words with the result first, minutes, decision log or a learning digest for talks
3. Every decision and to-do carries a timestamp as evidence; anything unsupported is marked as uncertain
4. A distribution version without internal assessments and timestamps is produced as document, PDF and mail draft
5. All to-dos end up in one central list — what, who, by when — sorted by due date

In any organisation one set of notes has to serve every reader — board, team, participants — and the tasks from it scatter across mails and notes.

Reviewing the versions, approving distribution and sending it myself.

Several versions per meeting produced duplicate to-dos in the central list — now only to-dos from the main note count; a talk without decisions needed its own profile, the learning digest.

Any leader with committee, team and conference meetings. What works is the one list with name and date that can be handed on unchanged.

One meeting has many readers: the board wants three lines, the team wants minutes, the leader wants a task list. The AI produces every version from the same source, and every statement carries a timestamp so it can be checked in the transcript. A 70-minute keynote was matched against almost 90 slides and condensed into a two-page one-pager; a two-day off-site yielded a good 20 to-dos with name and date, plus minutes and a detailed analysis for almost 30 participants. On one day, around 45 open to-dos from three meetings sat in a single list sorted by due date. What works is that one list, handed on unchanged.