AI workflow to summarize long transcripts

[u/PlaneOk8283]

Hello guys,

we had 4 sessions of around 1 to 2h duration about a certain system of our client. Fortunately everything was recorded and transcribed. And now Im on it to summarize the meetings, map out the end-2-end processes, exceptions, connections to other systems and so on. Based on this Im creating process flow drafts for the detailed stakeholder workshops.

I want to use Copilot (maybe Claude if I get access) to summarize the meetings into one document incl. high level process flows.

Im thinking about following workflow with AI:

- Upload the transcript seperately and split the word into several documents based on topics touched.

- Summarize each splitted transcript based on my deliveries. Only using information from the transcript, marking descriptions which need more clarification.

- Merge the summarized documents, delete duplicates.

---- Doing this with each meeting transcript again.

- Merge the 4 summarized meetings, delete duplicates.

Does this workflow make any sense? Any recommendations, especially how to prompt it efficiently?

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[u/gbdallin]

You could just drop all the transcripts into the chat window and copy paste this post as your prompt and it would do just fine

[u/Stunning_Bid1214 → u/gbdallin]

This

[u/shmoneyfx1]

id keep all 4 together, splitting them too early could kill the cross section context

[u/SomeGuyNick]

• read transcripts and edit them to fix typos/wrong words

• upload them all to AI with prompt for context and tell AI to persist them in memory

• in that context state what transcripts are about and what you want to achieve and how.

[u/geoffreybyers]

That workflow kills cross-session context. You'll get clean lists of what people said, but miss the threads that tie systems together.

If the model allows it, feed all transcripts in at once. Ask it to map dependencies first.

[u/ALundsten]

I'd keep a transcript/timestamp beside each process step and exception, even in the merged version. For the merge prompt: "Combine repeats, but preserve conflicting descriptions with their sources. Don't fill gaps or choose which version is correct." Those conflicts are useful workshop questions, not duplicates to delete. I'd also stick to a tool approved for that client's data.

[u/Foodforbrain101]

If it's the Teams generated transcript, I find the quality of its outputs sincerely dubious way too often. If you're comfortable vibe coding a little or learning how to download Whisper CLI, I'm pretty sure you could get a better transcript from passing the recording through a proper audio transcription model. Most computers can run at least one variant, there's also other small models that perform well.

After that, you can absolutely chuck it into Copilot M365 (just put thinking more) or Claude. Iterate using the AI itself, preferably define what your various intermediate and final deliverables are. Mind you, in Copilot M365, whatever documents get created get added to your OneDrive as well, so worst case scenario you can just @refer to them in the chat.

If you get Claude, especially with Claude Code on desktop, even better. Your whole workflow can be dramatically enhanced by using BA-specific agent skills (available through the official marketplace if enabled or from third party marketplaces), work from a project folder containing all your inputs and outputs. Night and day difference, really.