Turn meeting notes into action items people can actually finish

Tell participants that you are recording and follow the consent rules that apply to your conversation. Keep the purpose narrow: a record of decisions and next actions, not a replacement for listening.

In Noddis, open Voice Notes from Pages & Tools, choose Record Meeting, and allow microphone access in a supported browser. Confirm recognized words appear before relying on the recording. The microphone hears the audio available to it; Noddis does not automatically join the meeting or capture a call’s system audio.

A decision records a choice: “Use direction B for the launch page.” An action records work: “Prepare direction B for client review.” A question records something still unresolved: “Who can approve the revised budget?” Combining them into one paragraph makes it easy to mistake an open question for an agreement.

For each action, check the verb, the result, the responsible person, and the date. If nobody agreed on the owner or timing, keep it unassigned or explicitly unresolved rather than inventing an answer.

1. Check project and person names, especially similar-sounding names.
2. Check dates and relative phrases such as “next Friday.”
3. Check negations: “do not publish” must not become “publish.”
4. Separate an idea someone suggested from a decision the group accepted.
5. Remove duplicate action items and verify the intended project.

Use the full transcript as a reference, but remember speech recognition itself can be wrong. Confirm ambiguous statements with the participants. Do not treat a confident summary as evidence that an uncertain sentence was agreed.

Stop and save notes to process the transcript. A successful save creates a meeting note with the transcript, summary, decisions, action items, and follow-ups returned by the service. Open the saved note in Meeting Notes to inspect them.

The displayed meeting action items are proposals in the note, not proof that project tasks were created. Review them, then create the agreed tasks in the appropriate project. If saving fails, keep the transcript open and retry rather than assuming it was stored.

Brain Dump is a different Voice Notes flow: successful parsing can save routed projects and tasks automatically. Review those saved results immediately. Do not assume it has the same proposal-only behavior as Meeting Notes.

Discussion: “We probably need better examples on the services page. Maya can check the shortlist, and perhaps we can decide on Thursday.”

Safe action: “Ask Maya to review the case-study shortlist and confirm the decision date.”

Unsafe assumption: “Publish three new case studies by Thursday.” The meeting did not establish that deliverable, approval, or deadline.

Close the loop with a short recap: decisions made, agreed actions, and unresolved questions. The recap gives participants a chance to correct the record before the work begins.