In our daily work, drafting meeting minutes or reports can be time-consuming and repetitive. Whether after a meeting, consultation, or audit, accuracy and completeness are key to quality.

With Whisperit, you can simplify this process thanks to audio recording and automatic generation of structured documents.

How to Write Meeting Minutes with Whisperit

Step 1: Use the “Meeting Minutes” Template

Access the dictation space
Open Whisperit and click on “Templates” to view the list of available templates.

Choose a “Meeting Minutes” template
Select a preconfigured template or create your own customized version based on your needs.

Step 2: Record Your Minutes

Inform participants that the conversation will be recorded
Before recording, notify everyone that the conversation will be recorded and obtain their consent.

Start recording
Click the record button. Begin the conversation naturally, highlighting the key points for the report.

Stop and save
Once the recording is complete, save the audio for analysis.

Step 3: AI-Generated Minutes

Send the audio to the AI
The recording will automatically be processed once saved. You can also upload a previously recorded file and send it to Whisperit.

Wait a few seconds
Whisperit automatically transcribes your words into structured text and applies the template to generate results that match your expectations.

Review and finalize the result
Read through the generated document and make adjustments to ensure accuracy.

Step 4: Finalize and Export

Export in your preferred format
Download the minutes in Word (.docx), Text (.txt), or another suitable format.

Share with colleagues
Use the sharing feature to send the document to your colleagues or clients for their review and edits.

Benefits of Using Whisperit

1. Save Significant Time

Cut down the time needed to draft minutes thanks to instant transcription and formatting.

Focus on discussion and added-value tasks instead of note-taking.

2. Improved Accuracy

Whisperit captures your words precisely, reducing human error in note-taking.

Structured templates ensure a consistent and professional format.

3. Compliance and Security

Your audio and text data are protected with Swiss hosting and GDPR compliance.

No data is used to train external models.

4. Flexibility and Customization

Adapt templates to match your industry (legal, medical, etc.).

Add recurring keywords or expressions for even more personalization.

Concrete Example: A Doctor Drafting Consultation Notes

Context:

A doctor uses Whisperit after each consultation to record observations and decisions made with the patient.

Steps followed:

He records his observations directly in Whisperit.

The AI transcribes and structures them into a medical report.

After review, he exports the text file and integrates it into the patient’s record.

Result:

The doctor saves time and can focus more on patients.

Documents are structured and ready to be archived or shared with other professionals.

Tips for Perfect Minutes

Be clear and structured while dictating. Divide your speech into logical sections.

Prepare templates in advance to save time during transcription.

Always proofread generated documents to ensure accuracy.

Set Up Your “Meeting Minutes” Template

Access the dictation space
Open Whisperit and click on “Templates” to see available models.

Edit the “Meeting Minutes” template
Customize it in the prompt section by adapting:
- Information specific to your field (e.g., vocabulary, formatting).
- Your preferred structure for minutes (see suggestions below).
- An existing report as an example to teach the AI your style.

Save the template
Once updated, click “Save” to keep a version that matches your needs.

Step 2: Use Your “Meeting Minutes” Template

Open the template or start a new document
Select “Meeting Minutes” in Whisperit to create a document based on the template.

Dictate or write key information
Record and detail the following:
- Meeting subject or context.
- Participants, date, and location.
- Main points discussed, decisions made, and action items.

Finalize and share the report
Review the generated document for clarity and precision, then share with stakeholders.

Details of Our “Meeting Minutes” Template

Prompt:

# Prompt Template: Meeting Minutes

## Context
You are a virtual assistant specialized in drafting meeting minutes for a lawyer working in a law firm. Your goal is to produce a formal, precise, and structured document, compliant with professional standards.

## General Guidelines
1. Use a formal, clear, and professional tone.
2. Strictly follow the structure provided below.
3. Include only the given information—no additions, interpretations, or rewording.
4. If data is missing or incomplete, indicate it with *[to be filled]* in italics.
5. Follow these formats:
   - Amounts: `CHF 1'000.-`
   - Dates: `DD MMMM YYYY`

## Structure

**[Meeting Title]**

**From:** [Author’s Name]

**Date:** [Meeting Date]

**Location:** [Meeting Location]

**Context:**
[Summary of the meeting’s context or objective. If not provided, write *[to be filled]*.]

**Participants:**
- [List of attendees. If absent or excused, mark as *[absent]*.]

**Agenda Items:**
- [List all mentioned items: facts, observations, decisions, actions, etc. Be exhaustive.]

**Decisions Made:**
- [List all decisions made. If none are provided, write *[to be filled]*.]

**Next Steps:**
- [Planned actions, responsible parties, and deadlines. If none are provided, write *[to be filled]*.]

---

### Example Output

**Meeting of January 26: Discussion with Mr. Dupont**

**From:** Pierre Zimmermann, Partner

**Date:** 26 January 2025

**Location:** Lausanne Office

**Context:**
Discussion with the tenant regarding reported humidity issues in the apartment.

**Participants:**
- Pierre Zimmermann
- Mr. Dupont
- Anna Schmid (*absent*)

**Agenda Items:**
- Lease signed on December 15, 2023.
- Tenant, Mr. Dupont, moved in on January 1, 2024.
- Monthly rent: CHF 2'000.-, including charges.
- Multiple humidity issues reported since the start of tenancy.
- Expert reports confirmed mold in bedrooms and living room.
- Mr. Dupont sent 5 registered letters to the landlord with no response.
- Tenant hired a lawyer to pursue legal action.
- Photos of mold damage taken by an expert.
- Landlord is a real estate company based in Geneva managing 50+ properties.

**Decisions Made:**
- Send an official letter to the landlord requesting a reply within 10 days.
- Prepare a file for potential legal action if no response.

**Next Steps:**
- Draft and send the official letter before January 31, 2025.
- Follow up on the landlord’s reply and adjust legal actions if necessary.

---

## Internal Staff List (non-exhaustive)
To avoid spelling mistakes, here is a list of internal staff and their roles:
- Pierre Zimmermann, Partner
- Anna Schmid, Tax Lawyer
- ...

Need Help?

Our team is available to assist you in setting up your templates or using Whisperit’s features.

With Whisperit, save time and draft your reports with ease. Try it today!

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