Smarter Week

How to automate it

How to automate “write minutes for site and owner meetings”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

40 min
typically, once a week
70%
of the time can be automated
Easy
to set up

Fix 1 of 2

AIBest fix

Record the site meeting and have AI write the minutes

Record the OAC or coordination meeting on your phone (with everyone's okay), and AI turns the transcript into minutes with action items, owners and dates in your usual format.

Typically saves about 60% of the time10 min to set up
  1. 1Tell attendees you are recording for the minutes.
  2. 2Record on your phone or use the meeting tool's notetaker.
  3. 3Paste the transcript and last meeting's minutes into an approved AI assistant with the prompt below.
  4. 4Check names and dates, then send.
Prompt to copy
Write meeting minutes for [PROJECT] in the same format as last time's minutes below. Carry forward open items and mark which were closed. For each new item give: item number, description, owner, due date. Keep it factual and short. Do not invent decisions.

Last minutes: [PASTE]

Transcript: [PASTE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Otter, Plaud or your phone's recorder

Fix 2 of 2

AI

Let an AI notetaker write the notes and the recap

A notetaker records the meeting, writes the summary and action items, and you send the recap in one click.

Typically saves about 75% of the time15 min to set up
  1. 1Check which notetaker your company allows: Copilot in Teams, Zoom AI Companion, Google Meet "Take notes for me", Otter, Fireflies or Granola.
  2. 2Turn it on for your recurring meetings and tell attendees it is on.
  3. 3After the meeting, review the action items and fix names or owners.
  4. 4Send the recap straight from the tool, or paste it into email or chat.

Tools: Copilot in Microsoft Teams · Zoom AI Companion · Google Meet "Take notes for me" · Otter, Fireflies or Granola

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Construction project managerSite superintendent / foreman

HourLeak · the 8-minute work audit

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Other common tasks for Construction project managers