Generative AI chatbots can help you quickly generate concise summaries of detailed reports or meeting minutes, making it easier to share key takeaways with others. Here’s how to use a chatbot to automate the summarization process.

Step 1: Prepare Your Report or Meeting Minutes

Start by gathering the full text of the report or meeting minutes you need to summarize. If the document is particularly long, focus on copying the most relevant sections to provide the chatbot with the necessary context.

Step 2: Input the Content into the Chatbot

Copy and paste the relevant sections of your report or meeting minutes directly into the chatbot. Clearly specify that you need a summary, and if there are specific points or sections you want emphasized, mention those as well.

Example Input:

Document Type: Quarterly financial report

Focus Areas: Revenue growth, major expenses, and profit margins

Request: "Please summarize the key points from this quarterly financial report, focusing on revenue growth, major expenses, and profit margins."

Step 3: Review and Refine the Summary

The chatbot will generate a summary based on the content you provided. Review the summary for accuracy and clarity. Make any necessary adjustments or ask the chatbot to refine certain parts if needed.

NOTE: When entering in things such as financial or private information, make sure to have consulted your supervisor and the AI review committee before proceeding.

Example Generated Summary:

"Q1 saw a 10% increase in revenue, driven primarily by product line X. Major expenses included a 15% rise in logistics costs and a 20% increase in marketing spend. Overall profit margins improved by 5% compared to the previous quarter."

Step 4: Finalize and Share

Once you’re satisfied with the summary, you can copy it into an email, report, or presentation to share with others. This quick and efficient method ensures that everyone receives the most important information in a clear and concise format.

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Created with assistance from ChatGPT.  (used to generate ideas and editing)
OpenAI. (2024). ChatGPT-4o (Aug 2024 version). [Large language model]. https://chat.openai.com/chat