Businesses rely on meetings for communication, decision-making, and collaboration. However, much of the valuable information discussed in meetings often gets lost or forgotten.

Converting meetings into structured tutorials ensures that knowledge is preserved and easily accessible for businesses and teams when they require a well-documented record of key discussions, decisions, and insights.

In this guide, we will walk through the entire process of converting call recordings from Zoom, Google Meet, or Microsoft Teams into step-by-step tutorials using Otter.AI (Free) and Notion AI (Paid).

By the end, you will have a step-by-step workflow that turns meeting transcripts into structured tutorials for documentation or content creation.

Let’s get started!

How to record a meeting

Before you begin, you need to record your meetings. The process of recording varies depending on the platform you are using.

To record a meeting on Zoom, open Zoom and start your meeting. Click the record button at the bottom of the screen. Choose whether you want to record to the cloud or your local computer. Once the meeting ends, Zoom will process the recording and save it in MP4 format. You can access your recorded meetings in the Zoom cloud or your local storage.

If you are using Google Meet, start a Google Meet session. Click on the three dots tab in the bottom right corner. Select Manage Recording and confirm your choice. Google Meet will automatically stop recording when the meeting ends, and the file will be saved to Google Drive. You can navigate to your Google Drive recordings folder to access and download your file.

For Microsoft Teams, join or start a meeting. Click on More Actions (three dots) in the meeting toolbar and select Start Recording. When the meeting is over, stop the recording, and it will be saved to Microsoft Stream or OneDrive. You can share the recording with your team directly from Microsoft Stream or download it for future use.

It is important to save your recordings in MP4 format for the best compatibility with transcription tools like Otter.AI.

Transcribe the recordings using Otter.ai

Since Notion AI does not support direct audio transcription, you will need to use Otter.AI to convert the recordings into text. Otter.AI is an AI-powered transcription tool that automatically generates transcripts from audio and video files.

The Otter.AI free plan offers 300 minutes of transcription per month and allows integrations with Zoom, Google Meet, and Microsoft Teams for live transcription. Additionally, Otter.AI provides speaker identification and keyword highlights, making it easy to search for specific information within transcripts.

Once you sign in to your Otter.AI account, locate the Import and Record buttons in the top right corner of the dashboard. These options allow you to either record a new meeting or upload a previously recorded file.

Upload and generate a transcript

Once you are logged into Otter.AI, the process of generating a transcript is straightforward. Click on Import in the top right corner of the dashboard. Select your MP4 recording and upload it to the platform. Otter.AI will begin processing the file and generating a transcript. Depending on the length of the recording, this process may take a few minutes.

After transcription is complete, click on Go to Transcript (located on the upper right)(see screenshot above for reference) to review and edit it for accuracy. Reviewing the transcript is essential, as AI-generated transcriptions may include minor errors.

If you want to improve transcript accuracy, make sure to correct any technical terms. Properly label speakers to ensure clarity, and remove unnecessary filler words such as "um" and "uh" to create a more polished document. Adding punctuation where necessary will improve readability, and highlighting key sections will make it easier to reference important points later.

Copy and paste the transcript into Notion

Once you have reviewed and edited the transcript in Otter.AI, you will need to transfer it into Notion for further processing. Open Notion and ensure you have an active Notion AI subscription. Notion AI is a premium feature that enables AI-powered content generation, summarization, and formatting within Notion. 

If you are unsure whether you have access to Notion AI, check the upper left corner of your Notion dashboard, where the Notion AI option should be mentioned.

Copy the transcript from Otter.AI, paste the transcript into the document, and organize the text into clear sections to improve readability before using Notion AI.

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Use a structured prompt in Notion AI

To transform your transcript into a well-structured tutorial, use Notion AI's content generation capabilities. Paste the transcript into the Notion AI prompt section and provide a structured command. For example, you can use the following prompt :

"Convert the meeting transcript into a step-by-step tutorial, making it easy to read."

Review and publish the tutorial

Notion AI will analyze the transcript and generate a structured document. To refine the results, you can experiment with different prompt variations. 

You might ask Notion AI to summarize key points and create a tutorial with actionable steps, generate a structured training guide based on the transcript, or convert the transcript into a detailed lesson plan. Notion AI can also generate FAQs or an educational guide from the transcript, making it even more useful for documentation.

Once Notion AI has generated the tutorial, take some time to review and refine it. Ensure that all steps are clearly outlined and logically structured. Make necessary edits for accuracy, and consider adding images or screenshots to enhance understanding.

Including additional insights or notes will add more value to the tutorial. Once you are satisfied with the final document, save it and share it with your team as needed.

Wrapping up

In this guide, you have learned how to convert call recordings into structured tutorials using Notion AI and Otter.AI. The process includes recording a meeting, transcribing it, and leveraging Notion AI to create professional documentation. By following these steps, you can efficiently generate training materials, document meetings, and create valuable content that can be used for knowledge sharing.

After creating multiple tutorials, you can use Notion to organize them into a structured knowledge base. A well-structured Notion workspace can help streamline training, improve efficiency, and make information more accessible.

Consider creating a dashboard that contains all your tutorials, categorized by topic, department, or audience. Using Notion’s database feature can help you link relevant tutorials and create a fully searchable training library.

Notion’s ability to create interlinked content makes it a powerful tool for long-term knowledge management. By integrating it with other tools such as Slack, Google Drive, or Trello, you can improve collaboration and ensure that valuable insights from meetings are never lost.

By properly organizing your tutorials in Notion, you ensure that knowledge remains accessible and actionable.

Happy Documenting!

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