Most owners already bring Vocci into their meetings. They get the notes afterward, skim them, and that is it. That is useful, and it leaves most of the value on the table. Episode 1 of our webinar series takes one meeting and follows it all the way through: what to set up before it starts, what to do in the five minutes after it ends, and how it keeps paying off weeks later. Siyuan, who leads software and AI at Vocci, hosts. The three scheduled-task prompts from the episode are at the bottom of this post, ready to copy.
Key Takeaways
- Before the meeting: set your transcription language and add the names your team uses to Custom Vocabulary. It takes two minutes and improves every transcript.
- Right after: ask one specific question instead of asking for a summary. The answer shows which meeting it came from, so you can check it.
- For the meetings that matter: have Claude or ChatGPT read the full transcript, every page, before it answers.
- Across meetings: name the person, give a time range, ask for sources. "What did I promise that I haven't done yet?" is the safety net.
- Every week: let a scheduled task do the reading. Three prompts below.
Chapters: 0:00 Welcome, 0:28 Before, 1:30 Right after, 2:19 Big meetings, 2:56 Follow-up, 3:44 Across meetings, 4:58 On its own, 5:28 Recap.
Before the meeting: two settings
Transcription language. By default Vocci is set to multi-language, which is right if people in your meetings switch between languages. If your meetings are usually in one language, pick that language in the app. Vocci then knows exactly what to listen for and the transcript comes out more accurate. If a meeting already came out in the wrong language, open it, tap the three dots, tap Re-transcribe and choose the right one.
Custom Vocabulary. Think about the names and words that come up all the time: your clients, your colleagues, your product names, the acronyms your team uses. Add them in the app and Vocci spells them the way you do. In Siyuan's demo account that is Acme Health, Okta and BAA.
Right after: ask one specific thing
The meeting just ended, and this is the moment most people close the app. Instead, open the meeting and tap Ask about this session at the bottom.
The one tip: ask about one specific thing. Not "summarize this meeting," you already have notes for that. Ask the question that is actually on your mind. "What did we decide about pricing?" "What did Jordan push back on?" Or Siyuan's favorite right after a call: "What did I commit to?"
You get a short, clear answer, and it shows you which meeting it came from, so you can always go back and check. If you have met the same people more than once, add a second meeting to the question and ask "What changed since last time?" You walk into the next meeting already prepared.
For the big meetings: a second pair of eyes
Some meetings matter more: a negotiation, a job interview, a strategy session. For those, bring in Claude or ChatGPT. Once they are connected to Vocci, say:
Read the full transcript of today's Acme meeting, every page, before you answer.
"Every page" is the important part. It makes sure the model reads the whole meeting start to finish before it gives you anything. Then ask the hard questions. Where did they hesitate? Which of their concerns haven't we answered yet? What does our proposal really need to cover?
The follow-up, the to-dos and the team
The follow-up email. Everyone needs to send it and somehow it slips to the next day. Ask Vocci: "Draft a follow-up to Jordan with what we agreed." The draft appears in the chat as a card. Read it, change what you want, and tap send when it looks right. It goes out from your own Gmail, and nothing is sent until you say so.
The to-dos. Every action item from the meeting shows up in your to-do list, each one linked to the moment it was said. Siyuan sorts them in two swipes: if it is something Vocci can do, like writing a draft or looking something up, he hands it over. If it needs him, like a phone call or a decision, he keeps it.
For your team. Your notes are written for you, but your manager may want a one-page summary and your team may want a list of decisions. Ask, and Vocci turns the meeting into a PDF, a Word document or slides. One beta user had a staff meeting and a brainstorm as two separate notes; one request merged them into a single clean document. If your team lives in Notion or Slack, send the recap straight there.
Across meetings: questions no single meeting can answer
Vocci remembers all of your meetings, so you can ask things that span them. Three tips for good answers:
- Name the person or the project.
- Give it a time range.
- Ask which meetings the answer came from.
For example: "What has Acme asked for in every call since the pilot started?" Or: "When did we change our minds on pricing?" And one of our favorites, from an owner: "What did I promise that I haven't done yet?" Ask it to check later meetings and leave out anything already done. A quick look at that list is a safety net for every promise you made.
Let it run on its own
In Claude or ChatGPT you can set up a scheduled task that reads your meetings for you. Our owners already run a few: a daily brief every weekday morning with yesterday's action items and decisions, a list of open follow-ups so nothing falls through the cracks, and Siyuan's favorite, a Friday team update that pretty much writes itself.
Set these up as scheduled tasks in Claude or ChatGPT with the Vocci connector. Replace your name with your own. Vocci's connection is read-only, so a scheduled task can read your notes but cannot change them.
Prompt 1: Daily brief (weekdays, morning)
Use the Vocci connector (read-only) for all source material. Never ask me to paste anything.
1. Find the conversations from the last 24 hours (since the previous business day). Keep the scope tight.
2. From their notes and transcripts, produce:
- Action items and commitments, most time-sensitive first, each with an owner and due date if one was said
- Decisions made
- What we discussed: 3–6 bullets
3. For every action item and decision, name the conversation it came from (title and date) so I can check it.
Title it "Daily Brief — *date*". Lead with action items, then decisions, then the discussion summary. No preamble. If there are no conversations, say so in one line. Don't invent anything.
Prompt 2: Open follow-ups (weekdays, morning)
Use the Vocci connector (read-only) for all source material. Never ask me to paste anything.
1. Look at my conversations from the last 2–3 weeks and pull out commitments and action items I made, or that were assigned to me.
2. For each one, check later conversations and notes to see whether it was already done or followed up. Only report items that still look open.
3. Group them by person or topic.
4. For each open item, name the conversation it came from (title and date) and roughly when it was raised.
Output a tight, grouped checklist, ordered by how stale or overdue each item looks. No preamble. If nothing is open, say "No open follow-ups found". Don't invent anything.
Prompt 3: Friday team update (Fridays, end of day)
Use the Vocci connector to find every conversation from the last 7 days. Read their notes and transcripts. Leave out anything personal that isn't about work.
Produce two things:
1. A one-page summary: decisions made this week; blockers and risks; action items, each with an owner and a due date if one was mentioned; open questions.
2. A short draft email to my team that covers the same points in plain language, ready for me to review before sending.
For every decision and action item, say which conversation it came from. Only use what was actually said; if something is unclear, mark it "to confirm". If there were no conversations this week, say so in one line.
Recap
Before the meeting, set your language and add your words. Right after, ask specific questions, send the follow-up and sort your to-dos. For the meetings that really matter, have Claude or ChatGPT read every page. Across meetings, name the person, give a time range and ask for sources. And every week, let a scheduled task do the reading for you.
Missed the first episode? Episode 0 is the seven-minute map of everything Vocci does. Next time we step outside the meeting room: when to let Vocci listen, and when to talk to it directly. Questions go in the YouTube comments or our Discord, and the best ones get answered at the top of the next episode.
Frequently asked questions
Where do I find Custom Vocabulary and the transcription language?
Both are in the Vocci app under Settings. The transcription language is in Session Settings, and Custom Vocabulary is in the same area. Re-transcribe is in the three-dot menu of any individual meeting.
Do the scheduled-task prompts work in ChatGPT and Claude?
Yes. Both support scheduled tasks and both connect to Vocci. Add the Vocci connector first, then create the task and paste the prompt. Setup steps are on Connect Vocci to your AI.
Can a scheduled task change or delete my notes?
No. Vocci's AI connection is read-only. Your AI can search and open your conversations but cannot create, edit, delete or export anything.
Does the follow-up email send automatically?
No. Vocci drafts it as a card in the chat. You read it, edit it, and tap send. It goes from your own Gmail, and nothing is sent until you say so.
Sources
- Vocci, "Get Far More Out of Every Meeting | Vocci Webinar Ep1," video and description, youtube.com.
- Vocci, "Connect Vocci to an AI app," vocci.ai/pages/connect-your-ai, retrieved 2026-11-06.