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Efficient Notes Taking- Meeting & Training Documentation

Efficient Notes Taking- Meeting & Training Documentation

E-Learning Module: Efficient Meeting & Training Documentation

Module Objective: To train staff on a standardized process for capturing meetings/trainings and automatically logging structured notes in Odoo 18.

Core Workflow Summary:

  1. RECORD: Capture audio and screen (with slides).

  2. TRANSCRIBE: Use AI to generate notes from the audio and slides.

  3. LOG: Save the final notes to the relevant Contact in Odoo 18.

1. Step-by-Step Procedure

Here is the simple, step-by-step process for your staff to follow.

StepActionTool(s) NeededKey Points
🛠️ 1. PreparationBefore the meeting, ensure you have the right to record and inform participants.-Get verbal consent. Have the slide deck ready to share on screen.
🎥 2. RecordStart a recording that captures both the conversation and the slides.Microsoft Teams / ZoomUse the built-in "Record" feature. Ensure your microphone is on and your screen is shared.
💾 3. Save & Get FileSave the recording to a cloud location and get a shareable link.OneDrive / Google Drive / Zoom CloudThe recording will be processed automatically after the meeting ends.
🗣️ 4. TranscribeUse an AI tool to convert the audio into text and combine it with slide content.Microsoft Copilot / Otter.ai / Google GeminiPro Tip: Paste the text from the slides into the AI prompt for highly accurate notes.
✍️ 5. Review & FinalizeEdit the AI-generated notes for clarity, action items, and decisions.Word / Google DocsThis is a crucial quality control step. The AI provides a draft; you provide the context.
📥 6. Log in OdooSave the final notes to the correct company's contact record.Odoo 18 EnterpriseNavigate to the specific Contact (Supplier/Customer) and create a new note in the Chatter or dedicated notes field.

2. E-Learning Module Structure

This can be broken down into a short, multi-part course.

Module 1: Introduction & Why This Matters

  • Content: Benefits of the new process (saves time, ensures accuracy, creates a searchable knowledge base in Odoo).

  • Activity: A short quiz on the benefits.

Module 2: The Recording Phase (Step 1-3)

  • Content:

    • Video demo: How to record a meeting in Teams/Zoom with screen sharing.

    • Best practices for audio quality (using a microphone, minimizing background noise).

    • How to save the file and get a shareable link from OneDrive/Google Drive.

  • Activity: A simulated practice where learners must successfully share their screen and start a recording.

Module 3: The AI Transcription & Note-Taking Phase (Step 4-5)

  • Content:

    • Bilingual Focus: Demonstrate prompting the AI in both English and Myanmar.

      • Example Prompt (English): "Create a structured meeting summary from the following transcript and the provided slide text. Include: 1. Key Discussion Points, 2. Decisions Made, 3. Action Items (with owners), 4. Next Steps."

      • Example Prompt (Myanmar): "အောက်ပါ Transcript နှင့် Slide စာသားများကို အခြေခံ၍ အစည်းအဝေးအကျဉ်းချုပ်ရေးပေးပါ။ ၁။ အဓိက ဆွေးနွေးချက်များ၊ ၂။ ဆုံးဖြတ်ချက်များ၊ ၃။ လုပ်ဆောင်ရန်အချက်များ (တာဝန်ရှိသူနှင့်အတူ)၊ ၄။ နောက်လုပ်ရမည့်အဆင့်များ ပါဝင်ပါစေ။"

    • Video demo: Copying text from a PDF slide deck and using it with a transcript in an AI tool.

    • How to review and edit the AI's output for mistakes or missing context.

  • Activity: Learners are given a sample audio transcript and slide text. They must use a free AI tool to generate a summary and then edit it.

Module 4: The Odoo Logging Phase (Step 6)

  • Content:

    • Video demo: Navigating to a specific Customer/Supplier contact in Odoo 18.

    • How to create a new note or log in the "Chatter" (the timeline on the right) or a custom "Meetings" tab.

    • Best practice: Use a clear title (e.g., "Q4 Review Meeting - 26 Nov 2025") and paste the finalized notes.

  • Activity: A guided simulation within an Odoo test database where learners must find a contact and log a practice note.

Module 5: End-of-Course Assessment & Resources

  • Content:

    • Final Quiz: A combination of multiple-choice and "put-the-steps-in-order" questions.

    • Quick Reference Guide (Cheat Sheet): A one-page PDF summarizing all 6 steps and the example AI prompts in both languages.

    • Troubleshooting Guide: What to do if the AI fails, if the recording is corrupted, etc.

Suggested Tools & Workflow Integration

PurposeRecommended ToolWhy?
RecordingMicrosoft Teams / ZoomStandard corporate tools with excellent built-in recording and transcription features.
AI Transcription & NotesMicrosoft Copilot (with Teams Premium)Seamlessly integrates if you use Teams. It can automatically identify speakers and generate summaries.

Otter.aiA dedicated, powerful transcription service that handles multiple speakers very well.

Google Gemini / ChatGPTExcellent for the final "summarization" step, especially when you provide both the transcript and slide text.
Final LoggingOdoo 18 Enterprise - ContactsThe system of record, ensuring all communication history is linked directly to the business partner.

Implementation Advice:

  1. Create a Standard Operating Procedure (SOP): Turn the 6-step guide above into a formal document.

  2. Run a Pilot Program: Have a small team (e.g., the HR team itself) test the entire process and provide feedback before rolling it out company-wide.

  3. Provide Tool Access: Ensure all staff have access to and basic training on the chosen AI tool (e.g., a company Copilot or Otter.ai license).

This structured approach will make the training clear, actionable, and effective for your staff. Would you like me to draft the one-page Quick Reference Guide or the specific prompts for the AI tools?

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Last Update 2025 နို 26 ဗုဒ္ဓဟူး
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