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:
RECORD: Capture audio and screen (with slides).
TRANSCRIBE: Use AI to generate notes from the audio and slides.
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.
| Step | Action | Tool(s) Needed | Key Points |
| 🛠️ 1. Preparation | Before 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. Record | Start a recording that captures both the conversation and the slides. | Microsoft Teams / Zoom | Use the built-in "Record" feature. Ensure your microphone is on and your screen is shared. |
| 💾 3. Save & Get File | Save the recording to a cloud location and get a shareable link. | OneDrive / Google Drive / Zoom Cloud | The recording will be processed automatically after the meeting ends. |
| 🗣️ 4. Transcribe | Use an AI tool to convert the audio into text and combine it with slide content. | Microsoft Copilot / Otter.ai / Google Gemini | Pro Tip: Paste the text from the slides into the AI prompt for highly accurate notes. |
| ✍️ 5. Review & Finalize | Edit the AI-generated notes for clarity, action items, and decisions. | Word / Google Docs | This is a crucial quality control step. The AI provides a draft; you provide the context. |
| 📥 6. Log in Odoo | Save the final notes to the correct company's contact record. | Odoo 18 Enterprise | Navigate 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
| Purpose | Recommended Tool | Why? |
| Recording | Microsoft Teams / Zoom | Standard corporate tools with excellent built-in recording and transcription features. |
| AI Transcription & Notes | Microsoft Copilot (with Teams Premium) | Seamlessly integrates if you use Teams. It can automatically identify speakers and generate summaries. |
| Otter.ai | A dedicated, powerful transcription service that handles multiple speakers very well. | |
| Google Gemini / ChatGPT | Excellent for the final "summarization" step, especially when you provide both the transcript and slide text. | |
| Final Logging | Odoo 18 Enterprise - Contacts | The system of record, ensuring all communication history is linked directly to the business partner. |
Implementation Advice:
Create a Standard Operating Procedure (SOP): Turn the 6-step guide above into a formal document.
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.
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?