For Business Analyst / Process Improvement Analysts ·
What you'll accomplish
By the end of this guide, you'll have Otter.ai set up to automatically join your Teams or Zoom stakeholder meetings, transcribe every word, and generate a summary with action items — so you can fully participate in workshops instead of furiously taking notes. Your post-meeting documentation time drops from 60–90 minutes to under 10.
What you'll need
What you should see: Your Otter dashboard with a "My Conversations" section. Troubleshooting: If sign-in with work email is blocked by your organization's SSO, use your personal email for a trial first.
What you should see: Your upcoming meetings appear in Otter's calendar view within 1–2 minutes.
What you should see: A green checkmark confirming OtterPilot is enabled. Troubleshooting: If your organization's meeting host settings block external bots, you can manually start recording in Otter during a meeting instead.
For a test, find an upcoming meeting in Otter's calendar view. Click on it and toggle "OtterPilot will join this meeting" if you want to control it per-meeting.
What you should see: A timestamped transcript, 5–8 bullet summary, and a list of action items with speaker attribution.
After copying transcript text to ChatGPT or Claude, use these:
Convert transcript to requirements:
Extract all business requirements from this meeting transcript. Format as numbered functional requirements with clear, testable language. [Paste transcript section]
Extract open questions:
List all questions that were raised but NOT answered in this meeting transcript. Include who asked and what context prompted the question. [Paste transcript]
Generate stakeholder summary:
From this transcript, summarize each stakeholder's main concerns and priorities in 2 bullets per person. [Paste transcript]
Identify decisions vs. open items:
From this transcript, create two lists: (1) Decisions Made with rationale, and (2) Open Questions still requiring answers. [Paste transcript]