AI assistant for meeting notes and automatic tasks in Trello and Asana

Introduction

In today’s world, where efficiency is key, more and more companies are turning to artificial intelligence (AI) to streamline their workflows. One such process is the automation of meeting notes and their conversion into specific tasks in tools such as Trello and Asana. This article will provide you with a practical step-by-step guide on how to create an AI assistant that can handle meeting transcription, summarization, and the subsequent conversion into tasks.

Project goal

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The goal of the project is to create a system that automatically transcribes meeting audio, summarizes key points, and generates tasks in Trello or Asana. This system should make project management easier and improve team communication by eliminating manual work when creating notes and assigning tasks.

Prerequisites

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• Basic knowledge of working with APIs and project management tools such as Trello and Asana.
• Access to AI services that offer transcription and text analysis, such as OpenAI or Google Cloud Speech-to-Text.
• A Trello or Asana account with permissions to create and edit tasks.

Implementation steps

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Step 1: Setting up audio transcription

What and why: The first step is to ensure that the AI can transcribe the meeting audio recording into text. This is the basic building block of the entire system.

How: Use a service such as Google Cloud Speech-to-Text. First, create an account on Google Cloud Platform and activate the speech transcription API.

{
  "audio": {
    "uri": "gs://bucket_name/audio_file.wav"
  },
  "config": {
    "languageCode": "en-US"
  }
}

Input: A WAV audio file stored in Google Cloud Storage.

Output: Transcribed text in JSON format.

Success metric: Transcription accuracy above 90%.

Step 2: Summarizing the transcribed text

What and why: After transcription, the text needs to be condensed into a summary containing the key points of the meeting.

How: Use the OpenAI GPT-3 API to generate a summary. Sign up on the OpenAI platform and obtain an API key.

{
  "prompt": "Summarize the following meeting transcript:",
  "text": "[transcribed text]",
  "max_tokens": 150
}

Input: The transcribed text from the previous step.

Output: A concise summary of the text.

Success metric: Contains all the main points of the meeting.

Step 3: Task identification

What and why: Specific tasks need to be extracted from the summary and transferred to Trello or Asana.

How: Use NLP (Natural Language Processing) techniques to identify tasks. You can use libraries such as spaCy or NLTK.

import spacy
nlp = spacy.load('en_core_web_sm')
doc = nlp("[summary]")
for ent in doc.ents:
    if ent.label_ == "TASK":
        print(ent.text)

Input: Text summary.

Output: A list of identified tasks.

Success metric: Task identification accuracy above 80%.

Step 4: Integration with Trello

What and why: Tasks need to be automatically transferred to Trello as cards.

How: Use the Trello API to create cards. First, create an API key and token in the Trello Developer Portal.

curl -X POST "https://api.trello.com/1/cards" 
-H "Content-Type: application/json" 
-d '{"name": "[task name]", "idList": "[ID seznamu]", "key": "[API klíč]", "token": "[API token]"}'

Input: A list of tasks and the list ID in Trello.

Output: New cards in Trello.

Success metric: All tasks are successfully transferred to Trello.

Step 5: Integration with Asana

What and why: Alternatively, you can transfer tasks to Asana.

How: Use the Asana API to create tasks. Obtain an API key from the Asana Developer Console.

curl -X POST "https://app.asana.com/api/1.0/tasks" 
-H "Authorization: Bearer [API klíč]" 
-d '{"name": "[task name]", "projects": "[ID projektu]"}'

Input: A list of tasks and the project ID in Asana.

Output: New tasks in Asana.

Success metric: All tasks are successfully transferred to Asana.

Step 6: Process automation

What and why: Ensure that the entire process runs automatically after each meeting.

How: Use tools such as Zapier or Integromat to automate the workflow. Set up a trigger for uploading a new audio file.

Input: A new audio file in the designated folder.

Output: Automatically created tasks in Trello or Asana.

Success metric: Automation runs without errors or delays.

Testing

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Before deploying to production, it is crucial to thoroughly test each step. Check transcription accuracy, summary quality, and the correctness of task identification. Test the integration with Trello and Asana using test data.

Deployment

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After successful testing, you can deploy the system to the production environment. Ensure that all API keys and tokens are securely stored and regularly updated.

Limitations

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AI systems are not perfect and may have problems transcribing poorly audible audio or identifying more complex tasks. Accuracy may vary depending on the quality of the input data.

FAQ

• What are the operating costs of such a system? Costs vary depending on the services used and the volume of data. Google Cloud and OpenAI have different pricing models.
• Is it possible to integrate the system with tools other than Trello and Asana? Yes, using APIs you can adapt the system for other tools as well.

Conclusion

Automating meeting transcriptions and converting them into tasks can significantly improve the efficiency of teamwork. With the use of AI and modern tools, this process can be simplified and accelerated. We hope this guide helps you create a functional system that makes your everyday work easier.

Recommended AI stack for implementation

Select tools according to your budget and level of automation. Below is a direct overview of services for implementing the project.

Recommended next step

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Links in the article

• NordVPN
• Semrush
• Make
• Hostinger
• Fiverr
• Adobe
• Canva
• Jasper

Sources of illustrative images

• Stock photo: source

The custom illustrative image was created using the OpenAI Images API.

Note: We use affiliate links for listed services. If you purchase through them, we may earn a commission at no extra cost to you.

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