Using ChatGPT Voice Mode as a Meeting Moderator #S14E6

This is Season 14 Episode 6: Using ChatGPT Voice Mode as a Meeting Moderator

Meetings often run longer than planned, get sidetracked, or leave participants unclear on key takeaways. In this episode, we’ll focus on how to use the advanced ChatGPT voice mode as a meeting moderator to keep discussions efficient, ensure action points are captured, and provide real-time summaries.

We’ll go step by step on how to activate ChatGPT voice mode, what prompts to use, and how to structure the AI’s role in your meeting. By the end of this episode, you’ll have a clear, practical method to improve your meetings with AI assistance.

Why Use ChatGPT as a Meeting Moderator?

ChatGPT can help meetings stay focused, structured, and productive by:

• Timing discussions to prevent any single topic from dragging on.
• Tracking key decisions and action items without requiring manual note-taking.
• Helping keep the discussion on-topic by gently reminding the team when conversations drift.
• Providing instant summaries so no one needs to manually recap the meeting.

AI moderation doesn’t replace human leadership—it simply helps facilitate discussions, ensuring they stay efficient and aligned with the agenda.

Step-by-Step Guide to Using ChatGPT Voice Mode in Meetings

Let’s walk through exactly how to set this up and what prompts to use.

Step 1: Activate ChatGPT Voice Mode

1. Open the ChatGPT mobile app on your phone.
2. Tap the headphone icon to enable voice mode.
3. Select the advanced voice option for real-time interaction.

💡 Tip: Place your phone in the center of the table or connect it to a Bluetooth speaker so everyone in the meeting can hear it clearly.

Step 2: Set Up the AI’s Role in the Meeting

Before the meeting starts, you need to give ChatGPT clear instructions so it knows how to behave.

You can say something like this:

"ChatGPT, we are about to start a meeting. We want you to listen, but please do not say anything until we ask you. We will give you specific commands such as: 'ChatGPT, summarize the discussion so far' or 'ChatGPT, what were the key decisions and deadlines?'"

💡 Alternative Setup:
If you want ChatGPT to be more proactive, you can modify the instructions like this:

"ChatGPT, we have five agenda points. Each should take five minutes. Please track the time and notify us if we exceed the limit. If we go off-topic, remind us gently that we are discussing something outside the agenda."

Step 3: Interacting with ChatGPT During the Meeting

Once the meeting starts, you can use voice prompts to ask ChatGPT for assistance.

Here are some practical prompts:

1. For a real-time summary:
   👉 "ChatGPT, can you summarize what has been discussed so far?"
2. For action items and responsibilities:
   👉 "ChatGPT, what are the task items, who is responsible, and what are the deadlines?"
3. For time management:
   👉 "ChatGPT, please track our discussion time for each agenda point. Let us know if we exceed five minutes on any topic."
4. For keeping discussions on-topic:
   👉 "ChatGPT, if we go off-topic, remind us that this was not part of our planned agenda."
5. For final decisions and next steps:
   👉 "ChatGPT, can you summarize the key decisions we made and the next steps?"

These prompts ensure that ChatGPT stays in the background and only speaks when needed, making the meeting flow naturally.

Step 4: Closing the Meeting and Getting the Final Summary

Before wrapping up, you can ask ChatGPT for a final recap.

Say something like:

👉 "ChatGPT, please summarize today's meeting, including key takeaways, action items, and deadlines."

💡 Bonus Tip: If you want a written record, you can transcribe ChatGPT’s response using a note-taking app or manually write down the summary.

Your Action Plan for Today

1. Try this in your next meeting. Open ChatGPT voice mode and give it a simple instruction to listen silently and respond when asked.
2. Use the example prompts. Start with summaries and time tracking before experimenting with more interactive moderation.
3. Adjust based on your needs. If ChatGPT is too passive, give it more proactive instructions. If it talks too much, refine the prompts.

By using ChatGPT as a meeting moderator, you can make discussions more structured, avoid wasted time, and ensure clear takeaways without extra effort.

In the next episode, we’ll explore how to track meeting effectiveness and decision-making patterns using AI. Stay tuned.

This is Season 14 Episode 6: Using ChatGPT Voice Mode as a Meeting Moderator

Meetings often run longer than planned, get sidetracked, or leave participants unclear on key takeaways. In this episode, we’ll focus on how to use the advanced ChatGPT voice mode as a meeting moderator to keep discussions efficient, ensure action points are captured, and provide real-time summaries.

We’ll go step by step on how to activate ChatGPT voice mode, what prompts to use, and how to structure the AI’s role in your meeting. By the end of this episode, you’ll have a clear, practical method to improve your meetings with AI assistance.

Why Use ChatGPT as a Meeting Moderator?

ChatGPT can help meetings stay focused, structured, and productive by:

• Timing discussions to prevent any single topic from dragging on.
• Tracking key decisions and action items without requiring manual note-taking.
• Helping keep the discussion on-topic by gently reminding the team when conversations drift.
• Providing instant summaries so no one needs to manually recap the meeting.

AI moderation doesn’t replace human leadership—it simply helps facilitate discussions, ensuring they stay efficient and aligned with the agenda.

Step-by-Step Guide to Using ChatGPT Voice Mode in Meetings

Let’s walk through exactly how to set this up and what prompts to use.

Step 1: Activate ChatGPT Voice Mode

1. Open the ChatGPT mobile app on your phone.
2. Tap the headphone icon to enable voice mode.
3. Select the advanced voice option for real-time interaction.

💡 Tip: Place your phone in the center of the table or connect it to a Bluetooth speaker so everyone in the meeting can hear it clearly.

Step 2: Set Up the AI’s Role in the Meeting

Before the meeting starts, you need to give ChatGPT clear instructions so it knows how to behave.

You can say something like this:

"ChatGPT, we are about to start a meeting. We want you to listen, but please do not say anything until we ask you. We will give you specific commands such as: 'ChatGPT, summarize the discussion so far' or 'ChatGPT, what were the key decisions and deadlines?'"

💡 Alternative Setup:
If you want ChatGPT to be more proactive, you can modify the instructions like this:

"ChatGPT, we have five agenda points. Each should take five minutes. Please track the time and notify us if we exceed the limit. If we go off-topic, remind us gently that we are discussing something outside the agenda."

Step 3: Interacting with ChatGPT During the Meeting

Once the meeting starts, you can use voice prompts to ask ChatGPT for assistance.

Here are some practical prompts:

1. For a real-time summary:
   👉 "ChatGPT, can you summarize what has been discussed so far?"
2. For action items and responsibilities:
   👉 "ChatGPT, what are the task items, who is responsible, and what are the deadlines?"
3. For time management:
   👉 "ChatGPT, please track our discussion time for each agenda point. Let us know if we exceed five minutes on any topic."
4. For keeping discussions on-topic:
   👉 "ChatGPT, if we go off-topic, remind us that this was not part of our planned agenda."
5. For final decisions and next steps:
   👉 "ChatGPT, can you summarize the key decisions we made and the next steps?"

These prompts ensure that ChatGPT stays in the background and only speaks when needed, making the meeting flow naturally.

Step 4: Closing the Meeting and Getting the Final Summary

Before wrapping up, you can ask ChatGPT for a final recap.

Say something like:

👉 "ChatGPT, please summarize today's meeting, including key takeaways, action items, and deadlines."

💡 Bonus Tip: If you want a written record, you can transcribe ChatGPT’s response using a note-taking app or manually write down the summary.

Your Action Plan for Today

1. Try this in your next meeting. Open ChatGPT voice mode and give it a simple instruction to listen silently and respond when asked.
2. Use the example prompts. Start with summaries and time tracking before experimenting with more interactive moderation.
3. Adjust based on your needs. If ChatGPT is too passive, give it more proactive instructions. If it talks too much, refine the prompts.

By using ChatGPT as a meeting moderator, you can make discussions more structured, avoid wasted time, and ensure clear takeaways without extra effort.

In the next episode, we’ll explore how to track meeting effectiveness and decision-making patterns using AI. Stay tuned.