Otter.AI Media Intelligence Checklist

Phase 1

Create an Otter.AI calendar entry or import the agenda so the assistant joins automatically.
Confirm recording permissions with attendees and drop the Otter.AI shared link in the meeting invite.
Assign tags for topic, project, and owner in Airtable so the transcript routes correctly after capture.

Phase 2

Join the session via Otter.AI and verify live transcription quality within the first two minutes.
Bookmark key moments in real time (questions, decisions, quotes) to speed up the post-call review.
Export raw audio to the "Source Audio" Google Drive folder when video clips or reels will be produced.

Phase 3

Within 12 hours, correct speaker labels, jargon, and timestamps inside Otter.AI.
Highlight action items, blockers, and quotable insights using Otter.AI comments.
Export the cleaned transcript to Google Docs or Markdown for archival.

Phase 4

Send the transcript through a GPT summary agent to produce executive notes, newsletter bullets, and FAQ drafts.
Publish the summary, highlights, and transcript link to Notion/Coda with backlinks to related projects.
Create derivative tasks in Airtable for social posts, blog outlines, or sales enablement based on the highlights.

Phase 5

Notify stakeholders in Slack with the summary link and top three takeaways.
Log distribution performance (opens, clicks, reuse) inside Airtable after two weeks.
Archive transcript assets with consistent naming conventions so future assistants can locate them fast.

Reminder: flag any sensitive topics in the summary handoff so human review happens before external reuse.

Need the other loops? Grab the publishing checklist and the OfferUp checklist.