It’s 12PM on Monday.

It’s your first day back after New Year, and you’ve just about cleared your inbox.

Then, your phone buzzes:

"Just reminding you about that working capital analysis we discussed the end of last year. Can you send it over to me tonight?"

Now you are panicking.

What working capital analysis?

You look at your notes, your to-do list and your e-mails.

Nothing.

But you were in that meeting. You were engaged, and you even asked questions. But, you forget to write down that you were supposed to deliver something really important.

Now you're staying late (again) trying to remember the conversation. But, there is a good chance that you will look unprepared.

This is not the first time this has happened.

Today, I will show you how this will be the last time you miss something.

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Let AI be your scribe

Here’s the secret.

I let AI handle the documentation. It will

• Transcribe everything that was said
• Identify who said what
• Extract action items with assigned owners
• Link each task back to the exact moment in the conversation when it was discussed
• Organize it all into a structured recap you can review in 2 minutes

After the meeting, you get a summary of: what was discussed, what was decided, and who's doing what by when.

This means you do not have to guess. There are no more questions like: "I think someone was supposed to follow up on that.".

Plus, no more looking incompetent because you missed a commitment.

And even better, you can truly focus on being involved in the meeting (without having to remember anything)

Here’s an example.
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Real life example

David Fortin is a Copilot trainer, and one of our AI Finance Club Experts.

I interviewed him recently (you can watch the YouTube video here).

He runs client meetings all day.

He used to take detailed notes in every meeting. Now he doesn't take any.

Here's what happened in a recent meeting with his assistant, Grana. They discussed three things:

1. Updating YouTube video descriptions with SEO keywords
2. Reviewing a course outline
3. Preparing an Excel file for auditors

David participated normally. Asked questions. Made decisions. Didn't write anything down.

After the meeting, AI gave him this:

Action Items:

• Course outline review → Assigned to Grana
• SEO keywords for YouTube → Assigned to Grana
• Auditor analysis Excel file → Assigned to David (by the 28th)

Every action item had a timestamp. If David wanted to verify what was actually said, he could click and jump straight to that moment in the recording.

Here's what David told me:

"I use this all the time now because I can focus on my meetings instead of notes. I give a lot of Copilot trainings. I need to listen to my clients. And I've got a lot of clients. So sometimes I don't remember - was it 30 employees? Did they have a Copilot license? Now I don't have to remember. AI remembers for me."

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Step by Step AI Meeting Setup

I'll walk you through the Microsoft Copilot approach first (since that's what most finance teams are using).
If you don't use Copilot, I will also show you the alternatives right after this ;)

Microsoft Copilot in Teams

What you need:

• Microsoft 365 Copilot license (paid version - this is not included in regular Microsoft 365)
• Microsoft Teams
• Permission to record meetings in your organization

If you're not sure whether you have the Copilot license, check with your IT team. Some companies have it but haven't given it to everyone yet.

Step 1: Start Your Meeting with Recording Enabled

Before your meeting starts (or right at the beginning), click the three dots menu in Teams and select "Record and transcribe."

Make sure to check for permission first.

Everyone in the meeting will get notified that recording is on. This is required for Copilot to work.

Step 2: Participate Normally

Close your notes app. Actually listen and engage.

Copilot is capturing everything in the background. You don't need to do anything apart from concentrate and participate fully.

Step 3: Access the Recap After the Meeting

Once the meeting ends, go back to the meeting in Teams. You'll see a "Recap" tab at the top.

Click it.

Copilot shows you:

• AI Summary - What was discussed in the meeting (organized by topic)
• Follow-up Tasks - Action items with assigned owners and timestamps
• Full Transcript - Everything that was said, searchable, with timestamps

If you want to verify something, click on the timestamp next to any action item. It'll jump you straight to that moment in the recording.

Pro Tip - Copy the transcript into Copilot chat (or any other AI tool you are using) and ask it more questions.

Ask it about blind spots, about different perspectives, or better ways of doing this.

You will be surprised how much knowledge is trapped in a transcript.

Step 4: Add the meeting recap to OneNote (Optional but Recommended)

If you want to keep all your meeting notes organized in one place:

1. Open the OneNote page where you keep your notes
2. Use Meeting Details and select the correct meeting from your calendar
3. After the meeting, use Refresh (in the Meeting Details pane) to pull in the latest content

Intelligent recap is available as part of Teams Premium, an add-on license that provides additional features to make Teams meetings more personalized, intelligent, and secure.

What it gives: meeting info + content from Teams’ intelligent meeting recap, including AI-generated meeting notes, AI-suggested tasks, and documents shared during the meeting.

David does this for every client meeting. One page per client in OneNote. Every meeting recap gets added automatically. When a client calls asking "What did we discuss last month?", he's got it instantly.

Step 5: Add a task list to a meeting (Optional)

If you use Microsoft To-Do or Outlook Tasks:

1. You can add a task list to a meeting in Teams or Outlook for the web:
   • Teams: open Calendar on the left, then click New meeting (top right)
   • Outlook for the web: click the Calendar icon on the left, then choose New event
2. Scroll toward the bottom of the meeting form and select Add an agenda others can edit
3. After it loads, you’ll see sections for Agenda, Meeting notes, and Follow-up tasks
   • Open Follow-up tasks and enter your action items (task title), assign an owner, and set due dates.
4. Fill in any other meeting details you need, then click Save.

Now your action items flow directly into your task management system without having to manually copy.
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Alternative Tools (If You Don't Use Microsoft)

You don't need Copilot to do this. Here are other options that work across different platforms.

Google Gemini (For Google Meet Users)

If you use Google Meet, Gemini can generate meeting notes and action items similar to Copilot. It's integrated directly into Google Workspace.

To enable it during a call:

1. Start a Google Meet call
2. Click "Take notes with Gemini" (the pen at the top right of your screen)
3. Click "Start taking notes"

Gemini will capture the meeting and create a summary document in Google Docs, identifying action items and key discussion points automatically. It will also create and link to the full transcript as well.

Plus, hosts can configure "Take notes with Gemini" in Google Calendar to start automatically when a meeting begins (check your plan to see whether you have this capability).

1. When you create a meeting in Google Calendar, click Video call options.
2. Go to Meeting records.
3. Select Take notes with Gemini.

Not using Microsoft 365 or Google Workspace?

Zoom has its own AI Notes. And you can even use ChatGPT Desktop to record and transcribe now too (just make sure it’s ChatGPT Business or Enterprise)

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The one thing to remember:

Not using AI to record and transcribe your meetings in 2026 is like using a calculator when you have Excel.

You will be seen as ‘old school’ - I feel really strongly about this.

This is not just about never forgetting something important. It's about being the best that you can be.

You'll be more than just prepared, you'll be powerfully productive.

So, after your next meeting, take the transcript. Feed it back into AI. Ask it what insights you missed. What follow-up questions you should be asking. Have it draft your summary email. Spot the blind spots nobody else mentioned. Use it to train a GPT.

Use it as a 2nd brain, so you can keep your own brain sharp.

Do this, and within one month, you'll be on your way to becoming the most organised finance pro of 2026.

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Best,

Your AI Finance Expert,

Nicolas

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P.S. - What did you think of this approach? Hit reply and let me know if you're planning to try this for your team (I read all replies).

P.P.S. - If you want to watch my full video on the BEST way to use Copilot as a Finance Pro in 2026 - Click here now.