From Meetings to Usable Knowledge Base Pages
Using transcripts, highlights, and follow-ups to make meetings worth more than just the moment.
We spend hours in meetings, but how much of that knowledge actually sticks around?
For most teams, the answer is: not much. Decisions get made, insights shared, context clarified — and then it all disappears into the digital void. A week later, someone says “Didn’t we already talk about this?” and the cycle starts again.
It doesn’t have to be this way.
By treating meetings as input for a shared knowledge layer, you can capture more than just attendance. You can collect real, reusable insights. This is where Content Collection comes in: not just publishing meeting notes, but transforming the raw signal of conversation into lasting, structured knowledge.
Step 1: Start with the Transcript (Even If It's Messy)
Most video platforms — Zoom, Teams, Meet — now support recording and transcription. Turn that on by default.
But don’t stop at saving the file. Transcripts are the raw material. They let you:
- Search for past quotes or decisions
- Clarify who said what
- Reuse phrasing, context, and insight without rewatching hours of video
Even if the transcript isn’t perfect, it gives you a foundation to work from.
Step 2: Highlight the Good Stuff
Most meetings are 70% filler and 30% gold. Your job is to tag the gold.
Use AI-powered meeting assistants like Fathom, Otter.ai, Fireflies, and other note-taking AI tools to highlight and comment in real-time. These tools are designed for capturing decisions, surfacing insights, and assigning follow-ups automatically.
At the end of the meeting, you should have 3 to 5 highlights that reflect:
- Decisions made
- Questions asked
- Insights surfaced
- Follow-ups assigned
Step 3: Convert Into Usable Knowledge
Raw notes don’t scale. Turn your meeting content into assets others can use.
That might look like:
- A bullet list in your team wiki
- A short paragraph for a status report
- A decision log in your PM tool
- A snippet in onboarding materials
- A reusable quote in a client pitch
You’re not just documenting the meeting. You’re building the content layer that powers other systems.
Step 4: Make It Easy to Find
Don’t bury meeting notes in shared drives with cryptic names.
Use simple naming and tagging:
- Title + Date + Project (e.g., “UX Review 2025-06-15 - Onboarding”)
- Tags by topic, team, client, or action (e.g., #UIfeedback, #needsfollowup)
Better yet, link meeting insights directly in the places people will need them:
- Inside Jira tickets
- In CRM notes
- Next to design files or code comments
Findability is what makes the work pay off.
Step 5: Review, Reuse, and Repeat
Every few weeks, look back through your captured content:
- Can anything be turned into a template?
- Are there patterns in what people ask?
- Can past insight speed up current work?
That’s how a shared knowledge layer becomes self-reinforcing. The more you collect, the more valuable it becomes.
Don’t Waste Everyone’s Time
We already invest the time to meet. Make sure you get clear tasks out of the effort.
Treat meetings not as endpoints, but as beginnings of documentation, clarity, and operational memory. The more you collect, the less you’ll need to repeat.