How to Generate an Annual Meeting Summary with Batch Process and AI Chat
Turn a year's worth of meeting recordings into a single, comprehensive annual summaryâall processed locally on your computer. This guide walks you through using Batch Process to transcribe and summarize all your meetings at once, then using AI Chat to generate an annual overview from those summaries.
Overview
The workflow combines two features of Offline Transcriber: Batch Process handles the heavy lifting of transcribing and summarizing every meeting recording in one go, and AI Chat synthesizes those individual summaries into a meaningful annual report.
Transcribe & summarize all meetings
Individual .txt summaries
Generate annual summary
What You'll Need
Your meeting recordings (audio or video files) collected in a folder on your computer. Offline Transcriber supports common formats including MP3, MP4, WAV, M4A, FLAC, and more. No internet connection is requiredâeverything runs locally on your device.
Step 1: Configure Batch Process Settings
Before adding your files, configure Batch Process to automatically export a summary for each recording.
- Go to Settings â Batch Process.
- Check the Auto Export Summary option.
- Choose TXT as the export format.
- Optionally, specify a folder where you'd like all summary files saved. This keeps your summaries organized in one place for easy access later.
Step 2: Add Your Meeting Recordings
Open the Batch Process feature and add your meeting recordings. You have two options:
- Add individual files: Select specific meeting recordings you want to include.
- Add a folder: Point to the folder that contains all your meeting recordings. Offline Transcriber will automatically pick up all supported audio and video files in that folder.
Adding an entire folder is the fastest approach when you've kept all your meeting recordings in one location throughout the year.
Step 3: Run Batch Process
Start the batch process. Offline Transcriber will work through each recordingâtranscribing the audio and generating a summary for every file. Depending on the number of recordings and your hardware, this may take some time. You can leave it running in the background.
Once complete, you'll find individual summary text files in your specified output folder, one for each meeting recording.
Step 4: Generate the Annual Summary with AI Chat
Now that you have individual summaries for every meeting, use AI Chat to bring them all together into a single annual report.
- Open the AI Chat feature in Offline Transcriber.
- Attach or paste your meeting summary files into the chat.
- Give the AI a prompt describing what you want. For example:
"Based on these meeting summaries from 2025, generate an annual summary that highlights key decisions, recurring topics, major milestones, action items, and overall themes." - Review the generated annual summary. You can ask follow-up questions to refine or expand specific sections.
Example Prompts for AI Chat
Here are some prompts you can use or adapt when generating your annual summary:
- "Summarize these meeting notes into an annual report. Group findings by theme and highlight the top 5 decisions made this year."
- "Identify recurring topics across all meetings and rank them by frequency. Include notable action items and their outcomes."
- "Create a timeline of major milestones and decisions from these meeting summaries."
- "Generate an executive summary suitable for sharing with leadership, covering key achievements, challenges, and goals discussed across all meetings."
Frequently Asked Questions
Batch Process supports all common audio and video formats including MP3, MP4, WAV, M4A, FLAC, OGG, WMA, AVI, MOV, MKV, and more. If your meeting was recorded in any standard format, it should work.
Processing time depends on the total length of your recordings and your hardware specifications. As a rough guide, a machine with a modern GPU can process audio significantly faster than real-time. A full year of weekly one-hour meetings (~52 hours) might take a few hours to process. You can leave it running overnight or while you work on other tasks.
Break them into smaller groupsâby quarter, by project, or by team. Generate a summary for each group first, then combine those group summaries into a final annual overview. This two-step approach often produces better results because the AI can focus on each period in more detail.
No. Both Batch Process and AI Chat run entirely on your local machine. Your meeting recordings, transcripts, summaries, and the annual report all stay on your computer. Nothing is uploaded to any server.
Absolutely. The same approach works for any time period. Simply add the recordings from the relevant period to Batch Process, generate summaries, and use AI Chat to compile them. Doing this quarterly can make your year-end annual summary even easier.