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Use voice notes and recordings

Give Kaiya a meeting recording, interview recording or voice note. Kaiya can prepare meeting notes, actions, follow-up messages, transcripts and candidate evidence.

To save the notes against people, companies or assignments, see Log meetings and notes in Invenias.

Wrap up a meeting from a recording and notes​

Attach the recording and any notes taken during the meeting. Ask for the whole follow-up pack in one request:

Use the recording and my notes from today's Acme Robotics client call.

Prepare meeting notes with the decisions, open questions and actions. Include
agreed owners and due dates; mark any we did not agree. Keep caveats that
affect a decision. Flag conflicts with the current COO brief. Draft a follow-up
email that confirms what we agreed and the date of our next update.

Check the names, dates, commitments and action owners. Edit the draft message. Send it through your email or messaging service.

For a separate document, ask Kaiya to put the meeting notes in Word. Ask for the action list in chat.

Record a voice note in Kaiya​

In the Kaiya app for Teams:

  1. Select the microphone icon in the message box. Its label is Record audio.
  2. Record your note.
  3. Select the microphone again to stop the recording. Kaiya attaches the audio to your draft.
  4. Add your request.
  5. Select Send.

You can also select Send while recording. Kaiya stops the recording, attaches it and sends your message.

Use a voice note after a call when the decisions are still fresh:

Revise the Acme Robotics COO brief from this voice note. Keep the client's
fixed requirements, preferences and my assessment separate. Include any unresolved
conflicts with the current brief.

Kaiya can compare the note with earlier information in the conversation, check facts online and ask you to confirm a client decision.

Attach an existing audio or video recording​

  1. Select the paperclip beside the message box in Kaiya for Teams.
  2. Choose the recording.
  3. Add your request.
  4. Select Send.

Kaiya accepts common audio and video formats and can process recordings of up to about four hours. For a longer recording, split it into shorter files before you attach it.

Kaiya transcribes the audio track from a video but cannot see the video image. If a slide, whiteboard or screen matters, attach a screenshot as well.

Tell Kaiya the language and region when an accent, name or specialist term may be hard to hear.

Create meeting notes, actions and follow-up​

You do not need to ask for each item separately:

Prepare the notes and follow-up from the attached weekly assignment meeting.
Record the decisions, list actions by agreed owner and due date, and identify work
that could delay the Roadrunner COO shortlist. Draft a Teams message for the search
team and a client email for the Partner to review. Keep agreed commitments and
open decisions in both versions.

Tell Kaiya which version is internal and which version is for the client. Check that the client version contains no internal commentary.

Turn an interview into candidate evidence​

Use the attached COO interview recording to create notes against the Acme Robotics
scorecard. Separate what the candidate said from our assessment. Flag missing
evidence and any statement that needs checking.

Check quotations, figures and dates against the recording or transcript before you use them in an assessment.

Kaiya can search leading professional networking sites and other online sources to check claims from a recording. Add your notes and a CV, or ask Kaiya to check Invenias:

Create a Word candidate profile for Alex Morgan for the Acme Robotics COO
assignment. Use the interview recording, attached CV, Invenias record and the
online evidence in this conversation. Keep the facts, figures and caveats.
Mark any dates or claims that the evidence does not settle.

See Create candidate reports and profiles.

Find one point in a long recording​

Ask about the part you need instead of requesting a full summary:

In the attached client call, what did the client say about first-time COOs and
relocation? Quote the relevant part and name the speaker if the audio makes this
clear.

Request a transcript​

Transcribe the attached recording. Add speaker labels where the audio supports
them. Mark any name or phrase that you cannot hear clearly.

Kaiya can attach the transcript to the conversation. Open or download it from the message. If no file appears, ask Kaiya to create a Word document or return the section you need in the conversation.

Handle unclear audio​

Deep Thinking cannot repair poor audio. Send a clearer recording or attach a corrected transcript.

Kaiya handles most recordings with Deep Thinking off. Turn it on when a long or unclear discussion needs close comparison with a brief, CV or other evidence. See Use Deep Thinking.

Keep notes for later work​

Keep meeting notes and interview evidence in the assignment conversation and records. Ask Kaiya to remember your preferred interview-note headings for future work.

See Manage Instructions and Memories.