A strategic meeting can produce useful decisions, but the transcript often contains more than the actions people need to progress. It can mix agreed work with background discussion, open questions, dependencies, risks and information that does not need a task.
Evo Researcher can review the transcript and give you a structured first pass over what should become work. You can then check the result and use the Evo Kanban connector to create a board or add approved cards to an existing board.
⚠️Important: A meeting transcript is required for this workflow. You must be able to upload the transcript to Evo Researcher or paste it into the chat. Researcher uses the transcript as the source for decisions, actions, owners and deadlines; without it, it cannot reliably turn a meeting into a board.
Before you start
This workflow depends on access to Evo Researcher and the Evo Kanban connector. Check the following before you begin.
You have access to Evo Researcher.
Your administrator has granted you a user or admin role for Evo Kanban via Evo Members.
You have at least Member access on the board to create cards. Board owner or board admin access is required to update board details or columns.
You have a meeting transcript ready to upload or paste.
Set up the project
Create a dedicated Evo Researcher project to keep the transcript, prompts and Evo Kanban connector together.
Sign in to the Evo platform, click the Evo button, open the Products menu and select Evo Researcher. Open the projects dashboard.
Click + Create your first project, or + New Project if you already have projects.
Set the project name to Strategic Meeting Actions. Add a description such as: Turn strategic meeting transcripts into confirmed, source-linked actions and Kanban work items.
Create the project to open the workspace. If the guided flow takes you through optional tabs first, continue to the Connectors step.
Select the Connectors tab in the project workspace.
Search for Evo Kanban and select the connector.
Click Add and then Connect. If authorisation is requested, complete it using the account with the Kanban access you want Researcher to use.
Return to the Connectors tab and confirm Evo Kanban is listed as connected. If it is present but not connected, select it and connect it before continuing.
Provide the meeting transcript
The transcript is the required source for this workflow. Do not ask Researcher to create a board from a description of the meeting alone.
Open the project's Uploads area and upload the strategic meeting transcript using the supported file type. Alternatively, paste the transcript directly into the chat. Include the complete transcript where possible, including the closing actions and decisions.
If the transcript does not already contain them, add the following details to your prompt:
Meeting title and date.
Attendees.
Strategic objective.
Any known board name or workstream.
🤓Tip: PeopleXD is the specialist context for this workflow, but the same approach can help organise strategic work, customer follow-ups, internal projects and wider BAU actions.
Extract actions from the transcript
Copy the prompt below into a new chat in the Strategic Meeting Actions project. Replace the text in square brackets with details from your meeting. This step creates a reviewable list; it does not ask Researcher to write to Kanban yet.
Using the strategic meeting transcript in this project, identify the confirmed work that should be tracked on a Kanban board. I am a PeopleXD Administrator. Include PeopleXD-related actions and wider strategic or business-as-usual work that I need to own or coordinate. The meeting objective was [meeting objective]. The proposed board name is [board name]. Extract: - confirmed decisions - distinct actions - confirmed owners or assignees - deadlines, start dates or timeframes - dependencies and blockers - risks and open questions Group the result into: 1. Act first 2. PeopleXD actions 3. Wider strategic or BAU actions 4. Dependencies and blockers 5. Needs clarification 6. Information only For each proposed Kanban card, include: - a concise action title - the recommended next step - the owner or assignee, only if confirmed - priority: Low, Medium, High or Critical, only where supported by the transcript - status: Not started, In progress or Completed, only where supported - start date or due date, only if stated - suggested board column - dependencies or blockers - a source reference, such as the transcript section, speaker or timestamp Do not invent owners, dates, priorities, commitments or actions. Do not merge different actions unless the transcript clearly refers to the same work. Keep decisions, risks and information separate from actions. Do not create or update the Kanban board yet. First return a reviewable list and clearly identify anything that needs confirmation.
What Researcher should return
The result should be a concise, board-ready review of the meeting, not a summary of every line in the transcript. Look for the following sections.
Decisions to record — confirmed decisions that provide context for the work but do not automatically need a card.
Act first — actions with an immediate deadline, significant customer or business impact, or a dependency that could hold up other work.
PeopleXD actions — administration, configuration, reporting, support, data or adoption work connected to PeopleXD.
Wider strategic or BAU actions — project, customer, operational or cross-team work outside the core PeopleXD administration role.
Dependencies and blockers — items that could delay progress or require another action to be completed first.
Needs clarification — actions missing an owner, deadline, scope, acceptance criteria or other information needed to create reliable work.
Information only — useful context that does not currently require a Kanban card.
📌Note: Every proposed card should point back to its source in the transcript. This makes it easier to check the context before you create work and helps prevent a discussion point being treated as a commitment without evidence.
Review the extraction
Researcher gives you a fast, useful starting point. You still decide what should be created and how the work should be managed. Before approving any cards, check that:
the transcript has been provided and is the source for every proposed action.
every card represents a genuine action rather than a decision, discussion point or update.
separate actions have not been merged.
owners and assignees are supported by the transcript.
deadlines and start dates are stated in the source rather than inferred from the tone of the meeting.
priority reflects clear business, customer or delivery impact, not just the use of urgent language.
dependencies and blockers are visible.
items needing clarification are clearly marked rather than presented as committed work.
Create or update the Kanban board
Once you have checked the extraction, use a second prompt to ask Researcher to create or update the board using only the approved actions. If you already have a board for the work, give Researcher its name and ask it to check before creating anything new.
Using only the approved actions below and the Evo Kanban connector, create or update the working board for this meeting. Board name: [board name] Existing board: [board name or "create a new board"] Board access: [Personal, Team or Organisation] Members to add, only if confirmed: [names or email addresses] Before making any changes, check whether a board with the same or a similar name already exists. Show me a preview of the proposed board, columns, members and cards, then wait for my confirmation. For a new board, use these columns: - Backlog - Ready to start - In progress - Waiting or blocked - Done Create one card for each approved, distinct action. Keep card titles concise. Use the confirmed owner or assignee where available. Use the confirmed priority, status, start date, due date, tags and dependencies where available. Put the transcript reference in the card description, and include an external document link if one is available. Put actions with no clear owner, scope or deadline into Backlog and mark them Needs clarification. Do not create cards for decisions, risks or information only unless I explicitly approve them. Do not create duplicate cards. Do not close, reassign or reprioritise existing cards unless the transcript or my instruction clearly confirms the change. Report anything you cannot create because information or permissions are missing.
Board column guide
The columns below provide a straightforward starting point. Adjust them if the team already has an agreed way of working.
Backlog — approved work that has not yet been prepared or scheduled.
Ready to start — work with a clear next step, owner and enough information to begin.
In progress — work currently being progressed.
Waiting or blocked — work that cannot move forward until another person, decision, dependency or piece of information is available.
Done — work that has been completed and checked.
📌Note: Confirm the board, columns, members and card details are correct before you approve the changes. An existing board will not be duplicated and existing cards will not be changed without your approval.
Follow-up prompts
Use these prompts in the same project to maintain and update the board over time.
Review the current board against the strategic meeting transcript and identify duplicate, completed, changed or missing actions. Do not change the board yet; return a review list first.
Find all cards blocked by a missing owner, decision, dependency or piece of information. Group them by what is needed to unblock them.
Find cards due in the next [x] days and group them by owner and workstream. Use only dates recorded on the board.
Create a concise status update for the next strategic meeting using the current Kanban board and the source transcript. Include progress, delays, dependencies, risks and decisions needed.
Draft a message to the meeting attendees confirming the decisions, actions, owners and dates created from the transcript. Flag anything that needs confirmation before sending.
Use this follow-up meeting transcript to update the board. Only close, reassign, reprioritise or change dates where the transcript clearly confirms the change. Show me the proposed changes before applying them.