Do you ever find yourself staring at a blank screen, stuck with writer’s block, or overwhelmed by the pressure of a looming deadline? Maybe you have brilliant ideas but struggle to get them down due to dyslexia or time constraints. If so, you're not alone, and there's a surprisingly simple solution: voice notes combined with AI.

While AI can’t replace human creativity or lived experience, it can be a powerful tool for shaping and structuring content. In fact, AI is already embedded in many tools we use daily, like live captions and transcription features in Microsoft Teams or Zoom. These tools can help you capture your thoughts quickly and turn them into usable content.

To manage the chaos of ideas and deadlines, I began recording voice notes for everything from reports and presentations to blogs and general ideas. These voice notes are then transcribed using built-in tools like:

• Smartphone voice memo apps
• Microsoft Word’s Dictate and Transcribe functions
• Teams or Zoom transcription features 

No fancy tech is needed, just use what you already have. Even if the initial transcription seems like a jumble of thoughts, that’s okay. The magic happens in what comes next.

Once transcribed, the text can be refined using AI platforms like ChatGPT, Copilot, Google Gemini, or Claude. However, before uploading anything, it’s crucial to consider data sensitivity. For example, at Salford CVS, our Microsoft 365 business license ensures that data inputted isn’t used to train AI models, making it a safer option. If you're using other platforms, always check their data usage policies.

The process is simple: copy the transcription into Word, clean up any typos (AI isn’t perfect), and then upload it to your chosen AI tool. From there, you can prompt the AI to shape the content into whatever format you need, be it a report, checklist, script, or presentation slides.

Learning how to write effective prompts is key. The clearer and more specific your instructions, the better the results. For instance, asking Copilot to “to create SMART actions in UK English” can create a surprisingly accurate and structured version of a voice note. This trial-and-error approach is part of the learning curve, but it’s worth it.

AI excels at structuring existing content. For example, I recorded a conversation I was having with a colleague about petty cash. I used AI to transform the transcription into multiple formats e.g. checklist, factsheet and script for a presentation. While the results weren’t flawless, they provided a solid first draft to build on.

That said, AI has its limitations. It can flatten your tone, misinterpret your intent, or introduce Americanisms. These issues can often be mitigated by refining your prompts and reviewing the AI’s output during the drafting process.

Despite its flaws, AI can significantly speed up content creation and offer new ways to present your ideas. For me, experimenting with voice notes has been transformative, opening up new possibilities for working more efficiently and creatively.

Here are some practical ways to use voice notes and AI together:

• Meeting Minutes: Record Teams or Zoom meetings and use AI to generate minutes.
• Project Brainstorms: Capture group discussions about bids or projects and summarize them with AI.
• Reflective Notes: Record personal reflections for research or insights.
• Participant Feedback: Collect audio feedback at events (with consent) for evaluation purposes.
• Focus Groups: Record sessions and use AI to extract key themes or keywords.

As with any digital content, it’s essential to store audio recordings securely and comply with GDPR and data protection laws. Ideally, delete audio recordings once they are processed, or retain them only as long as necessary, especially if they contain potentially sensitive information.

In the VCSE sector, there’s often a lag in adopting new technologies. But with a bit of know-how and a focus on safety, tools like voice notes and AI can be game changers. They help overcome writer’s block, capture ideas, and streamline workflows, making technology not just accessible, but empowering.