An underestimated task arises in the everyday life of many companies: Converting speech or audio recordings into text - whether meeting notes, interviews or contract discussions. The solution: with transformer models such as Whisper and platforms such as meloki, such processes can not only be automated, but also integrated into existing workflows. In this article, I'll show you how this can work, what you should look out for - and why it's worth it.
Why transcription is becoming so relevant right now
Many office processes are still based on writing or listening: Meetings, interviews, audio files. Manual transcription takes time, mistakes happen and information is lost.
Whisper, for example, is a solution that reliably converts voice recordings into text - even in multiple languages and with robust properties against background noise.
If you combine this technology with a system such as meloki, which can be operated locally in the company (GDPR-compliant, no data in a third-party cloud), it opens up huge potential: time savings, greater accuracy, better documentation.
What such a solution could look like in practice
A good approach: three building blocks
- Audio recording: A meeting, an interview or a customer recording is made.
- Transcription with Whisper: The audio is processed, Whisper converts speech into text.
- Further processing / automation: The transcribed text is then analyzed, documented and distributed - for example via n8n. A team meeting is recorded. Whisper transcribes -> n8n automatically sends minutes to all participants and creates the to-dos in Asana or Trello.
This creates a workflow in which no one has to take notes manually - instead, speech automatically becomes text + action.
What you should look out for when using
Quality of the recording
Clean audio material is half the battle. Whisper is robust - it has been trained with 680,000 hours of multilingual data. But strong background noises, poor microphones or unclear speakers make work difficult even for the best model.
Data protection & infrastructure
If you work in-house and process sensitive data, locally hosted is clearly an advantage - as meloki describes it: "I stay where your data belongs - in your infrastructure." Make sure that you don't generate any unwanted data flows with your setup.
- Start recording: e.g. record a meeting via microphone or cell phone.
- Transfer audio to Whisper: Import file, select model.
- Check the transcript and edit if necessary: Briefly skim, correct errors.
- Have text analyzed: e.g. meloki extracts summary, recognizes to-dos and action points.
- Trigger workflow: Automation tool starts actions: Send e-mail, create tasks, push report to CRM.
- Save & archive: Document the transcript and actions - so you can see later what was discussed.
Automation step with effect
Transcription alone is only an intermediate step. Real added value is only created through automation: deriving tasks, sending protocols, generating to-dos. The key lies in making the step from text to action.
Practical procedure - step by step
A small scenario from practice
Imagine this: A company holds a weekly strategy meeting via video conference. Until now: someone types notes manually, tasks end up partly in the chat, partly by email - chaos.
With the new setup:
- The meeting is recorded
- Whisper transcribed
- meloki analyzes the text, extracts the most important points and to-dos
- n8n automatically distributes a protocol with to-dos to the participants and creates the tasks in the project tool
- The team receives the agenda for the next meeting directly - all without manual typing
- The result: focus on content instead of logistical work
Conclusion
Transcribing with Whisper in combination with automation tools is no longer a promise for the future - it is feasible today. The key is not just technology, but a well thought-out workflow: good recording -> reliable transcription -> meaningful action.
If you adapt this pattern for your team, you save time, make knowledge accessible and relieve employees of routine tasks. At the same time, your company remains responsible when it comes to data protection.
👉 Want to see what this looks like in your area?
Booka demo and experience meloki + whisper live in action.