Using Call Transcriptions with ChatGPT to Work Smarter

One of my favorite ways to use ChatGPT is with call transcriptions. Whether I’m reviewing a sales call, a client strategy session, or an expert interview, there’s always something valuable in those conversations. The problem? If I don’t capture it properly, it either gets lost or takes way too long to organize.

That’s why I use tools like Fireflies and Descript to transcribe calls. Once I have the transcript, I bring it into ChatGPT to analyze key takeaways, generate content, and even improve how I communicate. Over time, I’ve found a handful of go-to ways to use this process—things like refining my sales approach, pulling insights for content creation, and even building personality profiles of people I talk to frequently.

If you’ve never tried this before, you might be surprised at how much easier it makes things. Let’s dive in.

Why Use Call Transcriptions?

I used to take notes during calls, thinking I’d capture all the important details. But the reality? I’d either miss key moments while trying to write or end up with a mess of notes that didn’t fully capture the conversation. Transcriptions changed that.

Here’s why I rely on them:

I can stay fully present. Instead of scrambling to jot things down, I can focus on the conversation, ask better questions, and actually listen.
I don’t lose valuable insights. A lot of the best moments happen naturally in conversations—small details that spark new ideas or give deeper clarity. Transcriptions make sure nothing gets lost.
AI makes reviewing effortless. Instead of rewatching or relistening to a call, I can drop the transcript into ChatGPT and quickly pull out key takeaways, themes, or action items.

In short, transcriptions don’t just save time—they help make sure I actually use the information from my calls in a meaningful way.

Practical Ways to Use Call Transcriptions with ChatGPT

Once I have a transcript, ChatGPT becomes a powerful tool for pulling insights, improving my approach, and creating content. Here are some of the main ways I use it:

1. Sales Calls: Sharpening My Approach

I drop a transcript into ChatGPT and ask it to:

Summarize key points, objections, and opportunities I may have missed
Identify patterns in how I ask questions (and suggest ways to improve)
Highlight the customer’s pain points in their own words so I can refine my messaging

2. Client Calls: Gaining Better Insights for Strategy

After a strategy or problem-solving call, I use ChatGPT to:

Pull out recurring themes or concerns
Extract action items and next steps
Reframe the client’s challenges in a way that helps me build better solutions

3. Expert Interviews: Turning Knowledge into Content

When I interview a subject matter expert, I have ChatGPT:

Find the most insightful quotes or ideas
Structure their insights into an article, blog post, or social media content
Generate a Q&A-style piece from the conversation

4. Repurposing Content: Turning Video & Audio into Articles, Blogs, or Emails

If I record a webinar, podcast, or even a casual conversation with useful insights, I can:

Ask ChatGPT to outline key takeaways for an article
Have it generate blog post drafts based on the transcript
Pull out sections for an email or LinkedIn post

5. Brainstorming: Organizing My Own Ideas

Sometimes I just record my thoughts instead of writing them out. When I transcribe that audio, ChatGPT helps by:

Structuring my raw ideas into an outline
Finding connections between different thoughts
Generating a first draft of something I can refine

Each of these has saved me a ton of time while also making my work better. Instead of letting valuable conversations collect dust in a recording folder, I can actually use them.

Using ChatGPT to Build a Personality Profile from Transcripts

One of the more advanced (and surprisingly useful) ways I use ChatGPT with transcriptions is to analyze how someone communicates—not just what they say. Over time, this helps me understand people better, adapt my approach, and improve the way I deliver information.

Here’s how I do it:

Feed ChatGPT multiple transcripts from conversations with the same person.
Ask ChatGPT to analyze their language and communication habits. I might prompt it with something like:
Use the insights to tailor my communication. ChatGPT can help me understand:

For example, if ChatGPT tells me a client tends to focus on big-picture thinking, I won’t bog them down with details—I’ll lead with high-level insights. If another person prefers data-driven discussions, I’ll make sure to include stats or concrete examples.

This little adjustment has made a huge difference in sales calls, client relationships, and even team communication. When I understand how someone thinks and reacts, I can make sure I’m delivering information in a way that actually lands with them.

Tools I Use for Call Transcriptions

I’ve tried a handful of transcription tools, but the two I keep coming back to are Fireflies.ai and Descript. Here’s how I use each one:

Fireflies.ai – Capturing Video Call Transcriptions

I use Fireflies.ai to automatically transcribe my video calls. It integrates with Zoom, Google Meet, and other platforms, so I don’t have to worry about recording and transcribing manually. The transcript is ready shortly after the call, making it easy to drop into ChatGPT for analysis.

Descript – Editing and Repurposing Transcriptions

If I’m working with recorded audio or video (like a podcast, webinar, or even my own brainstorming sessions), I use Descript. It not only transcribes the content but also lets me edit the text like a document, which makes cleaning up a transcript super easy.

Both tools have made working with transcriptions way more efficient. Instead of manually scrubbing through recordings, I can get straight to the parts that matter—and let ChatGPT help with the rest.

How to Use ChatGPT with Transcriptions

Once I have a transcript, the real magic happens when I bring it into ChatGPT. Here’s the basic process I use:

1. Upload or Paste the Transcript into ChatGPT

If it’s short, I copy and paste it directly.
For longer transcripts, I upload the document instead—this keeps everything intact and makes it easier for ChatGPT to process.
If needed, I break it into sections and work with smaller chunks at a time.

2. Ask ChatGPT the Right Questions

ChatGPT is only as good as the prompts I give it. Some go-to prompts I use:

“Summarize the key takeaways from this conversation.”
“Identify the main topics covered in this transcript.”
“Highlight any objections or concerns raised in this sales call.”
“What patterns do you notice in how this person communicates?”
“Turn this into a structured blog post with key insights.”

3. Refine and Use the Output

If the response feels too generic, I ask for more detail or a different format (e.g., bullet points, a full article, or a social post).
I treat ChatGPT’s response as a starting point—it speeds up the process, but I always tweak and refine the final result.

This process helps me go from raw transcript → clear insights → useful content without wasting hours manually sorting through conversations.

Wrapping It Up

If you’re already using ChatGPT, adding transcriptions into the mix is one of those small shifts that can make a big difference. Whether you’re looking to improve sales conversations, extract insights from client calls, or turn raw audio into polished content, this workflow saves time and helps you get more value out of the conversations you’re already having.

If you haven’t tried it yet, start simple: record a call, transcribe it, and drop it into ChatGPT with a question like, “What are the key takeaways from this conversation?” You might be surprised at how quickly it surfaces useful insights.

If you want to test out transcription tools, Fireflies and Descript are the two I use most. And if you’re already doing something similar, I’d love to hear how you’re using ChatGPT with transcriptions—there’s always more to explore.