Project managers are always looking for ways to cut through chaos and build organized, actionable tasks. Today, AI tools make it easier than ever - but they’re not magic. You still need to think critically and ensure you’re set up for success.
In this article, I’ll walk you through a step-by-step process for turning a meeting transcript into success criteria or tasks using tools like Claude AI and ClickUp’s import feature.
Step 1: Summarize the Meeting Transcript with AI
- Paste the meeting transcript into your preferred AI (I use Claude).
- Ask the AI to extract success criteria or key tasks from the discussion.
- Example prompt: “Help me create a list of success criteria from the following meeting transcript that I can then import into ClickUp.”
Step 2: Format the Data for ClickUp Import
- Go to the ClickUp Help Center and find the “Prepare a Data File for Import” guide.
- Copy the formatting instructions (column headers, required fields, etc.).
- Provide this information to your AI and ask it to reformat the output into a clean CSV-compatible structure.
Note: While some AIs (like Claude) may not directly export CSV files, you can work around it:
- Download the text file and manually rename it to .csv.
- Alternatively, tools like ChatGPT can export CSVs directly.
Step 3: Import the CSV into ClickUp
- Open the ClickUp Import Tool.
- Upload your CSV file.
- Map your data: Name → Task, Name Description → Content, Status → Task Status
- Confirm mappings and submit the import.
Step 4: Review and Adapt Your Task List
Here’s where human judgment comes in. AI tools get you 80% of the way there, but it’s up to you to:
- Double-check tasks for accuracy.
- Decide whether success criteria work better as individual tasks or checklists.
Pro Tip: For sprint planning or large projects, consider grouping success criteria under “features” or milestones.
Conclusion
AI can be a huge time-saver for project managers, but it’s not a replacement for strategic thinking. Tools like ClickUp are powerful because you decide how to structure and adapt your workflows.
Video transcript:
0:01 Hello, welcome to our channel. Today we're going to use AI to create success criteria in ClickUp with an import using just a meeting transcript.
0:11 Who am I? I'm Jed. I'm the founder of Hydrant. You can find us at hydrant.us. We do ClickUp setup for people along with a host of other things.
0:19 We're project managers first and foremost and we're really good at using ClickUp. So our goal is to basically take the meeting transcript and turn it into a functional list in ClickUp.
0:33 So first what we're going to do, we're going to use Claude. I like Claude right now. And basically what I did is I pasted in the transcript and I said, help me create a list of success criteria from the following meeting transcript that I can then import into ClickUp.
0:46 So it basically went and created the initial file. And then what I said, and then what I did is I used the, the how-to guide from ClickUp to help Claude get the import or the, uh, CSV correctly.
1:00 So what I did is ClickUp Help Center is great, has tons of information. Um, I went to this prepare a data file for import here and I just copied this and then I pasted it into Claude.
1:14 And I said, Hey, use this how-to guide from ClickUp to modify the CSV export. So then it basically changed it, uh, to be correct.
1:24 And I said, Hey, that looks good. Can you create an actual CSV file for me to download. Okay, it couldn't do that, at least not today.
1:31 I feel like I've gotten CSV files before. Um, if that's a deal breaker for you, you can always use chat GPT since it will give you CSV files, but it basically gave me the doc.
1:41 I downloaded it and then I renamed it dot CSV, pretty easy. And then I went into ClickUp to actually import it.
1:51 And so I've already kind of done a little bit of that, but I went to the import tool. I already mashed it and I'm just double-checking it and in fact if I go back, yeah, let's go back.
2:03 Yep. So just so you can see the beginning, but I basically started here and then I imported it and then we went through the whole sequence.
2:15 So I just put that in and then it says, hey, does the selected row contain column headers? Yes, that's the first row.
2:22 Yep. And then it's gonna confirm the mapping. So name, task, name, yep. Description, description, content, yep. Status, status, Yes, yep.
2:30 Priority, priority. Yep. That looks great. Pretty simple. I'm gonna hit continue. I'm ready to submit. Let's put it in imports to do.
2:40 Okay. Yeah. Let's just have it be open. That's fine. Hit complete. And you could of course map to specific statuses.
2:49 So if you put it in a specific folder that custom statuses and you had all the statuses lined up, you could obviously feed that into Claude and do that.
2:56 And then I already took care of this. But if you go here, Bye-bye. Here's my list. So I've got all the different tasks.
3:04 And if I click into a task, it has a description and it already sorted through priority. Now what's really important is that you actually review this to make sure it's right.
3:15 I feel like some a mistake that I see a lot with project managers who are really excited about AI is that they don't take the time to appreciate that AI is a tool.
3:26 Um, and it's kind of like if you're upgrading from an app You're a logger. You don't just go in with the chainsaw.
3:34 You, you have the tool, but you still got to make sure, hey, do I have the right tree? Am I on the right forest?
3:40 Um, am I felling it the correct way? And so you really want to go through the tasks and make sure, and especially if it's a new client or a new project and the stakes are high, I want to double check the meeting and make sure I really do have the success criteria correct here.
3:57 So I think that's important. I think there's another note here, which is success criteria, May actually look better as a checklist.
4:05 So those of you who follow my content know that I love checklists. And instead of, uhm, individual tasks, I might create, uhm, features.
4:19 I might organize it by features or I might just say, hey, this is, uhm, sprint one, this is the success criteria.
4:25 Uhm, and put them in here. So, just, there's there's different ways to do it. Obviously, ClickUp doesn't tell you how to do it.
4:33 It relies on you, the project manager, to think through what is the use case and what's going to be valuable for us in terms of tracking with a team.
4:40 So hopefully this is helpful. Again, we went from meeting transcript with a product manager, a product owner, all the way to a CSV and then a actual list of real, uh, success criteria or tasks in this case, I feel like it's a little more task oriented here, you know, set up, status update.
5:01 It's build, commission, calculation, UI, like those were more tasks, but you could also see them as success criteria. Um, so hopefully that was helpful in terms of helping you manage through an import.
5:11 Thanks. And again, check us out at Hydra.us. We're always here to help you set up your ClickUp spaces. Thanks. Bye.
