How to Turn Meeting Notes into Action Plans with AirgapAI

Become the teammate who leaves meetings with clarity, not chaos. Minutes turn into commitments while the momentum is still in the room, propelling your projects forward with unprecedented precision.

For managers, project managers, and chiefs of staff, the goal is always clear: seamless execution. Yet, often, the path from a vibrant meeting discussion to concrete, assigned action items is fraught with ambiguity. This article will guide you, step-by-step, through leveraging AirgapAI to transform your raw meeting notes into a structured, executable action plan, complete with assigned owners and deadlines, and even draft a follow-up email, all while privately handling sensitive meeting content. Whether you're new to Artificial Intelligence (AI) or looking for a more secure AI solution, this comprehensive training will ensure you harness the full power of AirgapAI.

1. Introducing AirgapAI: Your Private, On-Device AI Assistant

Before we dive into the workflow, let's understand what AirgapAI is and why it's the ideal tool for managing sensitive information like meeting notes.

Imagine having a super-smart assistant that understands language, summarizes complex discussions, and helps you organize information – all without ever connecting to the internet or sending your data to a third-party server. That's AirgapAI.

What is a Large Language Model (LLM)?

At its core, AirgapAI is powered by what's called a Large Language Model (LLM). Think of an LLM as a highly sophisticated computer program that has "read" an enormous amount of text (like books, articles, and websites). This allows it to understand, generate, and process human language in incredibly intelligent ways. When you ask it a question or give it a task, it uses this vast knowledge to provide relevant and coherent responses.

The Power of Local Artificial Intelligence: Why "Air-Gapped" Matters

Many AI tools you might be familiar with, like popular chatbots, operate in the "cloud." This means your data is sent over the internet to powerful remote servers for processing. While convenient, this poses significant data security risks, especially for confidential meeting notes.

AirgapAI stands apart as a 100% local chat solution. This means:

Private AI: Your meeting notes and all conversations with AirgapAI are processed directly on your Personal Computer (PC). Your data never leaves your device, ensuring complete data sovereignty.
Secure AI: Because there's no network "in" or "out" for your data, AirgapAI creates an "air gap" – a physical or logical separation between your sensitive information and external networks. This makes it an ideal secure AI with offline mode and a privacy-first AI assistant for AI for confidential chats and AI for privacy protection.
Offline AI: You can use AirgapAI anywhere, anytime, even if you don't have an internet connection. This is perfect for field personnel or highly secure environments.
Cost-Effective AI: Unlike subscription-based cloud alternatives, AirgapAI is typically a one device AI license, making it a no subscription AI app and a non-cloud AI for PC solution that helps you avoid ongoing per-user fees.
Accurate AI with Blockify Technology: AirgapAI leverages patented Blockify technology to dramatically improve LLM accuracy by up to 7,800%, virtually eliminating AI hallucinations when integrated with your curated datasets.

In short, AirgapAI allows you to harness the power of advanced AI directly on your AI PC, providing clarity and precision for your meeting notes workflow without compromising security or incurring high, recurring costs.

2. Setting Up AirgapAI: Your Gateway to Secure, Local AI

Getting started with AirgapAI is designed to be straightforward, even if you have no prior AI experience. Think of it as installing any other desktop application.

2.1. System Requirements & Prerequisites

To ensure an optimal experience with AirgapAI, your Personal Computer (PC) should meet certain specifications. AirgapAI is optimized to run on modern AI PCs that can efficiently distribute AI workloads across their Central Processing Unit (CPU), Graphics Processing Unit (GPU), and Neural Processing Unit (NPU).

Component	Minimum	Recommended
Central Processing Unit	8 Cores	8 Cores/16 Threads or better
Random Access Memory	16 Gigabytes	32 Gigabytes+
Disk Space	10 Gigabytes free (Solid State Drive)	50 Gigabytes Non-Volatile Memory Express
Graphics Processing Unit (Integrated or Dedicated)	4 Gigabytes+ Video Random Access Memory 2024 or Newer	8 Gigabytes+ Video Random Access Memory
Operating System	Windows 11	Latest patches

You will also need administrative security permissions to install the software.

2.2. Downloading the Installer Package

Your Information Technology (IT) department will provide you with a ZIP archive containing the AirgapAI installer.

Obtain the latest ZIP archive (e.g., AirgapAI-v1.0.2-Install.zip) from the internal network drive or cloud link provided by your IT team.
Save this ZIP archive to your Downloads folder or any other writable location on your PC.

2.3. Installing the Application

Once you have the installer package, the installation process is just a few clicks.

Extract the Files: Locate the downloaded ZIP archive. Right-click on it and select "Extract All..."
Choose a Destination: A wizard will appear. You can usually accept the default destination (which will create a new folder under your Downloads). Click "Extract."
Run the Installer: Open the newly extracted folder. You will find an executable file named AirgapAI Chat Setup.exe. Double-click this file.
Follow the Wizard:
- Review and accept the license agreement.
- Choose whether to create a Desktop Shortcut.
- Click "Install."
- Once the installation is complete, click "Finish."
Security Prompt: If your operating system's security features (like SmartScreen on Windows) prompt you, choose "Allow" or "Run anyway," as this is a legitimate application.

2.4. First-Launch Onboarding Wizard

The first time you launch AirgapAI Chat, it will guide you through a quick onboarding process to set up your profile and load the necessary LLMs.

Launch AirgapAI Chat: Click on the new desktop shortcut or find it in your Start menu.
Start Onboarding: If no LLMs are found, the Onboarding flow will begin. Click "Start Onboarding."
Profile & Chat Style:
- Enter a display name (e.g., your name). This is how the AI will refer to you.
- Pick a preferred Chat Style. This customizes the visual theme of your chat interface (e.g., Iternal Professional, Casual, Dark Mode).
- Click "Next."
Uploading the Core Large Language Model (LLM): This is the brain of your AI.
- On the Models screen, you'll see an "Available Models" drop-down, which will be empty.
- Click "Upload Model."
- Browse to the /models/ folder inside the installer folder you extracted earlier.
- Choose an LLM that suits your hardware:
  - Llama-1B (for Integrated Graphics Processing Unit (iGPU) from 2024 or low-power Personal Computers).
  - Llama-3B (for iGPUs from 2025 or dedicated Graphics Processing Units).
- Click "Save." The upload takes approximately 30 seconds.
Uploading an Embeddings Model: This model helps the LLM understand the context and meaning of your data.
- Still on the onboarding page, click "Upload Embeddings Model."
- Open the /models/ folder again and select Jina-Embeddings.zip.
- Click "Save." This also takes about 30 seconds.
Adding Sample or Custom Datasets (Crucial for Meeting Notes!): This is where you can give AirgapAI specific knowledge, which is vital for effective meeting notes processing.
- Click "Upload Dataset."
- Navigate to the /datasets/ folder from your install folder.
- Select CIA_World_Factbook_US.jsonl as a sample, or any other pre-prepared .jsonl dataset from your organization.
- Click "Save."
- Tip for future use: While you can directly upload Word, PDF, or TXT files into a chat, for the highest accuracy and organization of a large corpus of organizational knowledge (like your company's standard operating procedures, project documentation, or a history of meeting notes), it's highly recommended to convert them into Blockify datasets. Blockify can drastically improve Retrieval-Augmented Generation (RAG) accuracy, making your AI 78 times more reliable.
Finish Onboarding: Verify that both the LLM and Embeddings Model are added (and any initial datasets). Click "Continue." AirgapAI Chat will now boot up with your selected configurations.

2.5. Initial Model Benchmarking

On your first model launch, AirgapAI Chat will offer to Benchmark your hardware.

Click "Run Benchmark" (highly recommended).
This process takes approximately 2 minutes. It measures how fast your AI PC can process information (tokens per second) and its overall inference speed.
While you can skip this, your context-size limits (how much text the AI can "remember" in a conversation) will remain at a conservative 2,000 tokens until a benchmark is completed. After benchmarking, you can expand this in "Settings > Chat" to handle longer meeting notes.

3. The Workflow: Turning Meeting Notes into Action Plans with AirgapAI

Now that AirgapAI is installed and ready, let's walk through the core workflow of transforming raw meeting notes into actionable steps.

3.1. Step 1: Preparing Your Meeting Notes for AirgapAI

The first step is getting your meeting notes into AirgapAI. AirgapAI is designed to handle various document types.

Supported File Formats: AirgapAI can directly ingest and summarize common document formats such as Portable Document Format (.pdf), Microsoft Word Document (.docx), and plain text (.txt) files. If your notes are in a different format, consider converting them to one of these or simply copying and pasting the text.
Best Practice for Company Knowledge: For consistently high-quality and accurate AI outputs when querying against a large, established knowledge base (e.g., for action items that relate to existing company policies or project frameworks), your IT department or a dedicated administrator might use Blockify technology. This process distills large documents into highly accurate, metadata-rich "blocks" of information, which significantly reduces the chance of AI hallucinations and improves accuracy by 7,800%. While not strictly necessary for a quick meeting notes summary, understanding Blockify's role in enterprise AI is key to AirgapAI's power.
Inputting Your Notes: You have two primary ways to input your meeting notes:
- Drag and Drop: Simply drag your meeting notes file (e.g., Meeting_Summary_Q3.docx) directly onto the AirgapAI chat window.
- Click the Attachment Icon: Click the paperclip icon (📎) in the chat window, then browse to select your meeting notes file.
- Paste Text: If your notes are copied to your clipboard, you can simply paste them directly into the chat input field.

3.2. Step 2: Activating a Workflow or Crafting Your Prompt

Once your notes are in AirgapAI, the next step is to tell the AI what you want it to do. You can either use a pre-built workflow or write a custom prompt.

Guided Demo Workflows (Quick Start): AirgapAI includes "Quick Start" workflows, visible on the Workflow Bar below the new chat window. Your IT team might configure custom workflows specifically for meeting notes or project management. For instance, there might be a "Meeting Action Plan" workflow. If available, simply select it.

Crafting Your Reusable Action-Plan Prompt: If no specific workflow is available, or if you prefer more control, you can use a direct prompt. A well-crafted prompt guides the AI to give you exactly what you need. Here’s an effective prompt you can reuse:

"Here are my meeting notes: [Paste your meeting notes here or reference the uploaded document if you dragged and dropped].

From these notes, please extract:
1. All key decisions made.
2. All clear action items.
3. For each action item, identify a potential owner (if mentioned or logically inferred) and a suggested deadline (if mentioned or logically inferred, otherwise suggest 'TBD').

Please present this information clearly, first listing decisions, then action items with owners and deadlines in a bulleted or numbered list. Also, identify any open questions or topics requiring further discussion."

Understanding a Prompt: A "prompt" is simply your instruction to the AI. The clearer and more specific your prompt, the better the AI's response will be.

3.3. Step 3: Extracting Decisions and Action Items

After you input your notes and prompt, AirgapAI will process the information locally on your device.

Processing: The LLM will analyze the text, identifying patterns, keywords, and semantic relationships to understand the core decisions and tasks. This all happens securely on your AI PC.
Output Format: AirgapAI will present its response, typically in a clear, structured format like bullet points or numbered lists, as requested in your prompt. You will see:
- A concise list of key decisions.
- A breakdown of action items, often with proposed owners and deadlines.
- Any identified open questions.
Reducing AI Hallucinations: Because AirgapAI uses an LLM that runs entirely on your device and can be specifically trained on your organization's verified data (via Blockify), the risk of AI hallucinations (where the AI generates incorrect or fabricated information) is significantly reduced. This ensures the extracted action items are trustworthy and accurate.

3.4. Step 4: Refining and Assigning Owners and Dates

The AI's output provides a solid draft. Now, you can quickly refine it to finalize your action plan.

Human-in-the-Loop Review: Quickly review the AI's suggestions. This is where your human expertise comes in to validate and make final adjustments.
Iterative Refinement with the AI: If something is unclear or you need more detail, you can continue the conversation. For example:
- "Can you elaborate on decision number two?"
- "For action item 'Research Q4 market trends,' suggest a suitable owner from the attendees: John, Sarah, or Mike."
- "What would be a reasonable deadline for 'Draft new client proposal,' considering similar past projects?"
Leveraging Role-Based Workflows or Entourage Mode (Advanced): For complex meeting notes involving diverse perspectives, AirgapAI’s unique "Entourage Mode" can be incredibly powerful. You can configure multiple AI personas (e.g., a "Marketing Manager Persona," a "Legal Advisor Persona," or an "Engineering Lead Persona"). You can then ask the same question or review an action item, and each persona will provide insights based on their specific expertise and associated datasets. This offers a multi-perspective view, helping you assign the most appropriate owners or refine deadlines with relevant input.

3.5. Step 5: Generating a Professional Follow-Up Email

Once your action plan is finalized, AirgapAI can help you quickly draft a professional follow-up email to all attendees.

Drafting the Email Prompt: Use a prompt like this:

"Based on the finalized decisions and action items we just created, please draft a concise follow-up email to all meeting attendees. Include:
- A clear subject line.
- A brief summary of key decisions.
- The complete list of action items, owners, and deadlines.
- Any open questions identified.
- A polite closing, encouraging confirmation and follow-up."

Customization: You can further customize the email:
- "Make the tone more formal/informal."
- "Add a specific call to action for Sarah to confirm her assigned tasks."
- "Exclude any items from the email that are strictly internal to my team."
Copy and Send: Once the email is generated, click the "Copy" icon (📋) to place the text on your clipboard. You can then paste it directly into your email client and send it.

This entire process, from pasting notes to drafting the email, significantly streamlines post-meeting procedures, ensuring that the momentum from your discussions translates directly into tangible progress.

4. Why AirgapAI for Your Meeting Notes? The Unbeatable Advantages

Choosing AirgapAI for managing your meeting notes offers a suite of advantages that go far beyond simple summarization, particularly for professionals handling sensitive information.

4.1. Unparalleled Security and Privacy

For any organization, especially those in highly regulated industries, the privacy of meeting notes is paramount. AirgapAI ensures your data remains absolutely secure.

Truly Private AI Assistant: Your data never leaves your Personal Computer (PC). This is crucial for discussions involving proprietary information, client data, or internal strategies.
Secure Local AI Software: AirgapAI operates entirely locally, creating an "air gap" against external network threats. It's an AI without data leaks and a secure AI with end-to-end privacy.
Offline AI Alternative: Productivity continues uninterrupted, even in environments with no internet access (e.g., on a flight, in a secure facility, or remote locations). This is a fully private offline AI and AI that works without internet.
No Cloud Storage: Say goodbye to concerns about third-party data access or compliance issues related to cloud-based AI solutions. This is an AI with no cloud storage.

4.2. Cost-Effectiveness You Can Trust

Budgetary constraints are a constant reality. AirgapAI offers a clear financial advantage.

No Subscription AI App: With a one device AI license, you "buy and own" AirgapAI, eliminating recurring monthly or annual fees that can quickly escalate with cloud solutions. This is an AI without monthly payments.
Significantly Lower Total Cost of Ownership: AirgapAI is often 1/10th to 1/15th the cost of cloud alternatives like Microsoft Copilot or ChatGPT Enterprise, with no hidden token charges or overage bills.
High Return on Investment: The speed, accuracy, and security benefits translate directly into increased productivity and reduced risk, delivering a rapid Return on Investment (ROI).

4.3. Exceptional Accuracy and Reliability

The value of AI hinges on its accuracy. AirgapAI delivers dependable results.

Reduced AI Hallucinations: Especially when leveraging Blockify technology with your curated datasets, AirgapAI dramatically reduces the incidence of AI hallucinations, providing 78 times (7,800%) more accurate AI results.
Trusted Outputs: By working with data that stays within your domain, and with robust data governance facilitated by Blockify, you gain trusted answers for AI technology.

4.4. Ease of Use & Integration

AirgapAI is designed for the everyday business user, not just AI experts.

Installable AI Software: A simple, one-click installer integrates seamlessly into your IT imaging processes, making it a local AI chat application that's easy to deploy across an organization.
User-Friendly Interface: The chat-based interface is intuitive, allowing users to interact with AI just as they would with a public chatbot, but with the added benefits of security and customization.
Fast AI Wins: The low barrier to entry and immediate value realization mean your teams can quickly adopt and benefit from AI, accelerating productivity and delivering fast AI wins.

4.5. Powered by Your AI Personal Computer

Modern AI PCs provide the perfect foundation for AirgapAI.

Optimal Performance: AirgapAI intelligently utilizes the Central Processing Unit (CPU), Graphics Processing Unit (GPU), and Neural Processing Unit (NPU) of your AI PC to deliver high-speed processing and power efficiency.
Seamless Integration: AirgapAI comes optimized for the AI PC, ensuring smooth operation and leveraging hardware-level AI acceleration.

By combining these powerful advantages, AirgapAI transforms the way you manage meeting notes, ensuring clarity, driving execution, and safeguarding your most sensitive information.

5. Advanced Tips for Power Users

Once you're comfortable with the basics, AirgapAI offers advanced capabilities to further enhance your workflow and customize your AI experience.

5.1. Model & Dataset Management

AirgapAI provides flexibility in tailoring your AI's knowledge base.

Bring Your Own Model (BYOM): You aren't limited to the pre-packaged Large Language Models (LLMs). If your IT department has access to other open-source LLMs or custom fine-tuned models, you can upload them to AirgapAI. This allows you to select the best LLM for specific tasks or comply with internal standards.
- Location: Admins can add or update LLMs by modifying the contents within %appdata%\IternalModelRepo.
Updating Datasets: As your company's knowledge evolves, so too can your AI's datasets. Updated datasets, particularly those processed by Blockify technology, can be pushed to local devices via standard IT image management applications like Microsoft Intune.
- Location: Admins can update datasets by modifying the files saved within %appdata%\airgap-ai-chat\CorpusRepo.

5.2. Context-Window Expansion

For handling extremely long meeting notes or extended multi-turn conversations, expanding the AI's context window is beneficial.

After completing the initial benchmark, navigate to "Settings" then "Model Settings."
You can then adjust the "Max Tokens" slider, potentially increasing it up to 32,000 tokens, allowing the AI to "remember" and process much larger amounts of text within a single interaction.

5.3. Workflow Templates

Customize AirgapAI to suit your recurring tasks and specific roles.

Creating Custom Workflows: In "Settings" then "Workflows," you can add and edit prompt chains. This is ideal for IT teams to pre-load company-specific tasks, such as a "Standard Quarterly Review Action Plan" template or a "Project Post-Mortem Summary" workflow.
Role-Based Access: Because AirgapAI can be configured per user profile, different teams or individuals can have access to their own isolated experiences and datasets, ensuring that procurement, legal, or engineering teams each leverage pre-configured prompts and relevant curated datasets tailored to their specific needs.

5.4. In-App Benchmarking Suite

Regularly test the performance of new LLMs or hardware configurations.

Navigate to "Settings" then the "Benchmarking" tab. Here you can run performance tests on different LLMs to gauge their speed and efficiency on your AI PC.

6. Troubleshooting and Support

While AirgapAI is designed for ease of use, technical questions may arise.

Online Resources: Your organization's IT department may provide access to an online enablement page featuring step-by-step videos, Frequently Asked Questions, user guides, and troubleshooting tips.
Updates: AirgapAI features a built-in Update Manager. Your IT team can configure this to pull updates from a local server or a cloud source, ensuring your application always has the latest features and security patches.
- Update Server Location: The updaterConfig.json file, found at C:\Users\John\AppData\Local\Programs\AirgapAI Chat\resources\auto-updater\updaterConfig.json, dictates the update server location.
Direct Support: For additional questions, your IT support team can contact the product team at support@iternal.ai.

7. Conclusion: Unlock Unprecedented Clarity and Execution

You now have the knowledge to transform chaotic meeting notes into precise, actionable plans using AirgapAI. This isn't just about summarizing text; it's about elevating your operational efficiency, bolstering your data security, and becoming the teammate who consistently drives results.

With AirgapAI, you gain:

Unwavering Security: Your confidential meeting notes remain absolutely private, processed locally on your AI PC with no external network exposure. This is the promise of secure AI with offline mode and AI for confidential chats.
Unmatched Accuracy: Leverage powerful Large Language Models (LLMs), enhanced by Blockify technology for 78 times (7,800%) more accurate AI results, virtually eliminating AI hallucinations.
Unrivaled Cost-Effectiveness: Benefit from a one device AI license, making it a no subscription AI app that significantly undercuts expensive cloud alternatives.
Seamless Execution: Streamline your workflow from raw notes to clear decisions, assigned action items, and professional follow-up emails, all with an easy-to-use GenAI application experience.

Stop letting valuable insights and decisions get lost in the shuffle. Empower yourself and your team with AirgapAI, the private AI solution that truly enables execution.

Download the free trial of AirgapAI today at: https://iternal.ai/airgapai