Project Setup & Management Tutorial

This tutorial teaches you to organize multiple transcripts into projects, enabling powerful cross-transcript analysis and team collaboration. You’ll build a complete project from scratch and learn advanced organization strategies.

Tutorial Overview

What You’ll Accomplish

By the end of this tutorial, you’ll have:

• ✅ Created a well-structured project with multiple transcripts
• ✅ Configured project settings for optimal workflow
• ✅ Generated cross-transcript analysis and insights
• ✅ Set up team collaboration and sharing
• ✅ Developed systematic organization strategies
• ✅ Created professional project reports

Prerequisites

• Completed Basic Workflow Tutorial
• Multiple audio files (3-5 recommended) that are related
• Understanding of basic DeepTalk operations
• 45-60 minutes of focused time

Scenario for This Tutorial

We’ll create a project called “Product Launch Planning” with these sample transcripts:

1. Kickoff Meeting - Initial project planning
2. Technical Review - Engineering and technical requirements
3. Marketing Strategy - Marketing and promotion planning
4. Stakeholder Update - Progress review with leadership
5. Final Planning - Last details before launch

Adapt this scenario to your actual content and use case

Step 1: Project Planning and Strategy

Define Your Project Scope

Before creating the project, clarify:

Project Purpose:

• What is the overall goal of this project?
• What decisions need to be made?
• Who are the key stakeholders?
• What timeline are you working with?

Content Strategy:

• What types of meetings/conversations will be included?
• How many transcripts do you expect?
• What analysis will be most valuable?
• How will results be shared and used?

Example Project Definition

Project: Product Launch Planning
Goal: Coordinate successful launch of new product
Stakeholders: Product team, engineering, marketing, leadership
Timeline: 6-week planning cycle
Content: Weekly planning meetings, specialist reviews, stakeholder updates
Analysis needs: Decision tracking, action items, timeline coordination

✅ Checkpoint: You have a clear project definition and understand what content will be included.

Step 2: Create Your Project

Navigate to Projects

1. Click the Projects tab (📁) in DeepTalk’s main navigation
2. Review existing projects to understand the interface
3. Click “Create New Project” or similar button

Configure Project Basics

Essential Information:

1. Project Name: “Product Launch Planning” (or your chosen name)
2. Description: Detailed explanation of project purpose and scope

   Coordination and planning for Q2 product launch. Includes 
   technical reviews, marketing strategy, stakeholder alignment, 
   and timeline management. Key decisions and action items 
   tracked for successful launch execution.
   

3. Category/Tags: Add relevant keywords (e.g., “product”, “launch”, “planning”, “Q2”)

Advanced Project Settings

Analysis Preferences:

• Default analysis type: Choose what type of analysis to run automatically
• Focus areas: Emphasize action items, decisions, timeline discussions
• Analysis depth: Standard or comprehensive based on project importance

Organization Settings:

• Default tags: Tags automatically applied to new transcripts
• Naming conventions: Standard patterns for transcript titles
• Quality standards: Minimum requirements for transcript completion

Collaboration Settings:

• Team access: Who can view, edit, or contribute to the project
• Sharing permissions: External sharing and collaboration rules
• Notification settings: Updates and progress alerts for team members

✅ Checkpoint: Your project is created with appropriate settings and ready for content.

Step 3: Add Content Strategically

Upload Strategy

Rather than uploading all content at once, use a strategic approach:

Phase 1: Foundation Content (1-2 transcripts) Upload your most important or representative content first:

1. Select your key transcript (e.g., “Kickoff Meeting”)
2. Upload directly to project:
   • From project page, click “Add Transcripts” or “Upload”
   • Select your file and ensure it’s assigned to this project
   • Add descriptive title and relevant details

Title and Description Best Practices

Effective Titles:

• Include date: “Kickoff Meeting - March 15, 2024”
• Include type: “Technical Review - Engineering Requirements”
• Include participants: “Marketing Strategy - Sarah, Mike, Jennifer”
• Be consistent: Use same format across all project transcripts

Useful Descriptions:

Technical Review - March 20, 2024
Participants: Engineering team (Sarah, Mike, Dev)
Focus: Backend architecture, API design, performance requirements
Key topics: Database scaling, security protocols, integration points
Duration: 45 minutes

Process and Review Foundation Content

1. Complete processing for your first transcript
2. Review and edit for accuracy and quality
3. Generate analysis and review insights
4. Take notes on patterns you want to track across transcripts

✅ Checkpoint: You have successfully uploaded and processed your first project transcript with high quality.

Step 4: Build Your Project Library

Add Remaining Content

Systematic Addition:

1. Upload second transcript using same quality standards
2. Maintain consistent naming and description patterns
3. Process and review each transcript thoroughly
4. Note relationships between transcripts as you go

Cross-Reference and Connection

As you add each transcript:

• Look for recurring themes across transcripts
• Note evolving decisions and how they develop
• Track action items and their resolution across meetings
• Identify key players and their roles in different discussions

Quality Consistency

Maintain Standards:

• Speaker naming: Use consistent names across all transcripts
• Technical terms: Maintain consistent vocabulary and spelling
• Context notes: Add similar types of contextual information
• Completion criteria: Apply same review standards to all content

Example Project Build-Out

Project: Product Launch Planning
├── 01_Kickoff_Meeting_Mar15.mp3 ✅ Complete
├── 02_Technical_Review_Mar20.mp3 ✅ Complete  
├── 03_Marketing_Strategy_Mar25.mp3 🔄 Processing
├── 04_Stakeholder_Update_Apr01.mp3 ⏳ Queued
└── 05_Final_Planning_Apr05.mp3 ⏳ Pending

✅ Checkpoint: You have multiple transcripts in your project, all processed and reviewed with consistent quality standards.

Step 5: Cross-Transcript Analysis

Project-Level Analysis

1. Navigate to project analysis view (look for “Project Analysis” or “Insights” tab)
2. Generate comprehensive analysis across all project transcripts
3. Review cross-transcript insights:

Types of Cross-Project Analysis:

• Theme evolution: How topics develop across meetings
• Decision tracking: Follow decisions from initial discussion to resolution
• Action item management: Track tasks and their completion across sessions
• Stakeholder participation: Who contributes to which discussions
• Timeline analysis: How project timeline evolves

Pattern Recognition

Look for These Patterns:

• Recurring concerns: Issues mentioned in multiple transcripts
• Resolution progress: How problems get addressed over time
• Decision evolution: How decisions develop and change
• Stakeholder alignment: Areas of agreement and disagreement
• Communication patterns: Who communicates with whom about what

Example Cross-Transcript Insights

DECISION EVOLUTION: Launch Timeline
- Kickoff (Mar 15): "Targeting June 1 launch"
- Technical Review (Mar 20): "Engineering needs until June 15"
- Marketing Strategy (Mar 25): "Marketing prefers July 1 for campaign alignment"
- Stakeholder Update (Apr 1): "Compromise on June 15 with limited initial rollout"
- Final Planning (Apr 5): "Confirmed June 15 with full marketing support"

ACTION ITEM TRACKING:
- API documentation (assigned: Sarah, due: Mar 30) → Completed in Technical Review
- Marketing collateral (assigned: Mike, due: Apr 5) → In progress as of Stakeholder Update
- Beta testing plan (assigned: Jennifer, due: Apr 10) → Not yet started

✅ Checkpoint: You understand how themes, decisions, and action items evolve across your project transcripts.

Step 6: Advanced Organization Features

Tagging and Categorization

Systematic Tagging:

1. Develop tag hierarchy for your project:

   Primary tags: product-launch, planning, Q2
   Content tags: technical, marketing, stakeholder, decision, action-item
   Status tags: completed, in-progress, pending-review
   Participant tags: engineering-team, marketing-team, leadership
   

2. Apply tags consistently across all project transcripts
3. Use bulk operations to apply tags to multiple transcripts at once

Custom Metadata

Add Project-Specific Information:

• Meeting types: Kickoff, review, planning, update, retrospective
• Outcome status: Decisions made, actions assigned, issues raised
• Priority levels: Critical, important, standard, informational
• Review status: Completed, needs review, approved, archived

Advanced Search and Filtering

Project-Specific Discovery:

1. Search within project using project-scoped search
2. Filter by metadata to find specific types of content
3. Timeline exploration to understand project chronology
4. Speaker-based analysis to track individual contributions

Example Searches:

• project:"Product Launch" AND speaker:"Sarah" AND topic:timeline
• tag:decision AND date:2024-03 AND status:completed
• action-item AND assigned:Mike AND priority:critical

✅ Checkpoint: Your project is comprehensively organized with systematic tagging and metadata.

Step 7: Team Collaboration Setup

Configure Team Access

Access Levels:

1. Project Owner: Full control (you)
2. Contributors: Can add content and edit transcripts
3. Reviewers: Can view and comment but not edit
4. Stakeholders: View-only access to final results

Sharing Strategy

Internal Team Sharing:

1. Add team members with appropriate permission levels
2. Configure notification settings for project updates
3. Set up review workflows for quality assurance
4. Establish communication protocols for project discussions

Stakeholder Communication:

1. Create stakeholder-friendly exports with executive summaries
2. Set up regular reporting with automated or scheduled exports
3. Configure limited access for external stakeholders
4. Prepare presentation materials based on project insights

Collaboration Workflows

Review Process:

1. Content uploaded → 2. Initial processing → 3. Quality review
↓
4. Team member review → 5. Stakeholder approval → 6. Final archive

Communication Flow:

• Real-time updates: Notifications for new content and analysis
• Regular reports: Weekly summaries and progress updates
• Milestone communications: Key decision points and project gates
• Final deliverables: Comprehensive project reports and archives

✅ Checkpoint: Your project is set up for effective team collaboration with appropriate access and workflows.

Step 8: Generate Project Reports

Comprehensive Project Analysis

1. Generate project-wide report including all transcripts and analysis
2. Configure report settings:
   • Audience: Executive summary vs. detailed analysis
   • Focus areas: Decisions, action items, timeline, risks
   • Format: Professional PDF, collaborative Word document, or data export
   • Scope: Complete project or specific time periods/topics

Report Structure Example

PROJECT REPORT: Product Launch Planning
Executive Summary
├── Project Overview and Timeline
├── Key Decisions Made
├── Critical Action Items
└── Recommendations and Next Steps

Detailed Analysis
├── Meeting-by-Meeting Summary
├── Decision Evolution Timeline
├── Action Item Tracking
├── Stakeholder Participation Analysis
├── Risk and Issue Management
└── Success Metrics and Outcomes

Appendices
├── Complete Transcript Summaries
├── Participant Directory
├── Technical Requirements Summary
└── Marketing Strategy Overview

Export and Distribution

Multiple Format Generation:

1. Executive PDF: High-level summary for leadership
2. Detailed Word document: Complete analysis for project team
3. Data export: JSON/CSV for further analysis or integration
4. Presentation slides: Key points for stakeholder meetings

Distribution Strategy:

• Immediate sharing: Email key stakeholders with executive summary
• Team access: Provide detailed reports to project team members
• Archive: Store complete documentation for future reference
• Follow-up: Schedule review meetings to discuss findings and next steps

✅ Checkpoint: You have generated comprehensive project reports and established distribution workflows.

Step 9: Project Maintenance and Evolution

Ongoing Project Management

Regular Maintenance:

• Content updates: Add new transcripts as project evolves
• Analysis refresh: Re-run analysis as new content is added
• Quality review: Periodic review of transcript accuracy and completeness
• Organization cleanup: Remove outdated tags, update metadata

Evolution Tracking:

• Decision updates: Track how decisions change or get implemented
• Action item progress: Monitor completion and outcomes
• Timeline adjustments: Document scope and timeline changes
• Stakeholder feedback: Incorporate feedback and lessons learned

Project Templates

Create Reusable Templates:

1. Save project configuration as template for future similar projects
2. Document successful workflows and processes
3. Create standard tag hierarchies and metadata structures
4. Establish quality standards and review processes

Template Elements:

PROJECT TEMPLATE: Product Planning
├── Standard tags and categories
├── Default analysis settings
├── Team roles and permissions
├── Report formats and schedules
├── Quality standards and review processes
└── Communication workflows

Lessons Learned

Document Success Factors:

• What worked well: Effective processes and approaches
• What could improve: Areas for optimization and enhancement
• Team feedback: Input from collaborators and stakeholders
• Technical insights: Configuration and setup optimizations

Apply to Future Projects:

• Refine processes: Improve based on experience
• Update templates: Incorporate lessons learned
• Train team members: Share effective practices
• Optimize workflows: Streamline based on proven approaches

✅ Checkpoint: Your project is set up for ongoing success with maintenance processes and lessons learned documentation.

Advanced Project Techniques

Cross-Project Analysis

Multi-Project Insights:

• Compare similar projects: Identify patterns across different initiatives
• Resource allocation: Understand team utilization across projects
• Best practices: Identify successful approaches for replication
• Timeline patterns: Learn from project duration and milestone patterns

Integration Workflows

Business System Integration:

• Export to project management tools: Sync action items and timelines
• CRM integration: Connect customer feedback and requirements
• Document management: Archive in company documentation systems
• Reporting automation: Regular reports to stakeholders and leadership

Advanced Analysis Techniques

Custom Analysis Prompts:

• Industry-specific analysis: Tailor analysis for your specific domain
• Role-based perspectives: Generate insights for different stakeholder groups
• Outcome-focused analysis: Emphasize specific types of results and decisions
• Predictive insights: Identify trends and potential future issues

Troubleshooting Project Management

Common Project Challenges

Organization Issues:

• Inconsistent quality: Establish and maintain quality standards
• Poor categorization: Develop systematic tagging and organization
• Missing connections: Use cross-reference analysis to identify relationships
• Overwhelming complexity: Break large projects into manageable phases

Collaboration Problems:

• Access confusion: Clearly define roles and permissions
• Communication gaps: Establish regular update and review processes
• Version conflicts: Use systematic review and approval workflows
• Stakeholder alignment: Regular communication and feedback incorporation

Technical Difficulties:

• Performance issues: Optimize for large project sizes and multiple transcripts
• Analysis quality: Fine-tune analysis settings for project-specific needs
• Export problems: Test and validate export formats and distribution
• Integration challenges: Develop systematic integration workflows

Optimization Strategies

Process Improvement:

• Systematic approach: Develop and document standard processes
• Quality gates: Implement checkpoints for quality assurance
• Automation: Use automated workflows where possible
• Continuous improvement: Regular review and refinement of processes

Team Effectiveness:

• Clear roles: Define responsibilities and expectations
• Training: Ensure team members understand tools and processes
• Communication: Establish regular check-ins and updates
• Feedback loops: Incorporate team input into process improvements

Project Success Metrics

Measuring Project Value

Quantitative Metrics:

• Time savings: Reduced meeting preparation and follow-up time
• Decision velocity: Faster decision-making and implementation
• Action item completion: Higher completion rates and tracking
• Communication efficiency: Reduced back-and-forth clarification

Qualitative Benefits:

• Improved transparency: Better visibility into project progress and decisions
• Enhanced collaboration: More effective team communication and coordination
• Better documentation: Comprehensive records for future reference
• Knowledge retention: Reduced loss of institutional knowledge

Success Indicators

Short-term (Immediate):

• All team members can access and understand project content
• Key decisions and action items are clearly documented
• Regular reports are generated and distributed successfully
• Team feedback is positive about process and tools

Medium-term (3-6 months):

• Reduced time spent in meetings and follow-up communications
• Improved project timeline adherence and milestone achievement
• Better stakeholder alignment and communication
• Successful replication of processes in other projects

Long-term (6+ months):

• Improved organizational knowledge management
• Enhanced decision-making quality and speed
• Better project outcomes and success rates
• Reduced project risk and improved predictability

Congratulations! You’ve completed the project setup and management tutorial. You now have advanced skills for organizing and analyzing multiple related transcripts.

Continue your learning journey: Advanced Features Tutorial →