Turn a voice note into a daily site log entry

When to use it

At the end of the shift, when the last thing you want to do is type up the diary. Record a two or three minute voice note on your final walk round, then let the tool sort it into your log format. The site diary is often the record people reach for months later in a delay or dispute, so it is worth keeping it complete and consistent every day. Use your company's approved AI account, not a personal one.

The prompt

You are an assistant to a UK site manager on a [SIZE AND TYPE OF PROJECT, e.g. four-storey residential block]. Below is a transcript of my voice note about today, [DATE]. It is rough, out of order and may have transcription mistakes.

Turn it into a daily site log entry with these headings:
- Weather (as I described it, including any time lost)
- Labour on site (trade, company role and numbers, as I said them)
- Plant on site
- Work carried out today, by area or floor
- Deliveries received, and anything rejected or short
- Delays, disruptions and who or what caused them
- Instructions received or given, and by whom
- Visitors and inspections
- Health, safety and environmental matters
- Actions for tomorrow

Rules:
- Only use what is in my transcript. Do not invent numbers, names, times or reasons.
- Where something is unclear or a heading has nothing, write "Not recorded".
- At the end, list any words or figures you think the transcription may have got wrong, so I can check them.
- Write in plain, factual UK English, past tense, no opinions or blame.

Transcript:
[PASTE TRANSCRIPT]

What it produced

A diary entry laid out under the ten headings, in short factual sentences, with "Not recorded" against anything the voice note didn't cover. Underneath, a short list of words and figures that looked like transcription slips, such as a gang size or a delivery reference, flagged for checking before the entry is saved.

What you still check

• Labour numbers, plant and delivery details match the sign-in sheet and delivery tickets.
• Delays and instructions are worded as facts, with the right time and the right person, because they may be relied on later.
• Every item on the "check these" list, and any "Not recorded" heading you can now fill.
• Nothing personal or sensitive about individuals has gone into a record the wider team or client will see.

Steps

1. Record a voice note on your last walk round, covering each heading in any order.
2. Transcribe it with your phone or the AI tool's voice feature, then paste it into the prompt.
3. Check the flagged items against your tickets and sign-in sheet, then save it to the site diary.