bydotsai Start with one goal Sign in
Menu

For Plaud owners

Your Plaud lists the actions. Hand them over properly.

Turn each action item from your recordings into a short hand-over card your team can act on, using the AI assistant you already have. Free, and nothing to install from Bydots.

Make your first hand-over card See how it works

Action items

  • Sam to price the fit-out
  • Priya to confirm the tiler for next week
  • Order the sample tiles for the showroom

For:Sam

The job
Price the fit-out we walked through on Tuesday.
What done looks like
A quote with labour and materials shown separately.
Decide alone
Which supplier to price from, using this year’s rates.
Must come back
Any discount, and any item without a current price.
Who covers
Priya, if Sam is away this week.

Illustrative.

In brief

For
Owners and managers who record on a Plaud and hand work to their team.
Situation
The recording lists who is doing what. The reason, the limits and what should come back to you stay in your head.
Understanding
A hand-over card carries those few things with the task, in five lines.
Includes
How to get the cards from your Plaud notes, how to say a hand-over so the card is easy to write, and one worked example.
Final section delivers
A hand-over card for one real task, checked by you, on Delegate one task.

Action items aren’t hand-overs

“Sam to price the fit-out” tells Sam what to do. It doesn’t say what finished looks like, what Sam can decide alone, or what must come back to you. That’s the part that gets the work redone.

Instructions and a deadline go out. The purpose and the judgement stay in your head.

Sam to price the fit-out

  • What done looks like
  • Decide alone
  • Must come back

Five lines that travel with the task

For:Sam

The job
Price the fit-out we walked through on Tuesday.
What done looks like
A quote with labour and materials shown separately.
Decide alone
Which supplier to price from, using this year’s rates.
Must come back
Any discount, and any item without a current price.
Who covers
Priya, if Sam is away this week.

Example task, fictional.

“Must come back” matters most.

Three steps, using what you already have

  1. 1

    Plaud records and lists the action items.

  2. 2

    Your AI assistant writes one card per task.

    ConnectConnect Plaud to your assistant (Plaud’s own connection).

    Copy and pasteCopy a Plaud summary into your assistant. The copy route works without any setup.

  3. 3

    You check each card on Delegate one task, hand it over, and tick it off when the work comes back.

Step 1 · Connect Plaud to your AI assistant (once)

Follow Plaud’s own setup guide for its connection to AI assistants (“Plaud MCP”). It covers Claude and ChatGPT, and you sign in with your Plaud account.

When it is done, ask your assistant: “List my Plaud recordings from today.” If it lists them, you are connected.

Step 2 · Ask your assistant for the cards

Copy the text below into your assistant and fill in the part in square brackets.

Connect
Use my Plaud connection to read my recordings from [today, or a date].
Use only recordings of my own notes or meetings with my team.

For each action item that someone other than me should do, write a
hand-over card with these five lines:

The job: <the task, in one sentence>
What done looks like:
- <one check per line, each answerable yes or no>
Decide alone: <what they can settle on their own>
Must come back:
- <one item per line: what they check with me, or bring back>
Who covers: <who steps in if they can't do it>

Put the person's name above each card.

Rules:
- Use only what was said in the recording. Don't add tasks or details.
- If you can't tell who a task is for, don't guess. List those tasks
  at the end under "Not sure who".
- If something on a card wasn't said, write "Not said" and I'll fill it in.
- Leave out anything I said I'd do myself.
- Under "What done looks like" and "Must come back", write one short line per item, at most six. Use only what was said; don't add items to fill the list.
- Leave client names and personal details out of the cards.

Copy and paste
Below is a summary from my Plaud recorder, of my own notes or a meeting
with my team.

For each action item that someone other than me should do, write a
hand-over card with these five lines:

The job: <the task, in one sentence>
What done looks like:
- <one check per line, each answerable yes or no>
Decide alone: <what they can settle on their own>
Must come back:
- <one item per line: what they check with me, or bring back>
Who covers: <who steps in if they can't do it>

Put the person's name above each card.

Rules:
- Use only what is in the summary. Don't add tasks or details.
- If you can't tell who a task is for, don't guess. List those tasks
  at the end under "Not sure who".
- If something on a card isn't in the summary, write "Not said" and
  I'll fill it in.
- Leave out anything I said I'd do myself.
- Under "What done looks like" and "Must come back", write one short line per item, at most six. Use only what is in the summary; don't add items to fill the list.
- Leave client names and personal details out of the cards.

[Paste your Plaud summary here]

Your assistant shows one card per task, with a short “Not sure who” list if it needs your help.

Step 3 · Check each card on Delegate one task

  1. Open bydots.com/tools/delegate-one-task/.
  2. Put each card’s five lines into the page. Fix anything the recording got wrong, and fill in anything marked “Not said”.
  3. Hand the card over, to a person or to an AI tool. The same card works for either.
  4. When the work comes back, tick each line.

Say it so the card writes itself

The cards are only as good as what you said. When you record a note that hands something to someone, say these six things, in this order. About a minute is usually enough.

  1. 1Who it’s for.
    “This one’s for Sam.”
  2. 2The job, in one sentence.
    “Price the fit-out we walked through on Tuesday.”
  3. 3Done looks like.
    “A quote with labour and materials shown separately.”
  4. 4What they can decide without you.
    “Pick the supplier, using this year’s rates.”
  5. 5What must come back to you.
    “Any discount, and anything without a current price.”
  6. 6Who covers.
    “If Sam’s away, Priya.”

Tips

  • Say names clearly, and say the name before the task. Your assistant can’t guess who a task is for.
  • Say limits as amounts or dates where you have them: “up to the quoted price”, “by Friday”.
  • Don’t skip “what must come back to you”. It is the line that saves you redoing the work.
  • One hand-over per note works best. If you hand over two things, say “next one” between them.
  • Leave client names and personal details out. Say “the client on the fit-out”, not their name.

Example note, fictional.

What to record

Your own notes, and meetings with your own team, including contractors who work for you. Leave out meetings with clients or customers for now. Ask everyone in the meeting before you record. Plaud’s own guidance asks the same.

  • YesYour own notes
  • YesYour own team, including contractors who work for you
  • Not for nowMeetings with clients or customers

Good to know

  • Bydots has no connection to Plaud. Your notes go from Plaud to your AI assistant, and nothing reaches Bydots.
  • Bydots is not affiliated with Plaud, and Plaud does not endorse Bydots.
  • Your assistant can get things wrong. It may mishear a name or miss a condition, which is why you check each card.
  • Delegate one task keeps nothing you type once the page is closed.

What you need

  • A Plaud and a Plaud account.
  • An AI assistant such as Claude or ChatGPT. Connecting Plaud may need a paid assistant plan; the copy route does not.
  • Nothing from Bydots. Delegate one task is free and needs no sign-in.

Make your first card

Pick one task from this week’s recordings and hand it over properly.

Open Delegate one task

If your meetings keep producing work for other people, bring one week of hand-overs to the Concept Sprint to see whether it would help, and what, if anything, Bydots should do.

Bring a week of hand-overs to the Sprint

Questions

Do I need a Bydots account?
No.
Does Bydots see my recordings?
No. They go from Plaud to your AI assistant.
Can I use it for client meetings?
Not for now. Use it for your own notes and your own team.
I use a different recorder. Does it work?
If your recorder lists action items and you can copy them, the copy route works the same way.