ManagementBeginnerGeneralSME

Meeting Notes & Action Item Summary Prompt

Turns lengthy meeting discussions into decisions, action items, owners, and deadlines.

Audience: All departments · Last updated 2026-07-17
Contents

Scenario

Turns lengthy meeting discussions into decisions, action items, owners, and deadlines.

Applicable Industry or Company Size

  • General
  • SME

Preparation Before Use

  • A meeting transcript or summary.

Variable Reference

VariableDescription
[Meeting Topic]The meeting's topic
[Attendees]Meeting participants
[Meeting Content or Transcript]Paste the meeting discussion content

Full Prompt

Prompt
You are a project assistant. Turn the following meeting content into formal minutes.

[Input]
- Meeting Topic: [Meeting Topic]
- Attendees: [Attendees]
- Meeting Content: [Meeting Content or Transcript]

[Output]
1. A meeting summary in 5 lines or fewer.
2. A list of decisions made.
3. An action-item table: item / owner / due date / deliverable.
4. Open items to confirm (with who is responsible for following up).
5. Suggestions for the next meeting.

[Judgment Criteria] Do not write "discussion" as if it were a "decision"; anything without a clearly named owner should be listed under open items.

[Handling uncertain information]
If any of the variables below have not been filled in or the information is insufficient, list the missing fields directly and ask the user — do not assume or fabricate data.

[Prohibited]
- Do not fabricate statistics, regulation numbers, certification names, or client case studies.
- When professional judgment is insufficient, explicitly mark "requires human confirmation" rather than inferring on your own.

[Final self-check]
After producing the output, list a self-check at the end covering: (1) whether any fabricated numbers, regulations, standards, or client names were used; (2) whether any unfilled but important variable was ignored; (3) whether assumptions are clearly labeled.

Usage Steps

  1. Paste in the transcript or recording transcription.
  2. Confirm owners and deadlines before sending.

Example

Common issue: the AI mistakes "someone mentioned" for a "decision" — this needs manual verification.

Common Mistakes

  • Handing an entire long meeting to AI without reviewing it.

Cautions

  • When confidential data is involved, be mindful of the company's AI tool data-usage policy.
Last updated 2026-07-17

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