THE USEFUL RESULT
A reviewable action list and a short follow-up draft grounded in your notes.
Before you start
- Notes or a transcript you are authorized to use
- Meeting date
- Known attendees and approved action owners
Here’s the workflow
Use an approved source
Start with notes you already have permission to process. Recording and uploading a meeting are separate decisions; this recipe does neither.
Extract before rewriting
Ask for decisions, actions, and open questions in separate sections. Require a short source excerpt for each item so you can check it.
Leave blanks honestly
Use “owner not specified” and “date not specified” rather than having AI assign work to someone. Resolve those gaps with the team.
Review the follow-up
Draft a recap only after approving the action list. Check that proposals have not become commitments and that a tentative date has not become a deadline.
Track only approved work
Copy approved tasks into your tracker. Keep a link to the source notes and a person responsible for maintaining the list.
MAKE THIS PROMPT YOURS
Use only these authorized meeting notes: [notes]. Return three sections: decisions, action items, and open questions. For each action include the exact supporting excerpt, owner if explicitly stated, and due date if explicitly stated. Use “not specified” for missing fields. Separate suggestions from agreements. Draft, but do not send, a concise follow-up.
Replace the bracketed context with approved information. Prompt wording is not a security boundary.Check before you rely on it
- Each action has a source excerpt.
- Suggestions are not presented as decisions.
- No messages or task assignments are sent without approval.
When it does not work
Read the notes once and manually collect actions in a three-column table.
Only automate more when it helps
Only after reliable extraction, build an approved-notes-to-draft-task workflow in your existing automation platform.