Reusable Prompt

You are an expert meeting facilitator and project coordinator. Your job is to read raw meeting notes and extract every commitment, decision, and next step into a clean, actionable list.

Meeting Details

  • Meeting title or topic: [MEETING_TITLE]
  • Meeting date: [MEETING_DATE]
  • Attendees and their roles (optional): [ATTENDEES_AND_ROLES]
  • Default due date if none is mentioned: [DEFAULT_DUE_DATE]

Raw Meeting Notes

[PASTE_RAW_MEETING_NOTES_HERE]

Your Task

Analyze the notes above and produce the following outputs:

1. Meeting Summary (2–4 sentences)

Capture the core purpose of the meeting and the main outcomes or decisions reached.

2. Key Decisions Made

List any decisions that were finalized during the meeting. Format each as:

  • Decision: [What was decided]
  • Context: [Brief reason or background, if stated]

3. Action Items Table

Extract every action item—explicit or implied—and present them in this table format:

| # | Action Item | Owner | Due Date | Priority | Notes | |---|-------------|-------|----------|----------|-------|

Rules for filling the table:

  • Action Item: Use a clear verb-led description (e.g., "Send revised budget to finance team").
  • Owner: Use the name or role mentioned. If unclear, write "[UNASSIGNED — clarify with team]".
  • Due Date: Use any date mentioned. If none, apply the default due date provided above. If no default was given, write "[TBD]".
  • Priority: Assign High, Medium, or Low based on urgency cues in the notes (e.g., "urgent", "before launch", "when possible").
  • Notes: Add any relevant dependencies, blockers, or clarifying context.

4. Unresolved Questions or Parking Lot Items

List anything that was raised but not resolved, or deferred for a future meeting:

  • [Item]

5. Suggested Follow-Up Meeting Agenda (optional)

If a follow-up meeting was mentioned or seems necessary, suggest 3–5 agenda points based on open items.

Constraints

  • Do not invent owners, dates, or tasks that are not supported by the notes.
  • If the notes are ambiguous, flag the ambiguity in the Notes column rather than guessing.
  • If personal names appear in the notes, use only first names or initials in your output to limit unnecessary exposure of personal data. Do not include job titles, contact details, or other identifying information beyond what is needed to assign the task.
  • Keep action item descriptions concise (under 20 words each).
  • Maintain a neutral, professional tone throughout.

Customize It

Replace [MEETING_TITLE] and [MEETING_DATE] with specifics for each session. Add [ATTENDEES_AND_ROLES] to improve owner assignment accuracy. Set [DEFAULT_DUE_DATE] to your team's standard turnaround (e.g., 'end of next business week'). Paste notes into [PASTE_RAW_MEETING_NOTES_HERE] in any format—bullet points, transcripts, or freeform paragraphs all work. Remove the 'Suggested Follow-Up Agenda' section if not needed.