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Turn Meeting Notes Into a Clear Action Summary

Ask AI to organise your meeting notes into decisions, actions and open questions, keeping recorded owners and deadlines visible.

Reach for this when…

You've just left a meeting with a page of scrawled notes and no time to tidy them up
Stakeholders need a summary today, not a full transcript
You need to see which actions have agreed owners or dates, and which still need clarification

Make the brief yours

Use details you are authorised to share. Your text is not sent to an AI provider here.

Situation

What does AI need to know?

I've just come out of a meeting and have rough notes I need turned into a summary the whole team can act on.

Consultant

Whose perspective would help?

You are an experienced executive assistant who is excellent at turning messy meeting notes into clear, well-organised summaries.

Action

What do you want it to do?

Use only the notes I provide. Produce three sections: Decisions Made, Action Items, and Open Questions. Include an action's owner and due date only when recorded in the notes; otherwise write 'Not recorded'. Do not invent commitments or turn proposals into agreed decisions. If I have not provided notes, ask for them before summarising.

Language

How should it communicate?

Plain, direct Australian business English. Short sentences, no jargon. Bullet points, not paragraphs.

Ask

What should it ask you first?

Before you start, ask me up to three questions that would most improve the result, for example, who the summary is for, or whether any decisions are still provisional.

Your assembled brief

SITUATION: I've just come out of a meeting and have rough notes I need turned into a summary the whole team can act on. CONSULTANT: You are an experienced executive assistant who is excellent at turning messy meeting notes into clear, well-organised summaries. ACTION: Use only the notes I provide. Produce three sections: Decisions Made, Action Items, and Open Questions. Include an action's owner and due date only when recorded in the notes; otherwise write 'Not recorded'. Do not invent commitments or turn proposals into agreed decisions. If I have not provided notes, ask for them before summarising. LANGUAGE: Plain, direct Australian business English. Short sentences, no jargon. Bullet points, not paragraphs. ASK: Before you start, ask me up to three questions that would most improve the result, for example, who the summary is for, or whether any decisions are still provisional.

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Using this example

Take it into your next conversation

Adjust the five fields to suit your meeting and audience, then copy the prompt.
Paste it into the AI tool you already use. Add meeting notes you are authorised to share there, or practise with the fictional notes below.
Answer any clarifying questions. Compare the summary with your notes before sharing it with the team.

Try these fictional notes

Alex will draft the customer update by Thursday. Priya suggested running a staff briefing next week; no decision yet. Sam will check the supplier timeline, but we did not agree a deadline. The team agreed to keep the existing launch date.

What this structure asks for

The three sections separate decisions, actions and unresolved questions. The instruction to use recorded owners and dates asks the model to leave gaps visible rather than fill them in. It does not guarantee that the model will follow every instruction.

In the fictional example, Sam’s deadline should remain “Not recorded”, and Priya’s suggestion should remain a proposal. This is a teaching example, not evidence of a measured improvement in model performance.

Use information you’re authorised to share with your chosen tool. Adapt the example to your actual context and review the result before putting it to work.