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AI prompts for meeting notes and minutes

After a meeting, rough notes need to become something others can act on: who decided what, who will do what, and by when. An AI assistant does this conversion well, as long as the notes contain the facts. It was not in the room, so anything missing from your notes will be missing from the minutes, or worse, filled in with a guess.

The prompts

Rough notes into minutes

Turn my rough notes into meeting minutes with these headings: Date and people present, Points discussed, Decisions, Action items.

Use only what is in my notes. If a name, date or decision is unclear, write [CHECK] next to it and do not guess. Keep the language plain.

Meeting: [SUBJECT]
Notes:
[PASTE YOUR NOTES]

Replace the parts in [CAPITALS] first, or after pasting.

Just the action items

From the notes below, make a table of action items with three columns: Task, Who, By when. If the notes do not say who or by when, write "not decided". Do not add tasks that were not mentioned.

[PASTE YOUR NOTES]

Replace the parts in [CAPITALS] first, or after pasting.

A follow-up message to the group

Write a short message to send to everyone after a meeting. It should thank them in one line, list the decisions, list who is doing what by when, and give the date of the next meeting.

Keep it under 150 words and suitable for [EMAIL / A WHATSAPP GROUP].

Decisions and tasks:
[PASTE THE LIST]
Next meeting: [DATE, OR "NOT FIXED"]

Replace the parts in [CAPITALS] first, or after pasting.

Prepare an agenda

Prepare an agenda for a [LENGTH] meeting about [SUBJECT] with [WHO IS ATTENDING].

What must be decided: [LIST]
What only needs to be shared: [LIST]

Put decisions first. Give each item a time in minutes and say what the outcome of that item should be. Total time must not exceed the meeting length.

Replace the parts in [CAPITALS] first, or after pasting.

Summarise a long discussion for someone who was absent

Summarise the discussion below for a colleague who missed it. In under 120 words, tell them what was decided, what is still open, and whether anything needs their action. Leave out who said what unless it matters.

[PASTE THE NOTES OR CHAT WITH PRIVATE DETAILS REMOVED]

Replace the parts in [CAPITALS] first, or after pasting.

Find what is unclear

Read these meeting notes and list every point where a decision, an owner or a deadline is unclear or seems to contradict another point. Do not fix them. I will go back and ask.

[PASTE YOUR NOTES]

Replace the parts in [CAPITALS] first, or after pasting.

How to adapt these prompts

Say where the result will go. Minutes for a file, a message for a WhatsApp group and an email to a director need different lengths and tone.
Name the format. Ask for a table, a numbered list or plain paragraphs. For a society or committee, add the headings your records normally use.
Use your own short forms. If your notes say "RK to send PO by Fri", tell the assistant that RK is a person and PO means purchase order.
Ask for another language. "Write the follow-up message in Hindi" works, but read it carefully before sending.
Keep the [CHECK] instruction. It is the most useful line in the first prompt, because it makes the assistant show its doubts.

Before you circulate

Minutes become the record. Compare the draft with your notes line by line, especially names, amounts and dates, and resolve every [CHECK]. If the minutes are formal, for a housing society, a company board or a committee, they may need a particular form and approval, so follow your organisation's own rules.

Be careful with what you paste. Meeting notes often contain names, prices, salaries and plans. Remove or replace anything confidential before giving the notes to an assistant, and put the real details back afterwards.

Related tasks

This is an independent site. It is not connected with any company that makes AI assistants. The prompts are plain text and can be used in any AI chat assistant. An AI assistant can give wrong or made-up answers: check anything important before you rely on it, and do not paste private details into a prompt.