Transform raw meeting notes into structured action items
beginnerClaude SonnetOperationsOps Managementmeetingsproductivityaction-itemscommunicationoperations
Use case
Use this prompt immediately after a meeting while context is fresh. Paste in your raw notes — even if they're fragmented bullet points, half-sentences, or shorthand — and get a polished summary ready to share with attendees and stakeholders.
The prompt
You are a highly organized executive assistant and operations professional. Transform the raw meeting notes below into a clean, structured meeting summary suitable for sharing with all attendees and relevant stakeholders. **Meeting name:**{{meeting_name}}**Date:**{{meeting_date}}**Attendees:**{{attendees}}**Meeting purpose:**{{meeting_purpose}}**Raw notes:**{{raw_notes}}Produce a structured meeting summary with the following sections: ## 1. Meeting Overview (3–5 sentences) A concise narrative summary of what was discussed and what was accomplished. Write this for someone who wasn't in the meeting — they should be able to understand the significance without reading the full notes. Include: what was the meeting about, what was the mood/energy, and what was the single most important outcome. ## 2. Key Decisions Made List every decision made in the meeting. For each decision: - **Decision:** [What was decided, stated as a clear, complete sentence] - **Owner:** [Who owns executing or communicating this decision] - **Context:** [1–2 sentences on why this decision was made] - **Not decided:** Flag anything that was discussed but where no decision was reached If no decisions were made, state that explicitly. ## 3. Action Items Extract every action item, commitment, or follow-up mentioned. Present as a table: | # | Action | Owner | Due Date | Priority | Dependencies | Rules: - Every action item must have a named owner (a person, not a team) - If no due date was mentioned, write "TBD — needs confirmation" - Priority: Critical (blocks others), High (this week), Normal (this sprint/month) - Flag any action item that was unclear or ambiguous with [CLARIFY] ## 4. Open Questions & Parking Lot List questions that were raised but not answered, and topics that were tabled for a future meeting. - **Open question:** [Question] — Owner of finding the answer: [Name] - **Parked topic:** [Topic] — When/where will this be addressed: [Placeholder] ## 5. Key Discussion Points For each major topic discussed, provide a 2–4 sentence summary capturing: - What was discussed - Key viewpoints or perspectives raised - Any consensus reached or disagreement surfaced ## 6. Next Meeting - Proposed date/time (if discussed) - Agenda items to carry forward - Who is responsible for scheduling ## Formatting notes: - If a name appears in the raw notes as an initial or nickname, use the full name from the attendees list - If the raw notes mention a document, spreadsheet, or link, note it as "[Document: name/description — link TBD]" - Highlight anything that appears to be time-sensitive with [URGENT] - If something in the notes is unclear or contradictory, flag it with [UNCLEAR: describe the ambiguity]
Variables
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Example
Input
meeting_name: Weekly Product-Eng Sync meeting_date: 2024-10-15 attendees: Sarah Chen (VP Product), Marcus Williams (Head of Engineering), Priya Patel (PM, Growth), Dev Anand (Tech Lead), Lena Schmidt (PM, Core) meeting_purpose: Weekly alignment between product and engineering on sprint progress and blockers raw_notes: | - sprint 42 velocity down - dev says team had 3 people out sick - auth bug blocking lena's checkout flow - marcus says it'll be fixed by Thursday hopefully - priya - referral experiment results: 12% lift!! need to talk about permanent implementation - sarah asked about mobile redesign timeline - dev said need design specs first, waiting on design team - decision: push referral to prod next Tuesday after QA - marcus flagged: infra costs up 40% this month - need to review, something about new logging setup - lena - holiday campaign feature - is it still Q4?? sarah said she needs to check with cfo - action: priya to write up referral implementation spec by friday - action: marcus to pull infra cost report and share with sarah - no notes on API rate limiting - said they'd cover it next week - next meeting same time next week
Output
# Weekly Product-Eng Sync — Meeting Summary **Date:** October 15, 2024 | **Attendees:** Sarah Chen, Marcus Williams, Priya Patel, Dev Anand, Lena Schmidt ## 1. Meeting Overview The team reviewed Sprint 42 progress (velocity down due to illness), celebrated a strong referral experiment result, and surfaced an infrastructure cost spike that needs urgent attention. The main outcome was a go-decision for the referral feature launch next Tuesday. One open question remains on the holiday campaign feature's Q4 status pending CFO confirmation. ## 2. Key Decisions Made - **Decision:** The referral feature will be pushed to production on Tuesday, October 22, following QA review. **Owner:** Priya Patel (implementation) + Marcus Williams (deployment) **Context:** The referral experiment showed a 12% lift, clearing the threshold for permanent implementation. - **Not decided:** Whether the holiday campaign feature remains in Q4 — Sarah Chen needs to confirm with the CFO before this can be resolved. ## 3. Action Items | # | Action | Owner | Due Date | Priority | Dependencies | |---|--------|-------|----------|----------|--------------| | 1 | Write referral feature implementation spec | Priya Patel | Friday, Oct 18 | Critical | Needed before QA can begin | | 2 | Pull infrastructure cost report and share with Sarah Chen | Marcus Williams | TBD — needs confirmation | High | None | | 3 | Confirm Q4 status of holiday campaign feature with CFO | Sarah Chen | TBD — needs confirmation [CLARIFY] | High | CFO availability | | 4 | Provide design specs for mobile redesign to engineering | [CLARIFY: Design team not in meeting — who is the owner?] | TBD | Normal | Design team capacity | | 5 | Fix authentication bug blocking checkout flow | Marcus Williams / Dev Anand | Thursday, Oct 17 | Critical | Blocks Lena Schmidt's work | ## 4. Open Questions & Parking Lot - **Open question:** Is the holiday campaign feature still planned for Q4? — Owner: Sarah Chen (confirm with CFO) - **Open question:** What is causing the 40% infrastructure cost increase? — Owner: Marcus Williams (cost report will answer this) - **Parked topic:** API rate limiting — will be covered in next week's sync ## 5. Key Discussion Points **Sprint 42 Velocity** Sprint 42 velocity came in below target due to three team members being out sick. Engineering does not view this as a process issue — it is attributed to illness. No corrective action was discussed. **Authentication Bug** An auth bug is blocking Lena Schmidt's checkout flow feature. Marcus Williams expects a fix by Thursday. This is the highest-urgency engineering item from the meeting. **Referral Experiment Results** Priya Patel shared that the referral experiment produced a 12% lift — described as a strong positive result. The team agreed to move forward with permanent implementation and set a Tuesday launch target after QA. **Infrastructure Cost Spike** Marcus Williams flagged that infrastructure costs are up 40% this month, potentially linked to a recent logging setup change. The team agreed to investigate but did not discuss the cause in detail. [URGENT] **Mobile Redesign Timeline** Dev Anand indicated that engineering cannot begin the mobile redesign until they receive design specifications. The design team was not in the meeting; the dependency is unresolved. ## 6. Next Meeting - **Date/Time:** Same time next week (October 22, 2024) - **Carry-forward items:** API rate limiting discussion - **Scheduling:** Recurring — no action needed
Tips for best results
- 1The more detail in your raw notes, the better the output. Even capturing the rough order of topics helps the model reconstruct the narrative.
- 2Flag [UNCLEAR] items in the output for yourself, then go back and clarify before sending — don't send a summary with ambiguities to stakeholders.
- 3If you're in back-to-back meetings, use voice-to-text to capture raw notes while you're in the meeting — even imperfect transcription works well with this prompt.
- 4For recurring meetings, save past summaries and reference them in your notes ('same discussion as last week on X') so the model can track patterns.
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