The problem
Meetings end, everyone is busy, and nobody writes up who agreed to do what. A week later the same discussion starts again.
Step by step
- Take rough notes during the meeting, or record it if everyone agrees and your tool transcribes.
- Paste the notes and ask for a summary, decisions and tasks with owners and due dates.
- Check the tasks against what was actually agreed.
- Paste the list into your task tool or email it to attendees.
The prompt
Here are notes from a meeting on {date} with {people}.
Give me:
1. A 5-line summary
2. Decisions made
3. Tasks as a table: task, owner, due date (write "not set" if none was agreed)
4. Open questions
Do not add anything that is not in the notes.
Notes:
{paste notes}
Replace the {highlighted} parts with your details, or fill them in with the prompt builder.
Check before you use it
- Owners and dates are what people actually agreed.
- Nothing important from the meeting is missing.
Privacy
- Ask permission before recording anyone. Leave out salary, health or disciplinary details.
Do’s and don’ts
Do
- Tell people when a meeting is being recorded or transcribed.
- Ask for "not set" when no owner or date was agreed.
- Send the task list out the same day.
Don’t
- Treat the summary as the official record without reading it.
- Record HR, legal or disciplinary conversations with a notetaker bot.
- Let the AI assign owners nobody agreed to.
When not to use AI for this
Sensitive HR or legal meetings are better minuted by a person.
Tools that can help
We are not paid by any of these companies, and we list well-known options, not a ranking. Features and plans change; check the provider’s site and its data terms before you sign up. See all AI tools by category.
Useful for
Small law firmsNonprofits and charitiesConstruction and contractorsConsultants and coachesRecruiters and staffing agenciesArchitects and interior designers
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