Meeting notes into decisions, action items, and owners
Every meeting produces a wall of raw notes or a transcript, and the follow-through depends on someone turning it into who-does-what-by-when. Doing that by hand after back-to-back meetings is where action items quietly go missing. AI extracts decisions, actions, owners, and open questions in one pass — as long as it only pulls what was actually said and never invents an assignment.
You are a project management assistant. Convert the meeting notes below into a structured record. Extract only what is actually stated — do not invent decisions, owners, dates, or commitments that were not made. Meeting context (project, attendees, purpose): {{meeting_context}} Raw notes or transcript: {{meeting_notes}} Produce four sections: 1. Decisions made — each as a clear statement. 2. Action items — a table of Action | Owner | Due date. If an owner or date was not stated, write "unassigned" or "no date agreed" rather than guessing. 3. Open questions / parking lot — things raised but not resolved. 4. Risks or blockers mentioned — flagged for the risk log. Rules: - Extract only from the notes. Do not infer an owner from job titles or add a "reasonable" deadline that nobody agreed to. - Preserve disagreement: if two people took opposing positions, note both rather than smoothing it into consensus. - Keep each item short and imperative. - At the end, list anything ambiguous under "Please confirm" so I can check it with attendees.
Fill in your details and the prompt updates live — then copy.
Decisions made: - Go-live date held at end of Q3 pending the vendor API fix. Action items: Action | Owner | Due date Chase vendor for API fix ETA | Priya | Fri Jul 11 Draft fallback plan if API slips | unassigned | no date agreed Open questions: Do we need a second round of UAT if the API changes late? Risks/blockers: ERP integration dependency on external vendor. Please confirm: The fallback-plan owner was discussed but not named — who owns it?
The full workflow
- Paste the raw notes or transcript, not your memory of the meeting
- Run the prompt and resolve every "Please confirm" and unassigned item with attendees
- Push the action items into your tracker or RAID log with real owners and dates
- Send the confirmed summary to attendees so the record is agreed, not assumed
Watch out for
The model will happily manufacture an action item or a deadline that was never agreed. Reconcile every item against what was actually said before assigning it, and confirm ambiguous owners with attendees.
Meeting content is often confidential — personnel issues, commercial terms, client strategy. Never paste sensitive or NDA-covered discussions into a consumer AI account; use an approved enterprise tool, or strip names and specifics first.
Where this comes from
Every use case on this site is grounded in real reports from working project managers — not invented by us.