Meeting Notes

Overview

Transform raw meeting notes, transcripts, or audio-to-text outputs into clean, structured summaries. Extracts key decisions, action items with owners and deadlines, discussion topics, and follow-up tasks. Produces consistent, professional meeting documentation that teams can reference and act on.

Instructions

When a user asks you to process meeting notes or a transcript, follow these steps:

Step 1: Identify the input format

Format	Characteristics	Handling
Raw transcript	Speaker labels, timestamps, verbatim speech	Clean up filler words, group by topic
Bullet notes	Shorthand, incomplete sentences	Expand into full context
Audio transcript	May have errors, no punctuation	Fix obvious transcription errors, add structure
Paste from chat	Messages with usernames and timestamps	Group by discussion thread

Step 2: Extract the core elements

Read through the entire input and identify:

1. Meeting metadata - Date, attendees, meeting purpose/title
2. Agenda topics - The main subjects discussed
3. Key decisions - Any conclusions or agreements reached
4. Action items - Tasks assigned, with owner and deadline if mentioned
5. Open questions - Unresolved issues needing follow-up
6. Next steps - What happens after the meeting

Step 3: Structure the output

Use this template:

# Meeting Summary: [Title/Purpose]

**Date:** [Date]
**Attendees:** [Names]
**Duration:** [If known]

## Agenda

1. [Topic 1]
2. [Topic 2]
3. [Topic 3]

## Discussion Summary

### [Topic 1]
- Key points discussed
- Context and reasoning
- Any data or references mentioned

### [Topic 2]
- Key points discussed
- Different viewpoints raised
- Conclusion reached

## Decisions Made

| # | Decision | Owner | Context |
|---|----------|-------|---------|
| 1 | [What was decided] | [Who owns it] | [Why] |
| 2 | [What was decided] | [Who owns it] | [Why] |

## Action Items

| # | Task | Owner | Deadline | Priority |
|---|------|-------|----------|----------|
| 1 | [Specific task] | [Person] | [Date] | High |
| 2 | [Specific task] | [Person] | [Date] | Medium |

## Open Questions

- [Question that was not resolved]
- [Item needing further research]

## Next Meeting

- **Date:** [If scheduled]
- **Topics to cover:** [Carryover items]

Step 4: Clean and refine

• Remove filler words (um, uh, like, you know)
• Consolidate repeated points into single clear statements
• Ensure every action item has an owner (flag if missing)
• Convert vague deadlines ("soon", "next week") to specific dates when possible
• Keep the summary to 20-30% of the original length

Examples

Example 1: Transcript to summary

User request: "Summarize these meeting notes from our sprint planning"

Input (raw notes):

john: ok so we need to talk about the auth bug first
sarah: yeah the login timeout is causing issues for about 12% of users
john: can we fix it this sprint?
mike: i think so, its a session config issue. ill take it
sarah: great, make it P1. also we need to discuss the new dashboard
john: right, the designs are ready. sarah can you start on the frontend?
sarah: sure, ill need the API endpoints from mike first
mike: ill have those done by wednesday
john: perfect. anything else?
sarah: we should update the docs before release
john: good call. mike can you handle that by friday?
mike: yep

Output:

# Meeting Summary: Sprint Planning

**Attendees:** John, Sarah, Mike

## Discussion Summary

### Authentication Bug
- Login timeout affecting ~12% of users
- Root cause identified as session configuration issue
- Prioritized as P1 for current sprint

### New Dashboard
- Designs are finalized and ready for implementation
- Frontend work depends on API endpoints being available
- Documentation update needed before release

## Action Items

| # | Task | Owner | Deadline | Priority |
|---|------|-------|----------|----------|
| 1 | Fix login timeout (session config) | Mike | End of sprint | P1 |
| 2 | Build dashboard API endpoints | Mike | Wednesday | High |
| 3 | Implement dashboard frontend | Sarah | After API ready | High |
| 4 | Update documentation for release | Mike | Friday | Medium |

Example 2: Extract action items only

User request: "Just pull out the action items from this meeting transcript"

Output format:

## Action Items from [Meeting Name]

| # | Task | Owner | Deadline | Status |
|---|------|-------|----------|--------|
| 1 | [Task] | [Person] | [Date] | Pending |
| 2 | [Task] | [Person] | [Date] | Pending |

**Unassigned items (need owners):**
- [Task with no clear owner]
- [Task with no clear owner]

Example 3: Generate follow-up email

User request: "Turn these meeting notes into a follow-up email"

Output:

Subject: Meeting Summary & Action Items - [Topic] ([Date])

Hi team,

Thanks for joining today's discussion on [topic]. Here's a quick recap:

**Key Decisions:**
- [Decision 1]
- [Decision 2]

**Action Items:**
- @[Person]: [Task] by [deadline]
- @[Person]: [Task] by [deadline]

**Next Steps:**
[What happens next and when the next meeting is]

Let me know if I missed anything or if any details need correction.

Best,
[Name]

Guidelines

• Always preserve attribution. If someone said something or was assigned a task, keep their name attached.
• When deadlines are vague, note them as-is but flag for clarification.
• If the input is messy or unclear, do your best and add a note about what was ambiguous.
• Keep summaries concise. The goal is to save people from re-reading the full notes.
• Group related discussion points even if they were discussed at different times in the meeting.
• Use consistent formatting so summaries are scannable at a glance.
• If the user provides a transcript with speaker labels, always maintain the association between speakers and their statements.
• For recurring meetings, maintain a consistent structure so summaries are easy to compare week over week.