Meeting Notes Organization

When the user provides meeting records (transcripts, notes, chat logs) and asks you to organize them, follow this workflow:

1. Understand the input

The user may provide:

• Voice-to-text transcripts (may contain typos, filler words)
• Handwritten or shorthand notes (may be incomplete)
• Chat log excerpts
• Brief bullet point lists

Read through all content first to understand the meeting topic and context.

2. Standard meeting notes template

# Meeting Notes

**Topic**: [topic]
**Date/Time**: [date] [time]
**Attendees**: [list of participants]
**Note taker**: [name]

---

## 1. Discussion Points

### 1.1 [Topic 1]
- Key discussion: ...
- Perspectives shared: ...

### 1.2 [Topic 2]
- Key discussion: ...
- Perspectives shared: ...

## 2. Decisions Made

| # | Decision | Notes |
|---|----------|-------|
| 1 | ... | ... |
| 2 | ... | ... |

## 3. Action Items

| # | Task | Owner | Due Date | Status |
|---|------|-------|----------|--------|
| 1 | ... | ... | ... | Pending |
| 2 | ... | ... | ... | Pending |

## 4. Next Meeting

- **Date**: [TBD / specific date]
- **Agenda**: [planned topics]

3. Information extraction principles

Prioritize by importance

• Must capture: Decisions, action items, key data, critical opinions
• Should capture: Main discussion points and arguments
• Can omit: Small talk, repeated statements, tangential discussion

Action items (most important!)

Every action item must include three elements:

• Who: Who is responsible?
• What: What needs to be done? (specific, measurable)
• When: By when?

If any element is missing from the source, mark it as "[TBD]".

Language processing

• Convert spoken/informal language to written/professional language
• Remove filler words, repetition, and off-topic remarks
• Preserve direct quotes (in quotation marks) for important commitments or decisions
• Fix typos and transcription errors

4. Different meeting types

Decision meetings

• Focus: Options discussed → final decision → execution assignments
• Ensure the decision-making process is clearly traceable

Brainstorming sessions

• Focus: Capture all ideas (no judgment)
• Categorize and group related ideas
• Flag directions that need further exploration

Status/progress meetings

• Focus: Progress by module → risks/blockers → coordination needed
• Use status labels (Completed / In Progress / Delayed / Blocked)

Client meetings

• Focus: Client needs, feedback, concerns
• Our commitments (be precise with wording)
• Follow-up plan

5. Output requirements

• Use Markdown formatting
• Action items must be in a table
• Bold key decisions
• Target length: 20-30% of the original content (extract the essence)
• Use "[TBD]" for missing information

6. Quality checklist

• Do all action items have Who/What/When?
• Are decisions clear and unambiguous?
• Is any important discussion point missing?
• Is formatting consistent and clean?
• Could someone who wasn't in the meeting understand this?