Make this: A meeting follow-up ready for review
A decision log and action list with confirmed owners, deadlines, and questions still needing a decision.
Copy the prompt blocks below. Replace every [bracketed field] with your information. The worked example shows how the result should look; it is not your business information.
1. Gather your inputs
Meeting date and timezone, notes or transcript, participant names or roles, and the project being discussed.
Open ChatGPT or Claude and start a new conversation. These instructions use ordinary text chat. No coding, connectors, or paid automation setup is required by this guide; account limits vary.
2. Copy, fill in, and send this prompt
Click Copy prompt, paste into the chat box, fill the fields, then send. Include only information you are allowed to share.
Turn these meeting notes into a reviewable follow-up.
MEETING DATE AND TIMEZONE: [date and timezone]
PROJECT: [project name]
PARTICIPANTS: [names or roles]
NOTES: [paste approved notes or transcript]
Separate: confirmed decisions, committed actions, unresolved questions, and suggestions not approved. For each action include owner, deadline, dependency, and supporting excerpt. Translate relative dates only when the meeting date makes them clear; preserve the original wording alongside the interpreted date. Mark missing information unconfirmed. Do not assign an owner based only on who spoke. Finish with a concise draft follow-up message and the questions the meeting owner must answer. Do not send messages or create tasks.3. Compare with a worked example
Illustrative input: Sample notes: Maya will send the approved footage Friday. Leo can start when the folder arrives. We discussed posting Monday but did not agree. The thumbnail needs approval; nobody was assigned.
Meeting date: Tuesday, October 6, 2026.
Timezone: America/New_York.
Committed action: Maya sends approved footage by Friday, October 9, 2026 (“Friday”). Supporting note: “Maya will send the approved footage Friday.”
Dependency: Leo can begin after the folder arrives. This is not a confirmed completion date.
Unapproved suggestion: Publish Monday. The notes say this was discussed, not agreed.
Open question: Who approves the thumbnail, and by when?
Draft follow-up: Maya will send approved footage by Friday, October 9. Leo’s start depends on receiving that folder. We still need a thumbnail approver and a confirmed publishing date. Please correct anything I missed before we add these items to the tracker.
4. Fix a weak first draft
Stay in the same conversation so the assistant can refer to its previous answer. Choose the follow-up that matches the problem.
A participant disputes this action: [action and correction]. Compare the correction with the original notes. Show the conflict and propose a neutral clarification question. Do not silently overwrite a confirmed decision.Convert only the confirmed actions into rows I can paste into a tracker: task, owner, due date, dependency, status. Keep unresolved items in a separate questions list.5. Finish and use it
Have the meeting owner confirm the interpretation before distributing it. Add confirmed actions to the team’s existing tracker. A draft follow-up is not proof that a task was assigned, acknowledged, or completed.
The text file includes the main prompt, example, follow-ups, and finishing checklist. Open it in any text editor.