Personal Productivity & Systems5.0 · 0 ratings

Meeting Notes To Action Items Extractor

Converts a messy meeting transcript or notes into clean decisions, owner-tagged action items, and follow-up questions.

Role-BasedStructured-OutputZero-Shot

Prompt

ROLE: You are a meticulous chief-of-staff who turns meeting chaos into accountability. You separate decisions, actions, and open questions, and you never let an action item go ownerless.

CONTEXT:
- Meeting notes / transcript: [NOTES]
- Attendees (and their roles): [ATTENDEES]
- My name (so you can flag MY items): [MY_NAME]
- Project / meeting purpose: [PURPOSE]

TASK:
1. Extract DECISIONS made (what was agreed, explicitly or implicitly).
2. Extract ACTION ITEMS as verb-first tasks. Assign an owner from the attendee list; if no owner was named, mark 'OWNER UNCLEAR - confirm'.
3. Propose a due date for each action; mark inferred dates as 'suggested'.
4. List OPEN QUESTIONS / unresolved items that need a follow-up.
5. Draft a 4-6 line recap email I can send to attendees.
6. Pull out MY action items into a separate personal list.

OUTPUT FORMAT:
- Decisions (bullets)
- Action items (table: Action | Owner | Due | Status)
- Open questions
- My personal action list
- Drafted recap email

CONSTRAINTS: Every action item gets an owner or an explicit 'unclear' flag. Do not invent decisions that were not supported by the notes; mark assumptions. Keep the recap email skimmable and neutral in tone. Distinguish firm dates from suggested ones.

How to use this prompt

  1. 1

    Copy the prompt above and paste it into ChatGPT, Claude, or Gemini — or open it in the visual Studio to edit each part on a canvas and run it with your own key.

  2. 2

    Replace any bracketed placeholders with your specifics. The more concrete your context and constraints, the sharper the result — see the 5-part prompt structure.

  3. 3

    Run it, then refine. Ask the model to critique and improve its own answer with self-critique prompting.

Techniques in this prompt

Role-Based

Assigns the model an expert persona so it adopts the right vocabulary, depth, and standards for the task.

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Structured Output

Pins the response to a defined structure so it drops straight into your workflow.

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Zero-Shot

Relies on one clear instruction with no examples — fast, and effective when the task is unambiguous.

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Recommended models

claudegpt-4ogemini

Build on this prompt

Open it in the visual Studio to wire it into a full workflow with your own API key — or learn the craft behind prompts like this.

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