AI Prompts for Meeting Notes

Create a structured meeting agenda for the following meeting.

Meeting type: {{meeting_type}} (e.g., weekly team sync, project kickoff, client review, retrospective)
Meeting title: {{meeting_title}}
Duration: {{duration}} minutes
Attendees: {{attendees}}
Meeting owner: {{owner}}

Goals for this meeting (what must be accomplished):
{{meeting_goals}}

Pre-meeting context:
{{context}}

Generate an agenda with:

**Header**
- Meeting title, date placeholder, time, duration, location/link
- One-sentence purpose statement

**Agenda Items** (for each item):
- Topic name
- Owner (who leads this item)
- Time allocation (must sum to total duration minus 5 min buffer)
- Type: Decision, Discussion, Update, or Brainstorm
- Desired outcome: What should be true when this item is done?
- Pre-read: Any materials attendees should review beforehand

**Parking Lot**
- Reserved space for off-topic items to capture without derailing the meeting

**Close** (last 5 minutes)
- Recap of decisions made
- Action items with owners and deadlines
- Next meeting date

Guidelines:
- Front-load the most important items — energy is highest at the start
- Decision items should include the options being considered
- No item longer than {{max_item_duration}} minutes — split large topics into sub-items
- Flag any items that could be handled async instead of in this meeting

Transform the following raw meeting notes or transcript into a clean, structured summary that can be shared with attendees and stakeholders.

Meeting type: {{meeting_type}}
Date: {{date}}
Attendees: {{attendees}}
Meeting duration: {{duration}}

Structure the summary as:

**Meeting Summary** (2-3 sentences)
The most important outcome of this meeting. Lead with the biggest decision or finding, not a description of what was discussed.

**Key Discussion Points**
For each major topic discussed:
- Topic heading
- What was discussed (2-3 sentences, capturing the substance, not just "we talked about X")
- Any data or facts referenced
- Who raised the topic

**Decisions Made**
| Decision | Made By | Rationale | Date |
|---|---|---|---|
(If no decisions were made, state "No formal decisions were made in this meeting" — do not skip the section)

**Action Items**
| # | Action Item | Owner | Deadline | Status |
|---|---|---|---|---|
(For items without a clear deadline, mark as "TBD — needs follow-up")
(For items without a clear owner, mark as "UNASSIGNED — needs owner")

**Open Questions**
- Questions raised but not answered, with who needs to follow up

**Next Steps**
- When the next meeting is scheduled (or if one needs to be scheduled)
- What should happen before the next meeting

Raw meeting notes:
"""
{{meeting_notes}}
"""

Extract every action item, commitment, and follow-up task from the following meeting notes or transcript. Be thorough — capture even casual commitments like "I'll look into that" or "let me check with my team."

Meeting: {{meeting_title}}
Date: {{date}}
Participants: {{participants}}

For each action item found, provide:

| # | Action Item | Owner | Deadline | Priority | Source Quote |
|---|---|---|---|---|---|

**Priority levels:**
- P1: Blocking other work or has an imminent deadline
- P2: Important but not blocking
- P3: Nice to have, no urgency

**Source Quote:** Include the exact phrase from the notes where this commitment was made, so owners can verify context.

After the table, provide:

**Unassigned Items**
List any tasks that were mentioned but no one explicitly took ownership of. These need to be assigned.

**Ambiguous Commitments**
List any statements that might be commitments but are unclear (e.g., "we should probably..." or "it would be good if someone..."). Flag these for clarification.

**Dependency Map**
If any action items depend on other action items being completed first, list those dependencies.

**Suggested Follow-Up Date**
Based on the deadlines extracted, recommend when to check in on progress.

Meeting notes:
"""
{{meeting_notes}}
"""

Extract and document all decisions from the following meeting into a formal decision log.

Meeting: {{meeting_title}}
Date: {{date}}
Attendees: {{attendees}}
Meeting context: {{meeting_context}}

For each decision identified, create a structured entry:

---
**Decision #[N]: [Clear, specific title]**

- **Decision:** [One sentence stating exactly what was decided]
- **Decision Maker:** [Who had final authority / who made the call]
- **Date:** {{date}}
- **Context:** [2-3 sentences — what problem or question prompted this decision]
- **Options Considered:**
  1. [Option A] — Pros: ... / Cons: ...
  2. [Option B] — Pros: ... / Cons: ...
  3. [Option C] (if applicable)
- **Rationale:** [Why this option was chosen over the alternatives]
- **Dissenting Views:** [If anyone disagreed, what was their argument? If unanimous, state "No dissenting views recorded"]
- **Impact:** [What changes as a result of this decision — who needs to know, what processes change]
- **Review Date:** [When this decision should be revisited, if applicable]
- **Status:** Active
---

If the meeting notes are ambiguous about whether something was a decision or just a suggestion, list it separately under "Possible Decisions — Needs Confirmation" with a note about what clarification is needed.

Also note any decisions that were DEFERRED — topics where the group explicitly chose not to decide yet, and what needs to happen before the decision can be made.

Meeting notes:
"""
{{meeting_notes}}
"""

Draft a follow-up email to send after the meeting. This email will serve as the official record and ensure everyone is aligned on next steps.

Meeting: {{meeting_title}}
Date: {{date}}
Recipients: {{recipients}}
My name: {{my_name}}
My role: {{my_role}}

Meeting notes:
{{meeting_notes}}

Email structure:

**Subject line:** [Meeting title] — Summary & Action Items ({{date}})

**Opening** (1-2 sentences)
Thank attendees briefly. State the purpose of the email: to recap decisions and confirm action items.

**Key Decisions** (bullet points)
- List each decision made, stated clearly and concisely
- If a decision affects people not in the meeting, note that they will be informed separately

**Action Items** (formatted as a checklist)
- [ ] [Owner]: [Task] — Due: [Date]
- [ ] [Owner]: [Task] — Due: [Date]
- Items without confirmed deadlines: "Please confirm your target date by replying to this email"

**Open Items**
- Questions or topics that need further discussion
- Who is responsible for following up on each

**Next Meeting**
- Date, time, and link (or note that it needs to be scheduled)
- Any preparation needed before the next meeting

**Closing** (1 sentence)
A brief, professional close. If any corrections are needed, ask recipients to reply by {{correction_deadline}}.

Tone: {{tone}} (e.g., professional and concise, warm and collaborative, formal)
Keep the total email under {{word_limit}} words.

Format the following standup updates into a clean, scannable summary for the team.

Team: {{team_name}}
Date: {{date}}
Sprint/iteration: {{sprint}} (if applicable)

Raw standup notes:
{{standup_notes}}

Format as:

**{{team_name}} Standup — {{date}}**

For each person, create a structured entry:

**[Name]**
- **Done:** What they completed since last standup (past tense, specific)
- **Today:** What they are working on today (present tense, specific)
- **Blockers:** Anything preventing progress (highlight with a flag if critical)

After all individual updates, add:

**Team Summary**
- Total items completed: [count]
- Active blockers: [count and brief description]
- Items at risk: Any tasks mentioned as behind schedule or struggling

**Blocker Resolution**
| Blocker | Owner | Who Can Help | Status |
|---|---|---|---|
(Pull from all blocker mentions across all updates)

**Sprint/Iteration Health** (if sprint info provided)
- Are we on track based on what was reported?
- Any patterns: same person blocked multiple days, same blocker recurring, etc.

If the raw notes are informal or incomplete (e.g., just Slack messages), do your best to parse them into the structure above. Flag any entries where the status is unclear.

Keep the tone brief and factual — standups are for alignment, not storytelling.