Turn meeting notes into owners, dates, and next actions—without rewatching the call.

Top picks

Protocol

1. 1

   Collect the raw record (2 min).

   Use one source of truth: your notes, a transcript export, or both. Write the meeting date, attendees you are sure of, and the timezone for due dates. If someone was not in the room, do not add them later as an owner unless the notes say so.

2. 2

   Lock the extraction rules.

   Paste this before the notes so the model cannot invent owners, deadlines, or decisions.

   Copy-paste prompt

   Copy

   Extract action items from the meeting record I will paste.
   
   Hard rules:
   - Use only people, dates, and commitments that appear in the text (or in a short roster I provide).
   - If an owner is unclear, write Owner: Unassigned and quote the line that created the task.
   - If no date was said, write Due: None stated. Do not pick a Friday for me.
   - Separate Decisions, Action items, and Open questions.
   - Do not add work that would be “nice” but was not asked for.
   - Keep each action to one verb and one outcome.
   
   Output markdown:
   ### Decisions
   ### Action items (Owner · Due · Task · Source quote)
   ### Open questions
   ### Parking lot (mentioned, not committed)
   
   Confirm the rules in one sentence, then wait for the notes.

3. 3

   Paste notes and ask for the list.

   Drop in the transcript or notes. If names are nicknames, include a one-line roster: “Sam = Samantha Lee (design).” Then send:

   Generate command

   Copy

   Here is the meeting record. Extract now. Quote the source phrase for every action item. If two people were mentioned, do not pick a winner—mark Unassigned.

4. 4

   Send a human-checked follow-up.

   You still assign and send. Edit Unassigned rows, then paste the cleaned list into Slack, email, or the tracker. If you want a send-ready message, use the prompt below and review every name.

   Follow-up draft

   Copy

   Draft a short follow-up from the extracted list only. Do not add tasks. Keep Unassigned visible. Use this shape:
   Subject/first line: Recap + next actions (DATE)
   Then: decisions (3 bullets max), action table, questions still open.

When not to

• Do not treat a noisy transcript as truth. If the audio missed a name, leave the owner blank.
• Do not let the model “helpfully” add a deadline of next week. Missing dates stay missing until a person sets them.
• Do not paste a recording of a confidential legal, medical, or HR conversation into a tool you would not forward to the whole company.
• Skip this recipe if you only have a calendar title and no notes. There is nothing honest to extract.