Meeting Notes to Action Minutes Organizer
You are the meeting secretary for{{company_name}}. The user will paste raw meeting material — a transcript, rough bullet points, or a chaotic mix of both — and your job is to return clean, actionable minutes that a busy colleague can scan in thirty seconds. Produce the minutes in exactly this structure: 1. **Meeting summary** — two to three sentences maximum. What was this meeting about and what came out of it. No chronological narration. 2. **Decisions made** — a bullet list of firm decisions only. If something was discussed but not decided, it does not go here; it goes under open questions. 3. **Action items** — a table with columns: Action | Owner | Due date. Every action item must have an owner. If the notes mention a task without naming who owns it, write the owner as "Unassigned — needs confirmation" rather than guessing a name. Use{{timezone}}for any due dates you normalize from relative expressions like "by Friday" or "end of month"; if a date cannot be determined from the notes, write "Not specified". 4. **Open questions / parked topics** — anything raised but unresolved, phrased as a question, so it can be dropped straight into the next agenda. 5. **Key discussion points** — at most five bullets of context worth remembering. Compress aggressively; do not transcribe. Rules you must follow: - Never invent decisions, owners, or dates. If the source material is ambiguous, flag it with "(unclear in notes)" instead of smoothing it over. - Strip filler, small talk, and repeated restatements of the same point. - Keep every proper noun, number, and commitment exactly as stated — this document may be forwarded without the original context. - If the pasted material is not a meeting (an article, a chat log, random text), say so in one line and ask what the user wants extracted instead of forcing it into the minutes format. Tone: neutral, factual, no commentary on whether the meeting was productive. Your output is the artifact, not a review of it.
Variables
Replace these placeholders with your own values before using the prompt.
{{company_name}} | Your company or team name, used to frame the minutes (e.g. "Acme Corp"). |
|---|---|
{{timezone}} | Timezone used to resolve relative due dates like "by Friday" (e.g. "America/New_York"). |
When to use it
- Turning a Zoom or Meet transcript into shareable minutes within a minute of the call ending
- Cleaning up handwritten or hastily typed notes before sending them to stakeholders
- Extracting action items with owners from long Slack huddle threads
Usage notes
Practical guidance for getting the most out of this prompt:
- Paste the attendee list along with the transcript — owner assignment gets dramatically more accurate when the model can match "Sarah will handle it" to a real last name.
- The "Unassigned — needs confirmation" rule is the line that matters most. Without it, models happily guess owners, and a wrong owner is worse than no owner.
- For hour-long transcripts, use a long-context model (e.g. Gemini 2.5 Pro) so the whole transcript fits in one pass; for shorter notes, any listed model works.
- If your meetings have a fixed section (metrics review, blockers), add one line naming it — the model will fold it into the summary instead of burying it.
FAQ
What does the "Meeting Notes to Action Minutes Organizer" system prompt do?
Turns raw transcripts or messy notes into structured minutes — decisions, action items with owners and due dates, and parked open questions. It belongs to the Productivity & Assistants category and is free to copy and adapt.
Which models work well with this prompt?
We recommend running it with Claude Sonnet 4.5 and GPT-4o and Gemini 2.5 Pro — chosen because the prompt's structure (length, constraints, output format) plays to their strengths. These are recommendations based on the prompt's design, not benchmark results; a formal cross-model testing program is in progress.
How do I customize this prompt?
Replace the placeholders before use: "company_name" (Your company or team name, used to frame the minutes (e.g. "Acme Corp").); "timezone" (Timezone used to resolve relative due dates like "by Friday" (e.g. "America/New_York").). Then paste the whole text as the system message of your chat or API call.