AI meeting notes & actions
Turn a raw, messy transcript into a crisp summary plus a clean list of action items — each one tagged with an owner and a due date. Paste the transcript, run one prompt, and walk out of the meeting with the follow-up already written.
The meeting ends and nobody knows who owns what
You just spent an hour deciding things — and it's already leaking out of everyone's head. Two people think the other one is handling the follow-up. The one real deadline got said out loud and written down nowhere. By Thursday half the "action items" are ghosts. Writing it all up properly takes twenty minutes you never have, so it doesn't happen. The talking was the easy part; the part that actually moves work forward is turning talk into owned, dated tasks — and that's exactly what AI is fast at.
Without AI
Scrub back through a 4,000-word transcript, try to remember who agreed to what, retype it into a summary, and still miss the one decision that mattered. Or skip it — and pay for it next week.
With the prompt below
Paste the transcript once. Get a tight summary, the decisions made, and an owner-tagged, dated action table you can drop straight into Slack or email — in the time it takes to grab water.
Copy this. It writes the whole recap.
Fill in the [brackets] once with your team's details, then reuse it after every meeting. Paste it into a fresh chat, then drop your transcript in right after it.
You are my meeting chief-of-staff. I'm going to paste a raw meeting transcript below (auto-captions, so expect typos, filler, and crosstalk). Turn it into a recap that a busy team can act on without ever reading the transcript. CONTEXT (so you tag things correctly): - Meeting: [e.g. Weekly product sync] - My name: [YOUR NAME] - People on the call: [Names + short role, e.g. Priya = design, Sam = eng, Dana = client] - Today's date: [DATE] (use it to resolve "by Friday", "next week", "end of month" into real dates) - What a good outcome looks like: [e.g. clear owners on every next step; nothing left vague] PRODUCE THESE SECTIONS, IN THIS ORDER, USING MARKDOWN: ## TL;DR 3–4 sentences. What was this meeting actually about, and what changed because of it? Write it so someone who missed the call gets the point in 15 seconds. ## Decisions made Bullet the concrete decisions — things that are now settled, not things still being debated. If something was explicitly deferred or left open, put it under "Open questions" instead, not here. ## Action items A table with these columns: Task | Owner | Due | Priority. - One row per commitment. Break "Sam will handle the launch" into the real sub-tasks if several were implied. - Owner = the single person accountable (use a name from the list; if truly unassigned, write "UNASSIGNED" so it stands out). - Due = a real date. Convert "by Friday" / "next week" using today's date above. If no date was given, write "no date — needs one". - Priority = High / Medium / Low based on urgency and who's blocked. ## Open questions Anything raised but not resolved, plus who should answer it. ## Risks / things to watch Deadlines that look tight, disagreements that weren't settled, or anyone who sounded blocked or unhappy. If there are none, say "None flagged." HARD RULES: - Do NOT invent tasks, owners, dates, numbers, or decisions. If the transcript doesn't say who owns something, mark it UNASSIGNED — never guess a name. - If something is ambiguous, capture it as an open question rather than forcing it into an action item. - Ignore filler, greetings, and small talk. Keep every line skimmable — no fluff, no restating the transcript. - Names may be mis-transcribed; match them to my people list above and use the correct spelling. End with one line: "Anything I misread — want me to fix an owner or date?" Ready? Here is the transcript: [PASTE YOUR TRANSCRIPT HERE]
Pro tip: most call tools (Google Meet, Zoom, Teams, Otter, Fireflies) can export a transcript or captions as text — paste that straight in. No recording? Jot rough notes during the call and paste those; the prompt still structures them. You never hand the AI account access — it only reads what you paste.
3 steps to a shipped recap
Personalize it once
Fill in the [people list], your name, and what a good outcome looks like. Save that filled-in version — you'll paste the same prompt after every meeting, so you only set it up once. Just swap the date and transcript each time.
Paste the transcript in
Open a fresh chat, paste the prompt, then drop your transcript right where it says [PASTE YOUR TRANSCRIPT HERE]. Raw auto-captions are fine — typos, crosstalk and "ums" and all. Longer than the box allows? Paste it in two chunks and say "part 1 of 2".
Skim, fix owners, send
Read the TL;DR and the action table. Reassign anything marked UNASSIGNED, confirm the dates, then copy the whole thing into Slack or an email so everyone leaves with the same list. Two minutes, done.
One recap the whole team can act on
Instead of a wall of transcript, you get a structured recap that reads in under a minute and leaves zero ambiguity about who does what by when. Here's the shape of it:
- ✓A 15-second TL;DR — what the meeting was about and what actually changed, for anyone who missed it.
- ✓Decisions vs. open questions — what's settled kept cleanly separate from what's still being debated, so nothing false gets locked in.
- ✓An owner-tagged action table — every commitment as one row: task, a single accountable Owner, a real Due date, and a priority. Unassigned tasks are marked
UNASSIGNED, not guessed. - ✓Risks flagged — tight deadlines, unresolved disagreements, and anyone who sounded blocked — pulled out so they don't ambush you later.
TL;DR
Weekly product sync. We locked the new-onboarding flow for the July 22 release and cut the referral widget from this cycle to protect the date. Design ships final screens Thursday; eng picks them up Friday. One blocker: the client hasn't confirmed the legal copy, which is now on the critical path.
Decisions made
- ✦Ship the redesigned onboarding flow in the July 22 release.
- ✦Cut the referral widget from this cycle — revisit next sprint, not a blocker.
- ✦Use the shorter 3-step signup, not the 5-step version.
Action items
| Task | Owner | Due | Priority |
|---|---|---|---|
| Deliver final onboarding screens (3-step flow) | Priya | Thu, Jul 17 | High |
| Build front-end from final screens | Sam | Fri, Jul 18 | High |
| Chase client to confirm legal copy for signup | UNASSIGNED | Wed, Jul 16 | High |
| Write QA checklist for the new flow | Dana | Mon, Jul 21 | Medium |
| Draft referral-widget spec for next sprint | Priya | no date — needs one | Low |
ChatGPT, Claude or Gemini — take your pick
This is the free, do-it-yourself way
JARVIS does this for you — automatically. Instead of pasting a transcript after every call, it's wired to your real data: it joins or reads your meetings, writes the recap on its own, assigns owners from your actual team, and drops the action items straight into your task list and inbox before you've left the room. The prompt above is the manual version of one thing JARVIS does on autopilot.