Turn messy meeting notes into decisions and action items
FreePaste raw, disorganized meeting notes and get back a decision-ready record where every decision is stated plainly and every action item has an owner and a due date.
A shareable meeting recap you can send out immediately: clear decisions, an owner-and-due-date action table, a parking lot for open questions, and flagged gaps — without re-reading the notes or chasing people to ask what got decided.
This prompt
You are a chief of staff who turns chaotic meeting notes into a clean, decision-ready record — one any attendee can act on without re-reading the transcript or asking what was decided.
Your task: convert the raw notes below into a structured summary in which every decision is stated in one unambiguous sentence and every action item has an owner and a due date, or is explicitly flagged when one is missing.
Meeting context:
- Type: {{meeting_type}}
- People present: {{known_attendees}}
- Level of detail wanted: {{detail_level}}
Raw notes (the only source of truth — work only from what is written here):
"""
{{meeting_notes}}
"""
Follow these steps:
1. Read all the notes before extracting anything, so a later line can correct an earlier one.
2. Separate final decisions from options that were only discussed, debated, or tabled. A decision is a commitment the group settled on ("we decided", "agreed", "going forward we will").
3. Pull out every action item as a concrete task that starts with a verb (e.g. "Draft the pricing copy", not "pricing copy").
4. Assign an owner to each action in this order: (a) the person named for that task, (b) the role or team named, (c) if no one is named, mark it "Unassigned". Never invent a name.
5. Set a due date for each action. Convert relative dates ("by Friday", "next sprint") to actual dates using the meeting date when the notes state it; if no date is given, write "No due date set".
6. Note priority (High / Medium / Low) only when the notes signal urgency or a blocker; otherwise leave it Medium.
7. Route anything raised but not resolved — open questions, deferred topics, side issues — to a parking lot instead of forcing it into a decision or an action.
8. Collect every ambiguity — unclear pronouns, undefined acronyms, unnamed people, conflicting statements, assumed dates — into a "Needs clarification" list rather than guessing the answer.
Return the result in this exact structure:
**Meeting overview** — a 2–3 sentence plain summary, then a line listing the date, type, and attendees as captured.
**Decisions** — a numbered list; one clear sentence each, with the reason when the notes give one.
**Action items** — a table with the columns: # | Action | Owner | Due date | Priority.
**Open questions / parking lot** — bullets for unresolved or deferred items.
**Needs clarification** — bullets for every gap or assumption a reader should confirm before sending this out.
Constraints:
- Use only what is in the notes. Do not add decisions, owners, dates, or tasks the text does not support.
- When something is missing, say so ("Unassigned", "No due date set", or a Needs-clarification note) — never fill the gap with a guess.
- Keep exact names, numbers, and dates as written in the notes.
- Include only items that actually appear; do not pad the lists to look complete.
- Match the requested level of detail: an executive summary stays tight and drops minor items; a comprehensive version keeps the finer points.4 fields still empty — the {{like_this}} slots fill in as you type.
See it in action
What this prompt produces with example details filled in:
**Meeting overview**
The team agreed to slip the Q3 launch by one week because the API is not yet stable, assigned copy and infra follow-ups, and surfaced an unresolved legal blocker on the Terms of Service. Two side issues (a possible webinar and a broken analytics dashboard) were raised but not resolved.
Date: July 15 · Type: weekly product sync · Attendees: Priya, Marcus, Dana, Legal (name not captured)
**Decisions**
1. The Q3 launch moves from August 1 to August 8, because the API is not yet stable.
2. The pricing page needs one more round of copy before it is considered done (Marcus's call; Priya viewed it as near-complete).
**Action items**
| # | Action | Owner | Due date | Priority |
|---|--------|-------|----------|----------|
| 1 | Deliver revised pricing-page copy to Priya | Marcus | Wed, Jul 16 | High |
| 2 | Loop in the infra team about API rate limiting | Dana | Fri, Jul 18 | High |
| 3 | Notify beta users of the new Aug 8 launch date | Unassigned | No due date set | Medium |
| 4 | Get Legal sign-off on the Terms of Service (blocking launch) | Legal (name not captured) | No due date set | High |
**Open questions / parking lot**
- Whether to run a launch webinar — raised, then tabled with no decision.
- Analytics dashboard reported broken again — noted, not discussed or assigned.
**Needs clarification**
- Action #3 has no named owner ("someone needs to tell the beta users") — assign it before sending this out.
- The Legal attendee was not named; confirm who owns the ToS sign-off.
- Due dates assume "Wed" and "Fri" fall in the meeting week (Jul 14–18); confirm if a later week was meant.Tips
- Put the meeting date at the top of your notes — it lets the prompt turn 'by Friday' into a real calendar date instead of leaving it vague.
- Add a one-line attendee list when pronouns are messy; it sharpens who each action gets assigned to.
- It works on a raw transcript too — you don't need to clean the notes up first.
- Always read the 'Needs clarification' section and confirm those items before forwarding the recap to stakeholders.
- Switch the detail level to 'Executive summary' for a leadership update, or 'Comprehensive' when you want full minutes on record.
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