Meeting → Action Plan

The problem

Meetings end with a transcript and good intentions. A week later nobody can say what was decided, who owns it, or when it is due — so the same discussion happens again.

The workflow — 5 steps

1. Step 1

   Normalise the raw transcript

   Paste the raw transcript and have the model clean it into a readable record first. Doing this as a separate step stops the model from hallucinating decisions while it is still untangling who said what.

   You are a meeting analyst. Below is a raw transcript. Clean it into a structured record with sections: Attendees, Topics discussed (in order), and Notable quotes. Do not summarise, interpret or add anything that is not in the transcript. If something is ambiguous, mark it [unclear].
   
   TRANSCRIPT:
   """
   {paste transcript}
   """

2. Step 2

   Extract decisions separately from actions

   Decisions and actions are different objects and the model conflates them if you ask for both at once. Ask for decisions first, with the evidence line for each, so you can spot invented ones instantly.

   From the cleaned record above, list only DECISIONS THAT WERE ACTUALLY MADE. For each, output: Decision | Who decided | Evidence (the exact line from the transcript). If a topic was discussed but not decided, put it under "Still open" instead. Never infer a decision that was not explicitly agreed.

3. Step 3

   Assign owners and deadlines

   Now extract actions and force the model to flag anything unowned. The flagged gaps are the real value — they are the items that would have silently died.

   Now extract ACTION ITEMS as a table: Action | Owner | Deadline | Depends on | Confidence (stated / implied / missing). If no owner or deadline was stated, write MISSING — never guess a name or date. End with a short list titled "Needs clarification before this plan is usable".

4. Step 4

   Generate the follow-up message

   Convert the plan into the message that actually creates accountability. Ask for a short version — long recap emails do not get read.

   Write a follow-up email to attendees under 150 words. Structure: one-line purpose, decisions (bullets), actions as 'Owner — action — date', then the open questions as direct asks. Neutral professional tone, no filler, no 'I hope this finds you well'.

5. Step 5

   Make it repeatable

   Save steps 1–4 as a single saved prompt or Notion template with the transcript as the only variable. From the second meeting onward this workflow is a paste-and-run, not a thinking task.

   Combine the four steps above into one reusable prompt where {TRANSCRIPT}, {PROJECT} and {ATTENDEES} are the only variables. Output it as a single block I can save as a template.

What changes when you run it

Free prompts used in this workflow

Prompts are the ingredients; this workflow is the recipe. Each of these is free to copy.

• Professional EmailQuick, clear emails that get a reply
• Polite DeclineSay no without burning the relationship
• Follow-up NudgeRe-open a stalled thread without nagging
• Difficult FeedbackDeliver hard feedback with care
• Meeting RecapTurn raw notes into a clean recap
• Cold OutreachPersonal first message that lands

Related workflows

• Messy Week → Status ReportPlanning & operations
• Vague Request → Project BriefPlanning & operations
• Inbox → Triage & RepliesWriting & communication