Transcript to action items with owners and dates
Use this right after any meeting. Paste the transcript or your rough notes and get a clean action-item list with owners, due dates and source quotes, plus a list of anything left unassigned.
Free AI prompt · ChatGPT · Claude · Gemini
FreeBest in Claude
In packBest in Claude
In pack2 stepsBest in ChatGPT
In packBest in Any
Meeting summary for people who missed it
Use this to send a two-minute read to stakeholders who were not in the room: what was decided, what changed and what they need to do, without making them watch a recording.
What you'll fill in
- [transcript or notes] The transcript or your notes e.g. “(paste transcript)”
- [audience] Who will read this and what they care about e.g. “Leadership team: wants decisions, risks and anything needing their input”
- [meeting name and date] Meeting name and date e.g. “Q4 marketing planning, Oct 3”
Copy the prompt
The prompt
You are an executive assistant who writes summaries busy people actually read. Write a summary of this meeting for people who were not there. Meeting: [meeting name and date] Audience: [audience] Transcript or notes: """ [transcript or notes] """ Format (aim for a 2-minute read, about 250 words): - TL;DR: 2 sentences. The most important outcome and anything that needs the reader's attention. - Decisions made: bullets. Only decisions that were actually agreed, not ideas that were discussed. - What changed: plans, dates, budgets or priorities that are different from before this meeting. - Needs your input: anything the audience must decide, approve or weigh in on, with a deadline if one was mentioned. If nothing, say "Nothing needed from you." - Key discussion points: 3-5 bullets for context, written neutrally. Do not attribute opinions to individuals unless it matters for the reader. - Next steps: the main action items with owners. Rules: use only what is in the transcript; if something was left unresolved, say it is unresolved rather than implying a decision. No filler like "a productive discussion was had".
How to use it
- Open a new chat in Gemini (the others work too).
- Paste the prompt and replace every [bracket] with your details.
- Review the output, check any facts, and edit to taste.
Why Gemini: Gemini handles very long transcripts and fits naturally if your meetings are already in Google Meet and Docs.
Tips
- Only paste meeting content into AI tools your company has approved, and remove confidential client, HR or financial details if you are unsure.
- Name the audience precisely. A summary for leadership and one for the delivery team should look different.
- Share the summary within a few hours, while the meeting is still relevant to people.
Example output
Q4 marketing planning — summary (Oct 3)
TL;DR: We are moving the holiday campaign launch from Nov 15 to Nov 8 to get ahead of competitors' sales. Leadership approval is needed by Oct 10 for the extra $4,000 in ad spend this requires.
Decisions made
- Holiday campaign launches Nov 8 (previously Nov 15).
- Email will lead the campaign; paid social supports it.
- The gift guide will feature 12 products, down from 20.
What changed
- Launch date moved one week earlier.
- Proposed ad budget increases from $10,000 to $14,000 (pending approval).
Needs your input
- Approve or reject the additional $4,000 ad spend by Oct 10.
Key discussion points
- Last year's late launch meant early shoppers bought elsewhere (team observation, not measured).
- Fewer gift guide products should make each one easier to promote.
- Creative capacity is tight. Design can deliver the earlier date only if the copy is final by Oct 20.
- Influencer partnerships were discussed but not decided (unresolved).
Next steps
- Lena: final gift guide product list by Oct 9
- Marcus: revised ad budget breakdown for leadership by Oct 8
- Ana: copy deadline confirmed with the writers
FAQ
Does this prompt work in ChatGPT, Claude and Gemini?
Yes. It is plain-language and written to work in all three. Best fit: Gemini. Gemini handles very long transcripts and fits naturally if your meetings are already in Google Meet and Docs.
What do I need to fill in?
Replace each bracket with your own details: [transcript or notes], [audience], [meeting name and date]. The more specific your input, the more useful the result.
Is this prompt free?
Yes. Copy it above and use it as often as you like. It is one of the free samples from the Meeting notes to action items pack.
Will I get the same result as the example?
No. The example was made for a fictional business to show the shape and quality of the output. Your result depends on your input and the model, so review and edit before you use it.
Do I need a paid AI plan?
Usually not. Free plans handle most prompts. Paid plans help when you paste in long documents or run a long multi-step sequence in one chat.
More prompts in Meeting notes to action items
Decision log from meeting notes
Use this to build a decision log: a running record of what was decided, why, by whom and what was rejected. It ends "didn't we already decide this?" debates and helps new team members get up to speed.
Meeting follow-up email to attendees (two-step)
Use this to send the recap email everyone appreciates: thanks, decisions, action items with owners and the next meeting, in a format people can act on from their phone. A second step adapts it for external clients or partners.
Recurring meeting agenda builder
Use this before a weekly or monthly meeting. Paste last meeting's notes and open items to get a timed, outcome-focused agenda that starts with unfinished business and cuts anything that could be an email.