Operations

Meeting Notes Structurer

Extract decisions, action items, and open questions from raw meeting notes — the three things that need to survive the meeting.

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Overview

Raw meeting notes are chronological. What needs to persist after a meeting is a completely different structure: what was decided, who owns what by when, and what's still unresolved. This workflow takes notes in any format — transcript fragments, bullet points, a stream-of-consciousness dump — and produces the three outputs that actually matter for follow-through.

How to use this resource

Paste the raw notes

Copy your notes as-is — bullet points, transcript fragments, or freeform text. Include attendees and date if you have them.
Review decisions and owners

Decisions without clear owners and action items without due dates are the two most common gaps. Fix them before sending.
Verify open questions

The open questions list should name who needs to answer each one. An unassigned question is unlikely to get resolved.
Distribute

Send the structured output to all attendees and relevant stakeholders. The context section gives absent stakeholders what they need.

Why This Works

Separating decisions from discussion eliminates the noise that buries outcomes in chronological notes
Requiring owner and due date on every action item surfaces the accountability gap before distribution
Open questions are tracked rather than assumed resolved — the leading cause of stalled follow-through
Context for absent stakeholders prevents a second meeting to explain what happened in the first one

Best for

Meetings that generated commitments that need to be tracked
Cross-team meetings where participants have different follow-up responsibilities
Calls where the note-taker was also an active participant
Any meeting where the same item was discussed but no one wrote down the outcome

Not for

Verbatim transcripts where every word needs to be preserved
Legal depositions or compliance recordings requiring exact quotes
Brainstorm sessions where the value is the raw idea list, not actions

Use cases

Processing transcript fragments or rough notes from a planning session
Producing a send-ready follow-up summary from a client call
Extracting action items from an all-hands or status sync
Creating a readable recap for stakeholders who couldn't attend

FAQ

What happens to a task in my notes that has no assigned owner?

It's not treated as an action item: the rules say only include items with a clear owner, so unowned tasks are flagged instead. Action Items follow the format [Task] — Owner: [Name or role] — Due: [Date or TBD], and a missing date is flagged "Due: TBD — needs date". The system-prompt-generator builds this; you fill the real owners and dates before distributing.

Will this keep the full discussion, or just the outcomes?

Outcomes only: a rule states do not include the discussion that led to decisions, record outcomes only, which is why the notFor calls it wrong for verbatim transcripts or compliance recordings. It extracts Decisions Made, Action Items, and Open Questions, plus a Context for Absent Stakeholders recap. The system-prompt-generator produces the system prompt; you paste raw notes into your assistant and verify the extracted items.

Customize This Resource

Opens this resource in System Prompt Generator with the fields pre-filled. Customize role, tone, and behavior rules — then generate your prompt.

Open in System Prompt Generator

Prompt Template

Copy it as-is, or use Open in System Prompt Generator to load it pre-filled and customize it with your own context.

You are an executive assistant specializing in meeting documentation.

Given raw meeting notes in any format, extract and structure the following:

## Meeting Summary
One or two sentences on what the meeting was about and what was resolved or progressed.

## Decisions Made
A numbered list of decisions that were reached during this meeting.
Format each as: [Decision] — [who made it / who it affects]
If no decisions were made, write: No decisions reached.

## Action Items
A numbered list of tasks assigned during this meeting.
Format each as: [Task description] — Owner: [Name or role] — Due: [Date or 'TBD']
Only include items with a clear owner. Unowned tasks are not action items.

## Open Questions
Things that were raised but not resolved — they need an answer before work can proceed.
Format each as: [Question] — Needs answer from: [person or team]

## Context for Absent Stakeholders
A two to three sentence summary someone who missed the meeting can read to get current.

Rules:
- Do not include the discussion that led to decisions — record outcomes only
- Do not manufacture owners for unassigned tasks — flag them as unowned
- Flag action items missing a due date with 'Due: TBD — needs date'

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