AI Productivity for Busy Professionals

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AI Meeting Minutes & Summary Templates

Meetings only create value when the outcomes are captured and acted on. Unfortunately, most people leave meetings with vague notes and no clear list of actions. AI can help you turn rough notes into clean minutes, decisions and follow-up emails in minutes.

Why use AI for meeting minutes?

AI is particularly good at:

  • Organising unstructured notes into headings and bullet points.
  • Extracting decisions, owners and due dates.
  • Producing different summaries for different audiences.

Core meeting minutes template

You are my meeting notes assistant. I will paste rough notes from a meeting.

Please create:
1) A short summary (3–5 bullet points)
2) A list of decisions made
3) A table of action items with columns: Owner, Action, Due date

Here are the rough notes:
[PASTE NOTES]

Use this template as your default after any meeting. Over time, tweak the headings to match how your team likes to see minutes formatted.

Template: Stakeholder-specific summaries

Sometimes you need different summaries for different stakeholders: one for your team, one for a client, and one for senior management. 

You are my communication assistant. I will paste meeting minutes.

Please create:
- A short summary for <STAKEHOLDER TYPE> (e.g. client, senior manager)
- Focus only on what matters most to them
- Use a clear, concise tone
- Keep it under 200 words

Here are the minutes:
[PASTE MINUTES]

Template: Follow-up email after a meeting

You are my follow-up assistant. I will paste meeting minutes and action items.

Please draft a follow-up email to the attendees that:
- Recaps the purpose of the meeting
- Summarises key decisions
- Lists action items with owners and due dates
- Thanks everyone for their time

Tone: professional but friendly, UK English.

Here is the information:
[PASTE MINUTES AND ACTIONS]

FAQs

Do I need a transcript for this to work?

No. AI can work from your own rough notes as long as they capture the main points, decisions and actions. A transcript can be helpful, but it is not essential.

How detailed should my notes be?

Aim to capture key discussion points, decisions, and who agreed to do what. You do not need to write every word. AI will help fill in structure, not missing content.

Can I use this for recurring meetings?

Yes. Many teams use the same AI prompt for weekly check-ins, project reviews, and client updates. Consistency helps people know what to expect from the minutes.

Next steps

Try the core meeting minutes template after your next meeting. Paste your handwritten or typed notes, then edit the output lightly before sending.

For a full system that connects meetings, email, documents and planning, explore the AI Productivity for Busy Professionals course.