AI Productivity for Busy Professionals

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Module 3 – Meetings & Notes

Overview

Meetings are only useful if they lead to clear outcomes and action. In this module, you’ll learn how to turn rough notes into clean minutes, extract decisions and owners, and prepare better agendas for next time.

What you’ll learn

  • How to convert messy notes into structured minutes.
  • How to extract decisions, owners, and deadlines.
  • How to create follow-up agendas using AI.

1. From chaos to clarity

Most meeting notes are chaotic. AI is very good at transforming that chaos into structure—as long as you ask for the right structure.

2. Real-life scenarios

Scenario A – Turning notes into minutes

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]

Scenario B – Extracting actions only

You are my action-tracking assistant. I will paste notes from several meetings.

Please:
1) Extract all action items.
2) For each, identify (or infer) the owner and due date where possible.
3) Present them as a table: Meeting / Owner / Action / Due date / Notes.

Here are the notes:
[PASTE NOTES]

Scenario C – Preparing a follow-up agenda

You are my meeting planner assistant.

I will paste:
- The previous meeting minutes or summary
- The action items list

Please create an agenda for the next meeting that:
- Starts with a 1–2 sentence recap
- Groups discussion points logically
- Includes time estimates per section
- Ends with a review of actions and next steps

Here is the information:
[PASTE MINUTES / ACTIONS]

3. Prompt variants library

Personal recap

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

Please write:
- A short personal recap in plain language, as if you are reminding “Future Me”
- 3 key risks to watch out for
- 3 things I need to do this week because of this meeting

Here are the notes:
[PASTE NOTES]

Stakeholder-specific summary

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

Please create:
- A short summary tailored for <STAKEHOLDER TYPE> (e.g. senior management, client)
- Focus only on the points that matter to them
- Use a clear, concise tone

Here are the minutes:
[PASTE MINUTES]

4. Mini exercises

  1. Take notes from a recent meeting and run them through the “notes to minutes” prompt. Compare the AI minutes with what you would normally send.
  2. Use the “action-tracking assistant” prompt on notes from 2–3 meetings to generate a combined action list.
  3. Create a template prompt in your AI Playbook called “Meeting Minutes” and adapt it to your team’s preferred format.

5. Advanced techniques

  • Standard formats: use the same headings and table format every time to build consistency.
  • Pre-meeting prompts: draft key questions and desired outcomes before the meeting.
  • Link with email: turn minutes directly into follow-up emails to attendees.

Today’s action

  1. Pick one recurring meeting and commit to always using AI for the minutes.
  2. Build and save a “Meeting Minutes” prompt tailored to that meeting.
  3. Share one AI-generated summary with your team and ask if it’s helpful.