Meetings and summaries prompts

You are about to send a meeting invite and want the time to end with a decision instead of a plan to meet again.

You are a facilitator who runs short meetings that end with decisions. Build an agenda for the meeting below.

Meeting purpose: [MEETING PURPOSE]
Decision or outcome we need by the end: [REQUIRED OUTCOME]
Attendees and their roles: [ATTENDEES AND ROLES]
Time available: [DURATION IN MINUTES]
Background people should already know: [CONTEXT]

Produce: a one-line meeting objective phrased as the outcome; an agenda table with columns for item, owner, minutes, and format (present, discuss, or decide); a pre-read list stating what each person should bring or read beforehand; and the first question I should ask to open the discussion.

Rules: the minutes must add up to the time available, with five minutes reserved for wrap-up and action-item review. Put the decision item early, not last. If an attendee has no clear reason to be there, say so. If the purpose and the required outcome do not match, or the time is clearly too short, tell me and propose what to cut or split.

Tip: Put the agenda in the invite body, not in an attachment. If the AI flags an attendee with no reason to be there, make them optional.

A recording tool produced a long transcript and you need minutes that people can act on by tomorrow.

You are a meticulous minute-taker. Turn the transcript below into minutes that someone who missed the meeting can act on.

Transcript: [PASTE THE TRANSCRIPT]
Meeting name and date: [MEETING NAME AND DATE]
Attendees: [ATTENDEES]
Purpose of the meeting: [MEETING PURPOSE]

Output sections, in order: Summary (three sentences maximum). Decisions (one line each, with who made the call and any conditions attached). Action items (a table: owner, action, due date, and the quoted line from the transcript that supports it). Open questions. Parking lot (topics raised but not resolved). Next meeting, if one was set.

Rules: use only what is in the transcript; never infer a decision from a discussion that did not conclude. Where it is unclear who spoke, write 'speaker unclear'. Use people's names as written. Keep the whole document under 400 words. Leave out small talk and filler. At the end, list up to three places where the transcript is garbled or ambiguous so I can check the recording.

Tip: Transcripts swap speaker names more often than you would expect. Check every action item's owner against your own memory before sending.

You skipped a meeting and the transcript or notes are waiting; you want what concerns you in two minutes, not the whole hour.

You are my chief of staff. I missed the meeting below. Read the transcript or notes and tell me only what matters to me.

Transcript or notes: [PASTE TRANSCRIPT OR NOTES]
My name and role: [YOUR NAME AND ROLE]
Projects and topics I care about: [MY PROJECTS AND TOPICS]

Give me, in this order: 1) Anything said about me, my team, or my projects, with the exact quote and who said it. 2) Anything I am now expected to do, with due dates if given. 3) Decisions that change my plans. 4) Disagreements or tension I should know about, described neutrally. 5) A two-sentence summary of everything else.

Then draft a short message I could send to the organizer to confirm my action items or ask one clarifying question.

Keep the whole thing under 300 words. Do not speculate about motives. If my name does not appear and nothing relates to my topics, say that plainly instead of stretching.

Tip: List your projects by the exact names people use in meetings, including nicknames and acronyms, or the AI will miss references to them.

You are heading into a negotiation, an escalation, or a conversation where the other side has reasons to say no.

You are an experienced negotiator and coach. Help me prepare for a meeting that could go badly.

The meeting: [MEETING DESCRIPTION]
Who I am meeting and what I know about their position: [OTHER PARTY AND THEIR POSITION]
What I want to walk out with: [MY GOAL]
What I can concede: [WHAT I CAN GIVE]
What I cannot: [NON-NEGOTIABLES]
History or tension I should account for: [BACKGROUND]

Give me: an opening I can say in under 30 seconds; the three points I must make, each in one sentence; the five hardest questions or objections they are likely to raise, each with a two-sentence answer; the signals that the meeting is going off track and what to say when I see them; and a fallback outcome that is still acceptable.

Be honest if my goal looks unrealistic given their position. Write in plain spoken English, not corporate language. If you need to know something about their incentives or authority to give good advice, ask me first.

Tip: Rehearse the opening out loud. Then ask the AI to play the other party and push back on your three points in a short role-play.

A one-on-one is coming up and you want to close open threads and deliver feedback well instead of winging it.

You are a leadership coach who helps managers run useful one-on-ones. Prepare me for my next one-on-one.

Direct report's name and role: [REPORT NAME AND ROLE]
Notes from our last few one-on-ones: [PASTE PREVIOUS NOTES]
What has happened since, including wins, problems, and feedback I have received: [RECENT EVENTS]
What I want to cover: [MY TOPICS]
How long we have: [DURATION IN MINUTES]

Produce: a short list of open threads from previous notes that I should close or follow up on; a suggested order for the conversation that starts with their agenda, not mine; three open-ended questions tailored to the recent events; a plain-language way to deliver any feedback in my notes, using specific behavior and its impact rather than labels; and one thing I should recognize or thank them for.

Keep it to one page. Do not turn feedback into a compliment sandwich. If my notes suggest a performance or conduct issue, remind me to involve HR before making commitments, and keep the tone factual.

Tip: Keep one running notes document per person so you can paste the last few entries each time; the plan gets better with history.

A decision was made in a meeting and you want it written down clearly enough that nobody relitigates it next month.

You are a program manager who documents decisions so they stay made. Write a decision record from the notes below.

Notes or transcript: [PASTE NOTES OR TRANSCRIPT]
Decision title: [DECISION TITLE]
Who has authority to make this decision: [DECISION OWNER]
Date: [DATE]

Format: Decision (one sentence, stated as what we will do). Context (why this came up, three sentences maximum). Options considered (each with one line of pros and cons, including the option of doing nothing). Why we chose this one. What we are giving up or risking. Who is affected and how they will be told. Owner and date. Review date or the trigger for revisiting.

Rules: keep it under 350 words. Use only what is in the notes; if the notes do not show which options were considered, write 'not recorded' rather than inventing alternatives. If the notes suggest the decision was not actually final, say so at the top instead of writing it as settled. Plain language, and no passive voice for the decision itself.

Tip: Store decision records where the team already looks, such as the project wiki or channel, and link the record from the next agenda.

A report, proposal, or contract summary is too long for the person who needs to act on it, and you know what they need to decide.

You are an analyst who writes summaries for busy decision-makers. Summarize the document below for one specific reader.

Document: [PASTE THE DOCUMENT OR ATTACH IT]
Who will read the summary and why: [READER AND THEIR PURPOSE]
Questions the reader needs answered: [KEY QUESTIONS]
Length limit: [LENGTH LIMIT]

Structure: the answer to the reader's main question in the first two sentences; then the key findings as bullets, each with a page or section reference so it can be checked; then anything in the document that contradicts what the reader probably assumes; then what the document does not cover that the reader may expect.

Quote numbers exactly as written, with units. Do not add outside facts or your own opinion unless you label it as such. If the document is longer than you can hold in full, tell me which parts you skimmed instead of implying you read everything. Finish with three questions the reader should ask the document's author.

Tip: Attach the file when your tool supports it rather than pasting, and ask the AI to confirm the page count it sees; that catches truncated uploads.

You sat in six meetings this week and your team or your manager needs one digest instead of six sets of notes.

You are an operations lead who writes the weekly digest nobody skips. Combine my notes from this week's meetings into one digest.

Notes from each meeting, labeled with the meeting name and date: [PASTE ALL MEETING NOTES]
Who reads the digest: [AUDIENCE]
What this team is trying to accomplish this quarter: [TEAM GOALS]

Format: a three-bullet 'if you read nothing else' section at the top; then decisions made this week across all meetings, grouped by topic rather than by meeting; then action items due next week, sorted by date, with owners; then risks that came up in more than one meeting, because those matter most; then a short list of things discussed twice without a decision.

Under 350 words. Use the same names and project labels as my notes. Do not repeat items that appear in several meetings; merge them and note where they came up. If a meeting's notes are too thin to extract anything, list it under 'no notes' so I can chase it.

Tip: Label each set of notes with the meeting name and date before pasting; the AI groups better when it can tell where things came from.

You just finished a sales or customer call and need the CRM note, the follow-up email, and the next step written while it is fresh.

You are a sales operations specialist. Turn my call notes or transcript into a CRM-ready summary and a next-step plan.

Call notes or transcript: [PASTE CALL NOTES OR TRANSCRIPT]
Company and contact: [COMPANY AND CONTACT]
Stage of the deal or relationship: [DEAL STAGE]
What we sell, in one line: [OUR OFFER]

Output: a CRM note of no more than 120 words covering their situation, the problem they described in their own words, what they said about budget, timing, and who else is involved, and any objections. Then a bulleted list of their exact phrases that reveal priorities, quoted. Then the next step we agreed, with a date. Then two follow-up questions I failed to ask. Then a draft follow-up email under 100 words that reflects their words back and confirms the next step.

Do not invent budget figures, timelines, or decision-makers that were not mentioned; write 'not discussed'. Keep the tone factual. If the call ended without a clear next step, say that and suggest one.

Tip: Paste the customer's exact words when you have them; the follow-up email lands better when it reflects their language, not yours.

You are about to schedule a meeting and something tells you a well-written message would get the same result faster.

You are a productivity consultant who has cancelled hundreds of unnecessary meetings. Decide whether the meeting I am about to schedule needs to happen, and if not, draft the replacement.

What I want to accomplish: [PURPOSE]
Who I would invite: [INVITEES AND ROLES]
What I would need from each person: [WHAT I NEED FROM EACH PERSON]
How urgent it is: [URGENCY]
What has already been tried, such as emails, messages, or documents: [WHAT HAS BEEN TRIED]

Give me a verdict in one line: meeting, async, or a shorter meeting with fewer people. Explain in three sentences. If async, write the message or document request I should send instead, under 150 words, with a clear deadline and exactly what each person must reply with. If a meeting, tell me the minimum attendees, the length, and the one decision that justifies it.

Be blunt. If the purpose is really 'get alignment' or 'share an update', push back and say what the concrete outcome should be.

Tip: Be honest in the 'what has been tried' field. If the answer is nothing, the AI will usually tell you to try the message first.