Prepare a real agenda
Ask for an agenda with a goal, three topics maximum, the decision needed for each and the time allowed. Share it in advance so people arrive prepared.
Capture decisions, owners and deadlines
Whether you use a transcription tool or your own notes, ask the AI to extract three lists: decisions, actions with an owner and a deadline, and open questions. That is all most people need.
Send the follow-up the same day
A short follow-up within an hour turns talk into action. Use your extracted lists and send them to everyone who attended.
Respect consent and confidentiality
Tell participants before recording or transcribing, follow your organisation's rules, and avoid sending confidential discussions to tools that are not approved.
Example
A 45-minute meeting, 5 lines
Decision: new pricing from 1 April. Actions: Sam updates the website by 20 March; Lina briefs sales by 22 March. Open: discount for existing clients, to decide next week.
Prompt to try
Replace the [brackets] with your own details and review the result before using it.
From these meeting notes: [paste], extract: decisions; actions with owner and deadline in a table; open questions. Then write a follow-up email to participants under 120 words.
Exercise
Use AI to prepare the agenda of your next meeting.
