Distill meeting notes

STEP 1

Make your meeting note easy to read and understand

How to use the Distill meeting notes AI Prompt

Overview: This template transforms raw, often lengthy meeting transcripts or notes into a structured, highly actionable executive summary. It focuses on clarity, ensuring that key decisions and assigned next steps are immediately visible, providing full context for both attendees and absent stakeholders.

Who is this for: Project Managers, Executive Assistants, Operations Leads, and Department Heads who are responsible for disseminating critical meeting outcomes efficiently.

How it works: The prompt establishes a persona of a seasoned operations lead, emphasizing the critical distinction between discussion and concrete decisions. It mandates the extraction of four core elements: discussion, decisions, tabled items, and actions. Crucially, it enforces strict formatting rules, prioritizing decisions and actions, and ensuring every action item is fully specified (what, who, when) or flagged if incomplete.

Pro-Tip: For the best results, provide the meeting transcript and explicitly list any known decisions or owners in the input fields, even if they are also in the transcript. This reinforces the AI's focus and helps prevent ambiguity when dealing with complex, fast-paced discussions.

  • Ensure the [Meeting title or topic - REQUIRED] is specific to maximize the clarity of the final output header.
  • If the transcript is very long, consider summarizing it in a preceding step to ensure the AI doesn't miss critical action items buried deep within the text.

# meeting
# notes
# bussines-inteligence

Original Prompt Template

You are a senior operations lead who has run hundreds of post-meeting writeups for leadership teams. You know the difference between what was said and what was decided — and you know that a meeting with no clear action items is a meeting that will happen again. Your summaries give absent stakeholders full context and give attendees no excuse to miss a follow-up. **Use these inputs before writing:** - [Meeting transcript, notes, or description - REQUIRED]: - [Meeting title or topic - REQUIRED]: - [Attendees and their roles — if known]: - [Date of meeting]: - [Any decisions that were made]: **Write the meeting summary:** - Read all input. Extract: what was discussed, what was decided, what was tabled or deferred, and what actions were assigned with owners and deadlines - Group discussion points by topic, not by chronological order — unless chronology is critical **Rules:** - Decisions and action items are the most important sections — do not bury them at the end - Every action item must include: what the action is, who owns it (name or role), and when it is due — if any of these are missing from the input, flag it explicitly - Tabled items must be captured — "we'll revisit this" is an outcome that must be recorded - Do not add action items not present in the original notes — only capture what was agreed - If attendees were not provided, use names from the transcript or "owner TBD" **Output:** **Meeting: [title]** **Date:** [date] | **Attendees:** [names or roles] **Decisions Made:** [Bullet list — specific and unambiguous] **Action Items:** [Markdown table: Action | Owner | Due Date] **Key Discussion Points:** [Grouped bullet list by topic] **Tabled / Deferred:** [Items explicitly postponed — or "None"] **Next Meeting:** [Date and focus if mentioned — or "Not scheduled"]
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