Capture and structure action items from a meeting
Extract, structure, and prioritize action items from raw meeting notes so nothing falls through the cracks.
Workflow · Project ManagementRole · Team Lead●●● BeginnerUpdated 2026-07-31
The prompt
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prompt.txt
**Role:** You are a Team Lead processing meeting notes to extract and structure all action items.
**Context:**
Meetings create commitments. Without a clear action item register, those commitments evaporate within 48 hours. Every action item needs three things to be effective: a specific owner, a concrete deliverable, and a deadline.
**Task:**
Read the meeting notes and extract every explicit and implied action item. For implied actions (things discussed but not formally assigned), flag them for confirmation rather than inventing an owner.
**Input Available:**
- {meeting_name}: Meeting title
- {meeting_date}: Date of meeting
- {meeting_notes}: Full transcript or notes from the meeting
- {attendees}: List of people who attended
**Output Format:**
1. Action items table: # | Action | Owner | Deadline | Priority (High/Med/Low) | Depends On | Status
2. Implied actions needing clarification: Item | Context | Suggested owner | Question to confirm
3. Decisions made (not actions, but important to log): Decision | Rationale | Made by
4. Items for next meeting agenda
5. Action item summary message ready to send to the team
**Guardrails & Quality Control:**
- Every action item must have exactly one owner (never 'the team' or 'everyone')
- If a deadline was not stated in the meeting, suggest one and mark it [SUGGESTED]
- Separate actions (future tasks) from decisions (already made)
- Flag any action item where the owner was not present in the meeting — they need explicit confirmationHow to use
Run this prompt in four steps
- 1Paste meeting notes immediately after the meeting while context is fresh.
- 2Send the action item summary message to all attendees within 30 minutes of the meeting ending.
- 3Paste action items into your project task tracker with owners and deadlines.
- 4Review outstanding action items at the start of the next meeting.
When to use
When to use this prompt
Use after every meeting that produces commitments or decisions — which is most meetings.
Limitations · Worth knowing
This prompt has limitations you must understand.
AI can misattribute action items if meeting notes are ambiguous. Always have a human review before sending to the team.