Turn a messy meeting into a clear action plan

Tools you can use

You only need one tool for each job. Use what you already have.

• Otter.aiRecord and transcribe the meeting
• Fireflies.aiAn alternative meeting transcriber
• ChatGPTTurn the transcript into actions
• Notion AIKeep decisions where your team works

The steps

1. 1.Get permission and a transcript

   Tell everyone the meeting is being recorded, and follow your company's rules. Transcribe it with a meeting tool, then fix any obvious name errors.

2. 2.Pull out what was decided

   Ask for only what was actually said. A general summary hides who agreed to what.

   Prompt to copy

   Below is a meeting transcript. List: (1) decisions that were made, (2) actions, with the person who agreed to each one and any deadline they said, (3) open questions nobody answered. Only include what was actually said. If an action has no clear owner or deadline, write "not agreed". Do not guess.
   
   Transcript:
   [paste transcript]

3. 3.Fill the gaps yourself

   Anything marked "not agreed" needs a person, not an AI. Choose an owner or raise it with the team.

4. 4.Draft the follow-up

   Keep it short enough to read on a phone.

   Prompt to copy

   Write a follow-up message from these notes. Keep it under 120 words. Start with what was decided, then list each action with its owner and date. Do not add anything that is not in the notes.
   
   Notes:
   [paste your checked notes]

5. 5.Check it and send

   Read every name and date before you send. Send it the same day, while people still remember the meeting.