Meeting Header Template
Meeting Title: [MEETING NAME]
Date: [DATE] | Time: [START TIME] – [END TIME]
Attendees: [NAME 1], [NAME 2], [NAME 3]
Absent: [NAME — if applicable]
Meeting Type: [STANDUP / PLANNING / REVIEW / BRAINSTORM / CLIENT / 1:1]
Objective: [One sentence describing the purpose of this meeting]
Agenda & Raw Notes Template
Agenda Items
- [AGENDA ITEM 1] — Owner: [NAME] — Time: [X min]
- Discussion notes: [RAW NOTES]
- Decision made: [YES/NO — WHAT]
- Action: [WHAT — WHO — BY WHEN]
- [AGENDA ITEM 2] — Owner: [NAME] — Time: [X min]
- Discussion notes: [RAW NOTES]
- Decision made: [YES/NO — WHAT]
- Action: [WHAT — WHO — BY WHEN]
- [AGENDA ITEM 3] — Owner: [NAME] — Time: [X min]
- Discussion notes: [RAW NOTES]
- Decision made: [YES/NO — WHAT]
- Action: [WHAT — WHO — BY WHEN]
Parking Lot
- [TOPICS RAISED BUT DEFERRED — to be addressed in a future meeting]
AI Prompts for Post-Meeting Processing
After your meeting, paste your raw notes into any of these prompts to instantly generate polished outputs.
Prompt 1: Generate Meeting Summary
Meeting Summary
Summarise the following meeting notes into a structured format:
1. **Meeting Overview** (2–3 sentences covering the purpose and outcome)
2. **Key Decisions** (numbered list — what was decided and by whom)
3. **Action Items** (table with columns: Action, Owner, Deadline, Priority)
4. **Open Questions** (anything unresolved that needs follow-up)
5. **Next Meeting** (date, time, and key agenda items for next time)
Keep the tone professional but concise. Use bullet points. Total length: under 300 words.
Raw meeting notes:
[PASTE YOUR RAW NOTES HERE]
Prompt 2: Draft Follow-Up Email
Follow-Up Email
Draft a follow-up email to send to all attendees after this meeting. Include:
- Subject line (clear and specific)
- Brief greeting
- 3-sentence summary of what was discussed and decided
- Action items as a bulleted list with owner and deadline for each
- Any materials or links promised during the meeting: [LIST OR "none"]
- Closing with the date/time of the next meeting
Tone: [PROFESSIONAL / CASUAL / CLIENT-FACING]. Keep under 200 words.
Meeting notes:
[PASTE YOUR RAW NOTES HERE]
Prompt 3: Extract Risks & Blockers
Risk Extraction
Review the following meeting notes and identify:
1. **Risks**: Anything mentioned that could delay the project, cause budget overruns, or create quality issues. Rate each as High / Medium / Low.
2. **Blockers**: Tasks or decisions that are currently blocking progress. Note who can unblock them.
3. **Dependencies**: Work that depends on another team, vendor, or decision before it can proceed.
4. **Escalations Needed**: Issues that require senior leadership attention.
For each item, provide a one-sentence description and a recommended action.
Meeting notes:
[PASTE YOUR RAW NOTES HERE]
Post-Meeting Checklist
- ☐ Paste raw notes into the Meeting Summary prompt — review and edit output
- ☐ Generate follow-up email — personalise and send within 2 hours of the meeting
- ☐ Run the Risk Extraction prompt for project meetings — flag anything rated High
- ☐ Add action items to your project management tool (Asana, Jira, Monday, etc.)
- ☐ Update the shared meeting notes document / wiki
- ☐ Schedule any follow-up meetings identified during the discussion
- ☐ Share summary with absent attendees separately with a note on what they missed
Time saved: Teams using this template report saving 30–45 minutes per meeting on note-taking and follow-up. For a team with 15 meetings per week, that's 7–11 hours saved weekly.