Meeting Summary Generator

When to Use

• Turning a transcript, rough notes, or chat log into a meeting recap.
• Extracting decisions, action items, owners, due dates, and unresolved questions.
• Preparing a follow-up email or project tracker update after a meeting.
• Cleaning up a meeting where participants left with unclear next steps.

Procedure

Step 1 - Identify Meeting Context

Capture meeting title, date, attendees, purpose, and expected decision or outcome.

Step 2 - Extract Decisions

List only decisions that were actually made. If the notes imply a decision but do not confirm it, mark it as "proposed" or "needs confirmation."

Step 3 - Extract Actions

For each action item, identify:

• owner
• task
• due date or suggested date
• dependency
• source quote or note if useful

Step 4 - Surface Open Questions

Separate questions that block work from questions that are informational.

Step 5 - Draft Follow-up

Write a short recap suitable for email or Slack. Keep it factual and avoid attributing commitments without evidence.

Inputs

Input	Required	Format
Notes or transcript	Yes	Text, bullets, transcript excerpt
Meeting purpose	Recommended	One sentence
Attendees	Recommended	Names and roles
Desired recap format	Optional	Email, Slack, project tracker

Output

## Meeting Summary - [Meeting Name]

### Executive Recap
[3-5 sentences]

### Decisions
| Decision | Owner | Evidence / Note |
|----------|-------|-----------------|

### Action Items
| Action | Owner | Due Date | Dependency | Status |
|--------|-------|----------|------------|--------|

### Open Questions
| Question | Blocking? | Suggested Next Step |
|----------|-----------|---------------------|

### Follow-up Draft
[Ready-to-send recap]

Quality Criteria

• Decisions are separated from discussion points.
• Every action item has an owner or is marked "owner missing."
• Dates are preserved exactly when provided and marked as suggested when inferred.
• The recap is neutral, factual, and not inflated with generic language.
• Confidential or sensitive content is summarized carefully and flagged when needed.

Verification (4C)

Check	Question
Correctness	Are decisions and action items supported by the notes rather than inferred too aggressively?
Completeness	Are decisions, actions, open questions, risks, and follow-up needs all captured?
Context-fit	Is the recap appropriate for the audience and meeting type?
Consequence	Could any person be assigned work they did not actually accept?

Edge Cases

• Transcript is messy or speaker labels are missing - Extract themes and mark ownership as uncertain.
• No decisions were made - State that clearly and list unresolved decision points.
• Conflicting action ownership - Flag the conflict and ask for confirmation instead of choosing silently.
• Sensitive HR/legal content - Produce an internal summary only and recommend human review before distribution.

Examples

Prompt: "Summarize this weekly leadership meeting transcript into decisions, actions, open questions, and a Slack follow-up."

Good pattern: "Decision: Launch date remains June 12. Owner: Maya. Evidence: CEO confirmed no date change." This is better than "The team discussed launch timing."

Definition of Done

• The output can be pasted into a recap email with minimal editing.
• Each action has an owner or an explicit ownership gap.
• Open questions are visible and prioritized.
• No unsupported commitments are invented.

Changelog

• v1.0.0 - Initial release