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DMDQP AI Capability Hub

Meeting Notes to Action Items

Meeting Notes to Action Items

Context

Raw meeting notes — bullet points, transcript fragments, voice-to-text output — are often hard to act on. This prompt converts them into a structured summary with context, concrete decisions, a formatted action-item table with owners and due dates, and a list of open items still needing resolution.

Best tool: Gemini (Google Suite). For Google Meet recordings, use the “Take notes with Gemini” feature to auto-capture during the meeting, then run this prompt on the output.

The Prompt

Process these meeting notes into a structured summary.


Produce:
1. **Date and attendees** (if mentioned)
2. **Context** — what the meeting was about (1 sentence)
3. **Decisions made** — concrete decisions reached, with any conditions or caveats
4. **Action items** — formatted as a table:
   | Action | Owner | Due date |
   Each action should be specific enough that the owner knows exactly what to do.
5. **Open items** — topics discussed but not resolved, needing a follow-up


Do not invent information. If the owner or due date was not mentioned, write "TBD".


Meeting notes:
[PASTE NOTES OR TRANSCRIPT HERE]

Usage Instructions

  1. Open Gemini in Google Chat or Google Docs (Gemini sidebar).
  2. Copy the prompt above.
  3. Paste your meeting notes after [PASTE NOTES OR TRANSCRIPT HERE]. Notes can be bullet points, a rough transcript, or a Google Meet auto-generated transcript.
  4. If the notes are very rough, add: “The notes are informal — interpret intent generously but flag anything ambiguous.”
  5. Review the action items with meeting attendees before distributing — the AI may misattribute owners or miss follow-up context.

Example Output

The AI will produce a structured summary such as:

Date: 2026-09-05 | Attendees: S. Nowak, T. Müller, R. Chen

Context: Weekly data quality review — focused on addressing the country_code null anomaly found on 2026-09-03.

Decisions made:

  • Revert the pipeline to the previous version while root cause is investigated (approved; no CAB required for rollback)
  • Increase monitoring frequency for the customer_dim load from daily to hourly for the next 2 weeks
ActionOwnerDue date
Investigate ETL changes deployed 2026-09-01 — identify the change that introduced nullsR. Chen2026-09-07
Draft a brief incident report and share with the teamS. Nowak2026-09-08

Open items: Decision on long-term monitoring approach deferred to next sprint planning.

Recurring meetings tip: Ask: “Compare these actions to last week’s open items: [paste previous actions]. Which are still outstanding?”