BEFORE THE MEETING
Use AI to prepare: "I have a meeting with [WHO] about [TOPIC]. My goal is [GOAL]. What questions should I ask to get the most useful information? What should I clarify before we finish?"
"Create an agenda for a [LENGTH] meeting about [TOPIC] with [ATTENDEES]. Include: objectives, discussion points, and time allocation."
DURING THE MEETING
Best tools for live transcription:
- Otter.ai — Joins Zoom, Teams, or Google Meet automatically and transcribes in real time
- Fireflies.ai — Similar, with AI summaries built in
- Fathom — Free for unlimited meetings (Zoom only)
- tl;dv — Good for Google Meet and Zoom
All of these generate a transcript you can feed to AI for better summaries.
AFTER THE MEETING — THE PROCESSING WORKFLOW
Step 1: Get the transcript (from Otter, Fireflies, or your own rough notes) Step 2: Paste into Claude or ChatGPT Step 3: Use these prompts:
SUMMARY: "Summarise this meeting transcript into: 1) What was decided (decisions only), 2) Action items (who does what by when), 3) Key information shared that wasn't previously known, 4) Open questions that need answers. Use bullet points."
ACTION ITEMS: "Extract all action items from this transcript. For each one: Who is responsible, What they need to do, Any deadline mentioned. If a deadline wasn't stated, flag it."
FOLLOW-UP EMAIL: "Based on this meeting transcript, write a follow-up email to all attendees. Include: brief summary of what was covered, decisions made, action items with owners, and next steps. Professional but concise."
NOTES FORMAT: "Turn this meeting transcript into structured meeting notes with these sections: Date, Attendees, Agenda Items Covered, Decisions Made, Action Items, Next Meeting."
FOR ROUGH NOTES
If you take rough notes during meetings (not a transcript), use: "Here are my rough notes from a meeting about [TOPIC]: [PASTE NOTES]. Turn these into clean, structured meeting notes. Fill in obvious context where my notes are incomplete."
ONE-ON-ONE MEETING TEMPLATE
For recurring one-on-ones with your team, use this template prompt weekly: "Based on these notes from my 1:1 with [NAME]: [NOTES]. Generate: a summary for my records, any coaching points I should follow up on, and a suggested agenda for our next 1:1."
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