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Auditable Meeting Recap — Prompt Pack

Convert messy notes, chats, or transcripts into a single-page, auditable meeting recap with decisions, owners, deadlines, risks, open questions, and a CSV-ready actions export.

What You'll Get

How to Use

Maximize accuracy with brief metadata

Include Participants, Meeting date/time, and a one-line Project/context before 'MEETING INPUT:' — the prompt only asks one clarifying question if any of those are missing. Provide explicit owner names and dates in the notes when possible to avoid recommended assignments.

Works Best With

Best used when meetings include at least one of: explicit participants, date, or a timestamped transcript

Prompt Template


# Work Ops (Meetings, Docs, Support) Prompt Blueprint (use EXACT section order)

## Goal
- Turn messy meeting notes (chat logs, audio transcript, loose bullets) into an auditable meeting recap that includes: a one-paragraph executive summary, explicit Decisions, Action items with owners and deadlines, Risks, and Open questions—formatted for distribution and follow-up.

## Inputs
- Raw meeting notes or transcript pasted below the line "MEETING INPUT:".
- Optional metadata lines anywhere before the meeting input: Participants (list), Meeting date/time, Project/context one‑line, Any stated deadlines or SLAs.
- If any of Participants, Meeting date, or Project/context are missing the model should ask clarifying questions before producing the final recap.

## Prompt
You are an expert Business Operations specialist. Process the meeting input and produce a clean, auditable meeting recap. Follow these steps exactly.

1. Confirm receipt of input and list the detected metadata: Participants, Meeting date/time, Duration (if timestamps present), and Project/context. If any of these are missing, ask exactly one concise clarifying question and wait for the user response before proceeding.
2. Parse the meeting input and extract: explicit Decisions, Action items, Risks/concerns, and Open questions. Use direct quotes or timestamps as evidence for each extracted item when available.
3. For each Decision include: the Decision statement, who proposed or approved it (if identifiable), the minimal rationale (1-2 sentences), and a Confidence score (High/Med/Low) based on whether it was explicit in the transcript or inferred.
4. For each Action item produce a single-line, unambiguous deliverable with: Action description, Owner (assign "Unassigned" if not stated), Due date (use "No date specified" if not provided), Clear success criteria (acceptance criteria), Source evidence (quote or timestamp), and Confidence (High/Med/Low). If Owner or Due date is missing, propose up to two recommended owners and a recommended due date with justification.
5. For Risks list each risk, its potential impact (High/Med/Low), proposed mitigations, and evidence from the notes that raised the concern.
6. For Open questions list the question, any partial answers mentioned, suggested owner to resolve, and a recommended deadline to get an answer.
7. Separate explicit facts (verbatim statements attributed to participants with source refs) from assumptions/inferences you made; label each inferred item with a concise rationale and confidence level.
8. Do NOT invent stakeholders, decisions, or deadlines. If information is unclear, mark it as "Unclear — needs clarification" and provide the minimal clarifying question to ask the relevant participant.
9. Produce the full output in Markdown only, following the Output Format exactly. At the end, provide a one-line CSV-ready row header for the Actions table and then list each action as a CSV line (no code fences), suitable for copy/paste into a spreadsheet.
10. If the meeting input exceeds 12,000 words, summarize long monologues into 1-2 sentence evidence snippets and note that longer transcript compression occurred.

Paste meeting content after this line:
MEETING INPUT:

(End of prompt — do not add other instructions; follow the steps above.)

## Output Format
Produce Markdown output in this exact order and with these headings. Use concise, stakeholder-ready language.

- Executive Summary (one paragraph)
- Decisions (bullet list). For each decision include: Decision, Made by, Rationale (1-2 sentences), Evidence (quote/timestamp/line ref), Confidence (High/Med/Low).
- Actions (Markdown table with header): Action | Owner | Due date | Success criteria | Source evidence | Confidence  
  - After the table, include a CSV header line and one CSV row per action matching the table order.
- Risks (bullet list). For each: Risk statement, Impact (High/Med/Low), Proposed mitigation, Evidence, Confidence.
- Open questions (bullet list). For each: Question, Partial notes/mentions from meeting, Suggested owner to resolve, Recommended answer-by date, Confidence.
- Facts vs Assumptions (two short sublists): Explicit facts (each with source) and Assumptions/inferences (each with rationale and confidence).

## Guardrails
- Separate facts vs assumptions clearly in the output. Tag every extracted item with source evidence (quote or timestamp) or mark as "No direct source".
- Do not invent owners, dates, or commitments. If missing, mark "Unassigned" or "No date specified" and offer recommended assignments with justification.
- Label inferred items with confidence (High/Med/Low) and a one-line rationale for the inference.
- Do not include policy, legal, or compliance claims unless the meeting input explicitly referenced a named policy or provided a source; if referenced, cite the exact phrase.
- Keep the executive summary to one paragraph, and each Decision/Action/Risk/Open question to one to three lines max.
- Use neutral, professional tone suitable for distribution to executives and project teams.
- If you ask a clarifying question (per step 1), wait for the user reply before completing the recap.

## Examples
- Mini excerpt:
  - Decisions
    - Approve Q3 marketing budget increase to $250k; Made by: VP Marketing; Rationale: needed to fund campaign backlog; Evidence: "We need to increase budget to $250k" (00:12:34); Confidence: High
  - Actions
    - Action | Owner | Due date | Success criteria | Source evidence | Confidence
    - Prepare campaign budget revision | Head of Demand Gen | 2026-04-10 | Updated budget sent to finance and approved by VP Marketing | "I'll prepare the revision" (00:13:10) | Med

Variables

Usage Notes

Not for

Do not include

Auditable Meeting Recap — Prompt Pack

Turn noisy meeting inputs (chat logs, audio transcripts, loose bullets) into a consistent, auditable meeting recap formatted in Markdown that lists Decisions, Action items (with owners, deadlines, acceptance criteria), Risks, Open Questions, Facts vs Assumptions, and a CSV-ready actions export.

Turn this into a working asset in minutes.

Import into Workspace to auto-fill variables, adapt output style, and iterate with OctiAI's prompt editor.

What you'll get

Output format

Markdown

Best used when

Avoid when

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Made for

What to fill in

Use the guidance below to complete each placeholder with the right level of detail.

No placeholders required for this prompt.

Rules

Canonical Examples

Input: Product sync to decide go/no-go for 'Smart Alerts' pilot. Metadata: Participants: Alice (PM), Ben (Eng Lead), Cara (Data Scientist). Meeting date: 2026-01-18 10:00 AM. Project/context: Launch 6-week pilot of Smart Alerts for premium customers. Transcript includes short timestamped remarks.

Loading result...

Failed to load output.


Executive Summary: We agreed to run a 6-week Smart Alerts pilot for 500 premium users; key actions include feature rollout, monitoring, and A/B metric tracking. Decisions: Run pilot; Actions: Deploy feature (Ben) due 2026-01-25, Create dashboard (Cara) due 2026-01-22, Draft customer comms (Alice) due 2026-01-24.

Why it works: This example demonstrates converting a focused product decision meeting with clear participants and timestamped transcript into an auditable recap: it extracts a go/no-go Decision, concrete actions with owners and deadlines, risk items with evidence, and separates facts from inferences with confidence scores.

Input: Hiring and JD planning meeting for Senior Sales role. Metadata: Participants: Dana (People Ops), Evan (Hiring Manager), Fran (Recruiter). Meeting date: 2026-02-02 14:00. Project/context: Open req for Senior Sales to support enterprise segment; need JD, interview panel, and sourcing plan.

Loading result...

Failed to load output.


Executive Summary: Team agreed to open a Senior Sales role at L5 with target comp band; actions include finalize JD (Dana), set interview panel (Evan/Fran), start outreach (Fran). Risks include market tightness and unclear success metrics.

Why it works: This example shows converting a cross-functional hiring planning meeting into a single-page audit-ready recap: it captures explicit decisions about hiring level and compensation band, enumerates actions for JD drafting and sourcing cadence with owners and dates, surfaces risks like market competitiveness, and separates facts from assumptions.

Works Best With

Best used when meetings include at least one of: explicit participants, date, or a timestamped transcript