Prompts for Meeting Summaries

With a transcript in hand, the next step is transforming that wall of text into a useful summary. The right prompts turn AI from a generic summarizer into a meeting notes specialist that captures exactly what you need.

Why Prompts Matter

The same transcript can produce vastly different summaries depending on how you prompt the AI:

Generic prompt: "Summarize this meeting" Result: A basic overview that misses key details

Specific prompt: "Create executive meeting notes focusing on decisions made, open questions, and next steps. Format with headers and bullet points." Result: Structured, actionable notes ready for distribution

The difference isn't the AI's capability—it's the clarity of your instructions.

Core Prompt Structure

Effective meeting summary prompts include:

1. Role/Context: What perspective should the AI take?
2. Task: What specifically should it produce?
3. Format: How should the output be structured?
4. Constraints: What to include or exclude?

Template

You are a professional meeting notes assistant.

[CONTEXT about the meeting type/purpose]

Please create meeting notes from the following transcript that include:
- [Specific element 1]
- [Specific element 2]
- [Specific element 3]

Format the notes with clear headers and bullet points.
Keep the summary concise but ensure no decisions or action items are missed.

TRANSCRIPT:
[Paste transcript here]

Prompts by Meeting Type

Team Status/Standup Meeting

Create concise standup notes from this team meeting transcript.

For each team member who spoke, capture:
- What they completed since last meeting
- What they're working on now
- Any blockers or help needed

Format as a bulleted list grouped by person.
Flag any blockers that need immediate attention.

TRANSCRIPT:
[Paste transcript here]

Project Planning Meeting

Generate project planning meeting notes from this transcript.

Include these sections:
1. PROJECT OVERVIEW - Brief summary of what was discussed
2. DECISIONS MADE - Any choices or directions agreed upon
3. REQUIREMENTS DISCUSSED - Features, specs, or needs mentioned
4. OPEN QUESTIONS - Items needing further discussion
5. TIMELINE ITEMS - Any dates or deadlines mentioned
6. ACTION ITEMS - Tasks assigned with owners if mentioned

Be specific about technical details and requirements.

TRANSCRIPT:
[Paste transcript here]

Client/Stakeholder Meeting

Create professional client meeting notes suitable for sharing externally.

Structure as follows:
- MEETING SUMMARY (2-3 sentences)
- KEY DISCUSSION POINTS (what topics were covered)
- AGREEMENTS REACHED (any commitments made by either party)
- CLIENT REQUESTS (what the client asked for)
- OUR COMMITMENTS (what we agreed to deliver)
- NEXT STEPS (upcoming actions and timeline)

Use professional language. Do not include internal discussions or
anything that should stay confidential.

TRANSCRIPT:
[Paste transcript here]

Brainstorming/Creative Meeting

Summarize this brainstorming session, capturing the creative ideas discussed.

Include:
1. PROBLEM/OPPORTUNITY STATEMENT - What we were trying to solve
2. IDEAS GENERATED - List all ideas mentioned, even partial ones
3. FAVORITES/FRONTRUNNERS - Ideas that got positive reactions
4. CONCERNS RAISED - Potential issues mentioned about any ideas
5. IDEAS TO EXPLORE FURTHER - What the group wants to develop more

Preserve the essence of creative suggestions even if they weren't
fully articulated.

TRANSCRIPT:
[Paste transcript here]

One-on-One Meeting

Create private notes from this 1:1 meeting discussion.

Capture:
- Topics discussed
- Feedback given (in both directions)
- Career/development items mentioned
- Concerns or challenges raised
- Agreements or commitments made
- Follow-up items for next 1:1

Keep notes factual and neutral in tone.

TRANSCRIPT:
[Paste transcript here]

Advanced Prompt Techniques

Adding Context

When AI knows the context, it produces better summaries:

Context: This is a weekly product team meeting. Our product is a
B2B SaaS platform for HR management. Key stakeholders are the
PM (Sarah), Engineering Lead (Mike), and Design Lead (Lisa).

Create meeting notes that...

Specifying Detail Level

Control summary length with explicit instructions:

Create meeting notes at three levels:
1. EXECUTIVE SUMMARY (2-3 sentences for leadership)
2. DETAILED SUMMARY (key points with context)
3. FULL NOTES (comprehensive with all details)

Handling Long Transcripts

For meetings over an hour, break the task down:

This is a long transcript. Please process it in sections:

First, identify the major topics/segments discussed.
Then, for each segment, provide:
- Topic/purpose of that segment
- Key points discussed
- Any decisions or action items

Finally, provide an overall meeting summary.

Multiple Output Formats

Request different formats for different audiences:

From this transcript, create:

1. SLACK MESSAGE (brief, casual, for the team channel)
2. EMAIL SUMMARY (professional, for stakeholders)
3. TICKET DESCRIPTION (detailed, for project tracking)

Prompts for Specific Needs

Extracting Just Decisions

Review this meeting transcript and extract ONLY the decisions made.

For each decision, include:
- What was decided
- Who made or approved the decision (if clear)
- Any conditions or caveats mentioned

Do not include general discussion or opinions—only actual decisions.

TRANSCRIPT:
[Paste transcript here]

Finding Disagreements

Analyze this meeting for points of disagreement or tension.

Identify:
- Topics where participants had different views
- Arguments made for each position
- Whether resolution was reached
- Any lingering concerns

Present objectively without taking sides.

TRANSCRIPT:
[Paste transcript here]

Technical Meeting Details

Create technical meeting notes focusing on architecture and
implementation details.

Extract:
- Technical decisions made
- Architecture changes discussed
- Technologies/tools mentioned
- Technical concerns or risks raised
- Code or infrastructure changes planned
- Technical debt items mentioned

Use precise technical terminology.

TRANSCRIPT:
[Paste transcript here]

Iterating on Summaries

Don't settle for the first output. Refine with follow-up prompts:

Request Missing Details

Good summary. Please also add:
- Any specific numbers or metrics mentioned
- Names of external parties or vendors discussed

Adjust Tone

Please rewrite the client meeting summary in a more formal tone,
suitable for sharing with their executive team.

Change Format

Convert these notes to a table format with columns:
Topic | Discussion | Decision | Owner | Deadline

Challenge Accuracy

For each action item you identified, quote the specific part of
the transcript where it was discussed so I can verify accuracy.

Common Mistakes to Avoid

Mistake	Problem	Solution
No format specified	AI chooses random structure	Always specify headers, bullets, etc.
Too vague	Generic, unhelpful summary	Be specific about what you need
No context	AI misses industry/company terms	Provide relevant background
Trusting without review	Errors slip through	Always verify key facts
One-size-fits-all	Wrong details for audience	Customize prompts by meeting type

Building a Prompt Library

Create reusable templates for your regular meetings:

1. Save effective prompts - When a prompt works well, save it
2. Customize per meeting type - Different meetings need different templates
3. Include company context - Add your terminology, product names, team structure
4. Share with team - Consistency in how notes are generated

Key Takeaways

• Specific prompts produce dramatically better meeting summaries than generic ones
• Structure prompts with role, task, format, and constraints for best results
• Different meeting types need different prompts—build a library
• Include context about your company, team, and meeting purpose
• Iterate on AI output—ask for refinements, verify accuracy
• Create reusable templates for recurring meetings to ensure consistency