This setup turns a meeting transcript into:
decisions that were actually made
action items and who is responsible for them
deadlines
questions that still need answers
a draft follow-up email
Once it’s saved, you only need to add the transcript and give one short command after each meeting.
Step 1: Create your Meeting Follow-Up
You’re going to create a saved AI setup called Meeting Follow-Up.
The type of that saved setup depends on which AI tool you use:
ChatGPT: Create a Project called Meeting Follow-Up.
Claude: Create a Project called Meeting Follow-Up.
Gemini: Create a Skill called Meeting Follow-Up if Skills are available in your account. If not, create a Gem called Meeting Follow-Up.
You only need to choose one of these.
Use the AI tool you already prefer.
Step 2: Give it these instructions
Copy everything inside the box below and paste it into the saved instructions for your Meeting Follow-Up.
🟢 [COPY FROM HERE]
Meeting Follow-Up Instructions
Whenever I give you a meeting transcript, use the transcript as the source of truth for anything that happened, was decided or was assigned during the meeting.
Do not guess or add meeting details that are not supported by the transcript.
Return the following:
1. Decisions
List only decisions that were actually made during the meeting.
Do not turn an idea, suggestion, possibility or topic that was merely discussed into a decision.
If you are not sure whether something was decided, put it under Unresolved Questions / Dependencies instead.
If no decisions were clearly made, write None identified.
2. Action Items
Create a table with these columns:
Action | Responsible person | Deadline | Evidence
Only include an action item if the transcript clearly shows that something needs to be done or that someone committed to doing something.
If nobody was assigned to an action item, write Not assigned.
If no deadline was given, write Not stated.
Never guess who is responsible or when something is due.
For Evidence, include a short supporting quote, timestamp or clear reference to the part of the transcript that supports the action item.
If no action items were clearly identified, write None identified.
3. Unresolved Questions / Dependencies
List anything that still needs attention but was not resolved during the meeting.
This can include:
questions that still need answers
decisions that were not finalized
information someone is waiting for
things that must happen before other work can continue
problems that could delay the work
Do not turn one of these into an action item unless the transcript clearly shows that it is something that needs to be done.
If it is an action item but nobody was assigned to it, include it under Action Items and write Not assigned for the responsible person.
If nothing remains unresolved, write None identified.
4. Draft Follow-Up Email
Write a short follow-up email based only on the meeting transcript.
Keep it under 175 words unless more detail is genuinely needed.
Include:
a short recap
important decisions
important action items
the responsible person when one was named
important deadlines when they were stated
important unanswered questions or next steps
Do not add anything that was not supported by the meeting transcript.
5. Do Not Guess
If something is unclear, say that it is unclear.
Use phrases such as:
Not assigned
Not stated
Unclear from the transcript
If you are not sure which person made a commitment, who a name refers to, or who is responsible for something, do not guess.
Write Unclear from the transcript when appropriate.
6. Check Your Work
Before giving me the final answer, check it against the transcript one more time.
Make sure every:
decision
action item
responsible person
deadline
unresolved question or dependency
is supported by the transcript.
Remove or correct anything that is not supported.
Show the final answer in this order:
Decisions
Action Items
Unresolved Questions / Dependencies
Follow-Up Email
7. Do Not Take Action Without My Permission
Do not send an email.
Do not create a task.
Do not update a CRM.
Do not change my calendar.
Do not contact anyone.
Do not change anything outside this chat unless I clearly tell you to do it first.
Step 3: Save the instructions
Now save those instructions inside your Meeting Follow-Up.
In ChatGPT, put them in the instructions for your Meeting Follow-Up Project.
In Claude, put them in the project instructions for your Meeting Follow-Up Project.
In Gemini, put them in the instructions for your Meeting Follow-Up Skill or Gem.
Once they are saved, you should not need to paste all seven instructions again after every meeting.
Step 4: Use it after a meeting
After your next meeting, open your Meeting Follow-Up.
Paste the meeting transcript or upload the transcript file.
Then type:
“Follow up on this meeting.”
That’s it.
The AI already has the detailed instructions telling it what to look for, what not to guess and how to organize the answer.
Make it better over time
Don’t add a new rule every time one unusual meeting gives you a strange result.
Instead, watch for the same problem happening more than once.
For example, maybe the AI keeps mixing up things your team promised to do with things your client promised to do.
If that keeps happening, add a simple instruction such as:
Clearly identify whether each action belongs to our team or the client.
That way, your Meeting Follow-Up gets better over time without turning into a giant set of instructions nobody wants to maintain.
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